Clemson University PCard Training Course. January 2018

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1 Clemson University PCard Training Corse Janary 2018

2 Introdction The Prchasing Card is a Chip and Pin VISA credit card issed by Bank of America. The Prchasing Card (PCard) is a method of payment offered to help manage rotine low dollar prchases while benefiting job performance. Individals who have bying responsibilities are encoraged to be the cardholder within a department having the PCard in their name. Anyone who becomes a cardholder mst take the PCard Corse Training. Liaisons are also reqired to complete training de to the close natre of working with cardholders.

3 Corse Completion Reqirements Completion of this corse is reqired for faclty and staff applying for a new Clemson University PCard as well as crrent Cardholders on an annal basis every March to retain bying privileges. The PCard applicant mst read and shold be familiar with the PROCUREMENT CARD POLICIES & PROCEDURES. After completing this corse, the PCard applicant/holder is to complete and pass the corse assessment with an 80% or higher. Additional in person training is available pon reqest.

4 Corse Otline Section 1 Section 2 Section 3 Section 4 Section 5 Section 6 Section 7 Section 8 Section 9 Allowable/Non-Allowable Charges General Procedres/Parties Involved Cardholder Responsibilities Dollar Limits/Declines/Increases/DPV List Vendor Blocks / MCC Procedres Reconciliation/Approvals/Allocation for Billing Aditing/Accontability Violations Procedres/Gidelines/Disciplinary Actions Website Links & Contact Information

5 Allowable/Non-Allowable Charges Allowable Books/Printing Compter Software Employee Travel air and grond transportation, baggage fees Lodging: visiting speakers (room only) Membership Des Registration Fees Rental Car Stdent Travel - see Stdent Travel Gidelines Sbscriptions Utilities/Repairs Employee Travel - lodging and meals Fondation charges Gasoline Gifts, Gift Certificates, gift cards Personal Charges Registration fees inclding the hotel Split Procrement bypassing increased PCard limit above $2500 for one time prchase Sporting events Section 1 Non-Allowable Charges

6 General Procedres Section 2 PCards can only be issed to individals - not in Department names Cardholders are allowed to have only 1 card issed in their name PCards are not transferable between individals Cardholders cannot process his/her own charges Cardholders are responsible for making sre correct accont sed PCards not sed after 24 months will be closed PCards cannot cross bdget centers PCards cannot be sed for cash advances

7 Parties Involved Section 2 Agency Clemson University is the cstomer of the issing bank Cardholder Fll time Employee of CU Card Isser BAML Bank of America Merrill Lynch Department Head University Official who approves reqests for PCards Liaisons CU employee who processes PCard charges PCard Administrator Coordinates the Pcard Program, works with cardholders, liaisons & the bank Vendor Spplier/Merchant who spplies goods/services to the cardholder

8 Cardholder Responsibilities Section 3 Ensre the PCard is sed for legitimate & allowable University bsiness prposes & shold be familiar with the VISA Policies & Procedres which are available on the Procrement Website - Maintain Card is secre at all times Adhere to prchasing limits & to SC Consolidated Procrement Code & all other University policies & restrictions Obtain ALL backp docmentation which incldes detailed register receipts listing each line item. If sales slips are hand written, the same information is to be provided. Receipt shold show date, time, sbtotal, tax & total. *Having the Merchant Name, Address, Phone & Store # is recommended

9 Cardholder Responsibilities Section 3 Approve charges made on the PCard by signing receipt or signing monthly statement especially if prchaser is not the cardholder Trning in receipts to the Liaison in a timely manner with correct accont # & brief description for the prchase If receipt is not obtained at time of prchase, cardholder shold 1 st try & get from the merchant. If merchant cannot provide, a typed & signed note from the prchaser with as many details will be accepted on a limited basis

10 Section 3 Cardholder Responsibilities Report Lost, Stolen Cards to Bank of America If charges appear in WORKS & are not recognized by liaison, cardholder needs to call Bank of America If card is not working and charges are not processing, cardholder needs to call Bank of All PCards are Chip & Pin enabled & pin secrity nmbers are mailed directly to cardholders with secrity code (do not throw away) If pin nmbers are forgotten or lost, go to This website can be fond on the back of the card. Upon termination/separation/transfer to other department, the PCard administrator mst be notified by cardholder, liaison or Bsiness Officer and the PCard shold be srrendered to the Dept.

11 Dollar Limits/Declines/Increases/DPV List Section 4 The normal PCard has a STL = single transaction limit of $2500 per swipe This means if a cardholder goes to any store, makes a prchase online or via the phone, the dollar amont cannot exceed $2500 & if it does, the transaction will be declined PCard Administrator can raise limit p to $10K & will work with prchaser if necessary with proper docmentation

12 Section 4 Dollar Limits/Declines/Increases/DPV List (con t) If a cardholder wold like to prchase an item(s) costing more than $2500, the needed reqirements are as follows: 3 Qotes they can be price references from the web & a snippet/screen shot can serve as docmentation & the cardholder and/or liaison has made a copy to keep with the PCard file in case of an adit OR the cardholder and/or liaison will provide one of the # s from the DPV List The Direct Payment Exemption (DPV) List: The cardholder will notify the PCard Administrator and liaison via with details sch as total dollar amont needed for prchase, date prchase will be made, what is being prchased, and which procrement method (qotes or DPV) will cardholder be sing. If DPV, please inclde DPV #. *NOTE: PCard Administrator does not need copies of the qotes

13 Vendor Blocks/MCC Procedres Section 5 Every merchant who accepts VISA is assigned a MCC or Merchant Category Code by VISA Some codes are blocked by Clemson University policy. The State of Soth Carolina also has set mandatory code blocks for state agencies (examples: liqor stores, dating/escort services) However, if a card is being blocked for a legitimate prpose, contact needs to be made with the PCard Administrator to discss if block removal can be made

14 Section 6 Reconciliation, Approvals & Allocation of Billing Clemson University receives a monthly hard copy statement along with a bill from Bank of America. The statement details are reviewed for errors, oddities, disptes All PCards are entered into Works with a 23 digit defalt chartfield string when application is first entered Cardholder makes charges and each day Bank of America posts transactions to the WORKS system. Liaisons are notified by generated of charges that are now loaded in their baskets and can now login to WORKS, assign accont codes to charges, make any changes needed and enter additional information that may be reqired.

15 Section 6 Reconciliation, Approvals & Allocation of Billing Liaisons have approximately 20 days to process charges; therefore, the importance of having receipts with written accont nmbers and other information to enter and clear charges so they are ready to reconcile to the bank statement pon arrival If liaisons do not get a receipt for a charge, this line item will atomatically defalt which cases doble work if the charge is legitimate The liaison is not sre if this charge is legitimate if no one has trned in a receipt or is it frad which becomes a timing isse * Frad Transactions mst be reported to Bank of America by cardholder and not to the merchant as BofA will credit CU acconts *NOTE: Frad mst be reported to Bank of America within 30 days of the date of prchase

16 Reconciliation, Approvals & Allocation of Billing Liaisons, as part of their responsibilities, is to look over receipts to make sre all items listed are for University prposes & meet gidelines Liaisons will need to determine if sales tax has been applied or if se tax needs to be added which is determined by selecting the conty yo are located within Soth Carolina Section 6 If a charge is legitimate bt there is an isse with qality or pricing, this is to be settled by the cardholder filing a Dispte Claim Form with Bank of America Liaisons will also enter the DPV # for those prchases over $2500 where the PCard was increased by PCard Administrator *Note: This shold be on the receipt or paperwork trned into liaison

17 Aditing/Accontability Section 7 PCard Adits can be schedled as part of a Departmental Adit or can be nannonced. If procedres are being followed an adit wold be added assrance of following Policies & Procedres All paperwork inclding receipts, qotes, notes (containing dates, times, names), s, dispte claim forms, fax confirmations shold all be together in a file labeled by cardholder name, month & year. Once a cycle has completed, the liaison then waits for the Bank of America monthly statement to begin reconciling & checking off receipts verses transaction on statement

18 Aditing/Accontability Section 7 It is the responsibility of the cardholder and/or liaison to alert the PCard Administrator if the monthly statement did not arrive *NOTE: PCard Administrator will not reqest statements over six months old from Bank of America Bank Statements shold be signed & dated by the liaison as the reconciler. If the cardholder signed all receipts, they do not have to sign the statement If yor department has an accontant & they monitor PCard spend, their signatre & date shold be on the statement

19 Aditing/Accontability Section 7 All prchases considered nathorized will need to be docmented and roted throgh the proper administrative personal Prchases over $2500 which were processed by splitting to avoid going throgh procrement and having the single transaction limit (STL) raised and not providing price references or a DPV# is an nathorized procrement Ultimate responsibility for se/misse of cards rests with the Cardholder *NOTE: If a personal prchase is made on the PCard & the charge is reversed, this is still an UNAUTHORIZED procrement & reqires written docmentation

20 Section 8 PCard Violations Procedres/Gidelines Disciplinary Action Process Clemson University has a PCard Violations Section inclded in the PCard Policy and Procedres to ensre ALL PCard holders, Liaisons, Bsiness Officers & Departments at Clemson follow the same procedres for PCard violations Written gidelines are available with instrctions to assist the cardholder and liaison with disciplinary actions are located in the PCard Violations Section

21 Website Links & Contact Information Section 9 Procrement Website: PCard Program Website: Procrement Gidelines for Falty/Staff Website: PCard Contact: Contact Lynn Crawford, Crawfo5@Clemson.ed, or Jennifer Cobb, Jcobb@clemson.ed, Click here to complete the PCard Certification.