Purchasing Power and Standard Parameters

Transcription

1 March 2012 Patty Gropp, Purchasing Services Purchasing Power and Standard Parameters $ 3500 PER TRANSACTION $ PER MONTH 8 TRANSACTIONS PER DAY POLICY BPPM AND ALL OTHER UNIVERSITY PURCHASING POLICIES Glossary of Purchasing Card Terms JPMC: JPMORGAN CHASE PAYMENTNET RECONCILER APPROVING OFFICIAL DELEGATED PURCHASER SINGLE TRANSACTION LIMIT STL MONTHLY CREDIT LIMIT MCL ITEMIZED DOCUMENTATION DATA WAREHOUSE 1

2 WSU Purchasing Card Program JPMC CARD WITH VISA LOGO EMBOSSED WITH EMPLOYEE S NAME AND WASHINGTON STATE UNIVERSITY EXCLUSIVELY FOR WSU PURCHASES USED IN ACCORDANCE WITH WSU BUSINESS POLICY Purchasing Process PURCHASE Make allowable purchases Receive goods Obtain receipts Turn in receipts PAPER & PAYMENTNET Examine receipts Perform data entry Assemble documentation APPROVAL Examine documentation Sign reconciler s report Oversee use of PCard by unit Organization of the Roles Option 1 Option 2 Approving Official Approving Official Reconciler Cardholder Cardholder Cardholder Delegated Purchaser Cardholder Reconciler Cardholder Reconciler Delegated Purchaser Roles and Responsibilities Form 6 2

3 Cardholder Responsibilities KEEP CARD SECURE LOCKED WSU FILE IF NOT IN USE MAKE ALLOWABLE PURCHASES PROMPTLY SUBMIT ITEMIZED RECEIPTS TO RECONCILER VERIFY QUESTIONABLE CHARGES ACCESS CODE = REPORT LOST OR STOLEN CARD Lost and Stolen Cards ACCOUNT NUMBER STOLEN PLASTIC CARD LOST CALL JPMC TO REPORT: ACCESS CODE = 9999 TIME IS OF THE ESSENCE! NOTIFY RECONCILER AND APPROVING OFFICIAL RECEIVE AND SUBMIT JPMC S AFFIDAVIT OF FRAUD Cardholder Responsibilities MAKE NO PERSONAL PURCHASES MAKE NO PURCHASES RESTRICTED FOR PCARD BY POLICY BPPM COMPLY WITH UNIVERSITY DIRECT BUY LIMIT: $5000 UNDERSTAND TRANSACTION DATA IS HIGHLY TRANSPARENT AND RETAINED AS PUBLIC RECORD 3

4 Appropriate Transactions Certain goods and services are unallowable for purchase with the WSU PCard, BPPM contains a list of these restricted purchases. Written request for exception can be considered for unusual circumstances. Templates are provided for such requests at Exceptions are approved only in advance of purchase. Restricted Purchases Prohibited Purchases University personnel are not to authorize payment with purchasing cards for: Air conditioners (BPPM 70.10) Alcoholic beverages Cash advances Employee moving expenses Furnishings which must be purchased through Facilities Operations, (BPPM 70.01, 70.10, 80.45) Carpeting and floor coverings Window coverings Furniture (except free-standing furniture requiring minimal assembly) Restricted Purchases Contract payments, including leases, rentals (except short-term small equipment rental) Controlled substances Donations Entertainment Food and meals (light refreshments are allowable, see BPPM 70.31) Gasoline/diesel Gifts (unless the purchases are charged to discretionary funding, e.g., 17A funds and allowed under 17A policy, see BPPM 70.33) Payments to individuals, employees, students Personal purchases Prepaid cellular telephones and additional minutes, prepaid calling cards, telephone calls, payments for employee-owned cellular telephone accounts. (NOTE: Payments for University-owned cellular telephone accounts are allowable. See BPPM 85.45) 4

5 Restricted Purchases Purchases to be funded by registered student organization (RSO) accounts, e.g., student club and organization expenses. See BPPM Purchases from WSU departments (See BPPM and use IRI) Radioactive materials Tax-exempt research equipment (See BPPM 70.42) Transactions split to circumvent the purchasing card single transaction limit Travel and travel-related expenses, e.g. transportation, lodging, hotel reservations, meals NOTE: Conference registration fees and University business related photocopying and facsimile services for employees in travel status are allowable. (See BPPM and 80.05) Vehicles and vessels with titles Weapons and ammunition NOTE: Purchases funded by grant or contract must be allowable under terms of that grant or contract. NOTE: Exceptions may not be granted for purchases which are prohibited by state regulations. (SAAM ) Merchant Category Code Blocks Transactions with merchants in these categories will be declined: Airlines, Air Carriers Airports, Airport Terminals Travel Agencies and Tour Operators Transportation Services Passenger Railways Banks, ATMs Wire Transfer, Money Orders Jewelry Stores Watch, Clock & Jewelry Repair Furriers And Fur Shops Dating & Escort Services Lottery Tickets, Betting Consequences of Misuse Written notice of policy violation Additional training Card suspension or cancellation Report to VP and/or Internal Audit Termination of employment Recovery actions Criminal Prosecution 5

6 Delegated Purchases Cardholder may authorize and instruct another employee to make purchases. The card must be checked out and back in on a PCard Check-out Record. Cardholder provides a delegation form for the assistant to show merchant. The cardholder is responsible for all purchases made with his/her PCard. Delegated Use Forms Declines may happen THE TRANSACTION IS OVER LIMIT MONTHLY CREDIT LIMIT USED UP IT S THE 9 TH CHARGE OF THE DAY THE ACCOUNT IS SUSPENDED CARD EXPIRATION DATE ERROR ERROR IN 3-DIGIT SECURITY CODE WHAT TO DO: CALL after office hours call 800# on back of PCard 6

7 Online Purchases SHIPPING ADDRESS WASHINGTON STATE UNIVERSITY ATTENTION: YOUR NAME BUILDING NAME/ROOM NUMBER STREET ADDRESS CITY STATE ZIP CODE BILLING ADDRESS WASHINGTON STATE UNIVERSITY PO BOX PULLMAN, WA Tax and Shipping Transaction limits include tax and shipping costs when charged by Merchant. Examples: $3300 Dell laptop computer declines because Dell charges tax $3499 Newegg.com 12 monitors approved; out of state vendor When an out-of-state Merchant does not charge Washington sales/use tax, WSU pays compensatory tax directly to the State of Washington. The University is NOT tax exempt. Transaction Documentation one for every transaction obtained from the merchant original form, integrity preserved itemized RECEIPT, INVOICE, PACKING LIST, ORDER CONFIRMATION OR OTHER DOCUMENT CONTAINING name of merchant date of purchase description quantities unit prices 7

8 Transaction Transparency TRANSACTIONS ARE MONITORED AND AUDITED ELECTRONIC AND PAPER RECORDS ARE CREATED AND RETAINED 7-YEAR RETENTION PERIOD FOR DOCUMENTS STORED IN DATA WAREHOUSE Notifications from JPMC Sample of from JPMC received by Reconciler and Approving Official US00922 XXXX XXXX XXXX 9876 CARSON P. CARDHOLDER Trans ID: Transaction Date: 08/23/2012 Post Date: 08/25/2012 Transaction Amount: Trans Merchant Name: BioQuip Trans Merchant City: PaymentNet Transaction List 8

9 Summary of Reconcilers' Duties Collect itemized receipts for PCard purchases. Receive from JPMC when transactions post. Verify new transactions are purchases authorized by cardholder. Notify cardholder of any unauthorized purchases. Cardholder must report unauthorized charges to JPMC immediately. Verify goods purchased have been received. Summary of Reconcilers Duties Enter data in PaymentNet to assign budget coding, description and other detail to transactions. Enter transaction notes in PaymentNet if charge cannot be reconciled promptly. Mark completed PaymentNet transactions REVIEWED so that charges can be expensed. Assemble monthly documentation package for the PCard account. The 3-part package is: BANK STATEMENT mailed by JPMC ITEMIZED DOCUMENTATION from merchants RECONCILIATION REPORT from PaymentNet CARDHOLDER, CARRIE ************

10 ************9876 Carrie Cardholder Program Administration The Purchasing Card Program is administered from Purchasing Services, and supported by Accounts Payable. Key contacts: Patty Gropp Henri Dittmer Deb Howerton Program Administration Program Customer Service Posted Transactions Policy, training, compliance Account maintenance functions and assistance with PaymentNet Assistance with posted transactions and tax issues Resources for Program Participants

11 PCard Account Maintenance Change of Reconciler Change of Approving Official Change Notifications Change of Spending Limits Change of Duties Transfer or Separation Compromise or Fraud What Auditors Examine PRACTICES ROLES AND RESPONSIBILITIES DOCUMENTATION ITEMIZED RECEIPTS STATEMENT AND MONTHLY REPORTS THE REVIEW IS A TEST OF COMPLIANCE WITH POLICY AND PROCEDURE 11