FY 2014 P-CARD REFRESHER TRAINING

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1 FY 2014 P-CARD REFRESHER TRAINING Krishna Nichols P-Card Administrator FY14 P-card Refresher Training

2 NEW CARD DESIGN New cards and all replacement cards will now feature the new card design Light Grey/Blue with GRU logo Tax Exempt and FEIN printed on front Cardholder Name followed by Georgia Regents University FY14 P-card Refresher Training

3 Review Approval Process in Works: Cardholder Approver(Manager) Auditor (Krishna) P-Card cycle starts and resets on the 28 th of each month Balances become available once the Approver signs off All transactions that post to Works must be allocated and signed-off. Exception: the charge is in dispute and Krishna/BOFA has been notified All transactions must be allocated and signed-off around the 5 th of each month. Activity schedule available online for monthly deadlines FY14 P-card Refresher Training

4 Reconciliation: Review (continued) Be sure to allocate all charges in Works to the correct PC#/CFC/account code combination Add comments in Works and on paper documentation Comments in Works CANNOT be edited so be mindful All charges on the Bank of America statement must match the charges on your Monthly Report/Activity Log Include special approvals or any additional documentation with your receipts Sign Bank of America Statement FY14 P-card Refresher Training

5 Review (continued) Statement Packets need to include the following items (in order) - SIGNED Bank of America Statement - Activity Log/Monthly Report from Works - Detailed Receipts and related paperwork(in statement order) - Documentation of FedEx/UPS charges for deliveries FY14 P-card Refresher Training

6 P-Card Don ts No Food No Travel (Registration is still allowed) - Don t even use it to hold a room No Furniture No equipment over $2, (including shipping/handling/set-up/installation) No personal items such as - Hand sanitizer, facial tissues, dust busters, fans, heaters, microwaves, coffee makers FY14 P-card Refresher Training

7 P-Card Don'ts (continued) No orders over $4, No splitting purchases This means splitting an order to avoid the single transaction limit. This is NOT ALLOWED and can result in loss of P-Card. If you have an order that is more than $4, please contact the P-Card Administrator (Krishna) to discuss the best means of making the purchase. FY14 P-card Refresher Training

8 P-Card Do s Below is just a small list of the allowable purchases. Please refer to the P-Card Purchasing Do s and Don ts handout that was given to you in training and available on the website. Books, Reprints, Pre-printed Matter FedEx/UPS (All receipts must include the ship to address) Dues/Membership (Must include the Accounts Payable Memorandum Form; Cannot be an automatic renewal (No Amazon Prime Membership!) Registrations (Use of the P-Card is strongly encouraged, except where this includes food & lodging that is priced separately) Software (Less than $ per item and does not store PHI or IPI data elements)

9 Sales Tax Georgia Regents University is a tax exempt entity. The P-Card holder needs to inform the vendor of our tax exempt status prior to purchase. The tax exempt form is available on the website below. FY14 P-card Refresher Training

10 Cardholder Responsibilities Use P-Card for legitimate business purposes only Safeguard the P-Card - Keep in a locked drawer/file cabinet that only the P-Card holder has access to. Do not allow others to use your P-Card Obtain a receipt for all transactions. Understand allowable purchases and non-allowable purchases (If in doubt, always check with Krishna) Make sure that GA sales tax is not charged when making a purchase with the P-Card FY14 P-card Refresher Training

11 Cardholder Responsibilities Reconcile statements and receipts every month around the 5 th. - Failure to meet the deadlines in place will result in infraction letters and possible suspension of P- Card use. Immediately report lost or stolen cards to BOA and P-Card Administrator(Krishna) Immediately report fraudulent charges to BOA and P-Card Administrator(Krishna) FY14 P-card Refresher Training

12 Approver Responsibilities Be familiar with GRU s purchasing card policies and procedures. Review and approve monthly transactions in WORKS by the deadline (Not just sign the statements) Approvers must be aware that they are just as responsible as the P-Card holder for transactions Attend annual training for review of P-Card policies and procedures. FY14 P-card Refresher Training

13 Q & A What is the difference between my monthly credit limit and my available funds? Monthly Credit Limit is the line of credit that you have been authorized to spend within a cycle period Available Funds is the Monthly Credit Limit minus any outstanding transactions that have not been signedoff by an Approver it doesn t matter when the transactions posted two months ago or two days ago Pending charges will also be included in the Balance or total spend

14 Q & A How do I check my balance? When you sign in, your name and information are in the bottom pane on the home screen Available Credit, Monthly Credit Limit, and Single Transaction Limit are listed there To see your balance with pending charges added in, Click on Tools, then Search, then Authorization Log Make sure your card is selected, then click Finish All recent authorized charges will be listed The authorization log will also give reasons for decline

15 Q & A Why is my card declining? A card can decline when it does not have available credit. Exceeding the single transaction limit. Fraud/Lost/Stolen It can also decline if cardholder is trying to purchase something over the internet and does not enter the address on the card exactly as it appears with the Financial Institution. Your card will decline if you have not allocated your transactions. The Merchant Category Code (MCC) is blocked. Each merchant that accepts a credit card has an assigned four-digit Merchant Category Code that identifies the type of goods/services provided. If An MCC code is blocked, the P-Card will decline.

16 Q & A continued If your P-Card is declined Contact BOA at P-Card Administrator

17 Works Home Page Monthly Credit Limit Available Funds Single Transaction Limit FY14 P-card Refresher Training

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21 Q & A I need to make a purchase that is greater than my single transaction limit or exceeds my available balance. How can I place the order without splitting the transaction? At any time, a temporary increase in either the Single Transaction Limit or the Monthly Limit can be done at the request of the Approver, if within P-Card guidelines The increase is nearly instant. FY14 P-card Refresher Training

22 Q & A What happens if I do not allocate and sign-off on my transactions in a timely manner? If you do not allocate and sign-off on transactions, it could cause problems if the transactions post to the wrong budget or under the wrong account number Your available credit will not be refreshed, eventually causing problems with vendors when your card is declined Habitually late allocation and sign-off could result in infraction letters and revocation of p-card privileges FY14 P-card Refresher Training

23 Q & A How can I change the allocation information or add comments to a transaction that I have already signed-off on? You can t change the allocation information Krishna with all the information and she can do it However, you can see the transactions after signing-off and you can add further comments: Click on Tools, then Search, then Transactions Click on the calendar beside Posting Date and select a date range for the search, click finish You can also enter an amount range to narrow down the results Click Search, then select the transaction you need from the results pane at the top to review the details FY14 P-card Refresher Training

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27 No option to Add/Edit FY14 P-card Refresher Training

28 Q & A What do I do if I see a charge in Works that I did not make? Fraudulent charge - call Bank of America at (866) to report it They will review recent charges on your account to verify which ones are valid, issuing a credit for those that aren t May send you a form that must be submitted back to them A new card will be issued with a new number and mailed to Krishna Disputed charge call Bank of America at (866) Documentation must be submitted for the disputed charge Temporary credit may be issued until dispute is resolved Notify Krishna in either circumstance, as these fraudulent or disputed transactions must be noted on the master reconciliation FY14 P-card Refresher Training

29 Q & A What do I do if I get charged sales tax? Contact the vendor to get a refund or fax a copy of the sales tax exemption form to the vendor if necessary Put comments on P-Card documentation Put comments in Works Sign-off on transaction don t leave it pending When credit posts for taxes, allocate to the same account as the original charge FY14 P-card Refresher Training

30 Q & A Do I need to get a credit for a returned item or sales tax in the same month as the original charge? No Put comments in Works and on documentation Allocate and sign-off on original charge When credit posts, allocate to same account as original charge

31 Q & A Why do I need an Activity Log and a Works Summary Report/Transaction Log? Aren t those the same? The purpose of the Activity Log is to provide documentation that you are keeping track of the orders that you are placing, including expected delivery dates and actual received dates even orders that you have placed, but are not yet received The purpose of the Works Summary Report is to ensure that you have allocated the transactions to the correct budget and to serve as a summary to provide additional details to approvers

32 Q & A Do I need to do anything when I notice that my P- Card is about to expire? Renewal cards are automatically sent each month to Purchasing You will be notified by if there are any requirements to be completed prior to receipt of the replacement card

33 Q & A What do I need to do if my approver is on an extended leave of absence? Contact Krishna to setup a secondary person in charge of the department The secondary person can be set up in Works as a backup approver and trained on p-card regulations If there are transactions that disappear, those can be swept and allocated appropriately by Krishna, then the Activity Log and Statement can be signed by the backup approver to show review and sign-off

34 Q& A Can I use my P-Card instead of going to Health eshop? No - if the vendor is a Health eshop vendor, or if there is a vendor in Health eshop that offers a comparable item Exceptions require prior approval and comments should be added to documentation and Works No if the item is from a Health eshop vendor, but not available in Health eshop ( restricted items), then a regular special request requisition needs to be entered Yes if the item, or comparable item, is not available from a vendor in Health eshop

35 Q & A Can I pay for a membership with my P-Card? Yes. If it is an institutional membership that is in the department s name or if it can be transferred to a different person if needed What if it s an individual membership? Fill out an Individual Membership Form showing authorization from the department head and attach to your documentation If in doubt fill out the form

36 State Procurement Revisions Updates to the Georgia Procurement Manual (GPM) This communication is to announce there will be no changes to the Georgia Procurement Manual (GPM) effective July 1, Since there were no legislative changes affecting procurements during the last legislative session, no changes to the GPM will be made at this time. The State Purchasing Division is reviewing the GPM at this time for efficiencies that can be made to improve specific procurement processes for all state entities. Any change to procurement processes will require the GPM to be revised; however, it is anticipated those changes will be identified and detailed for your information by Official Announcement by mid-august along with a publication date of the revised GPM.

37 GRU P-Card Policy Revisions The GRU Purchasing Card User s Guide was revised on December 3, The revision includes: Specific information regarding who s designated to have P-Card UPS/FedEx charges/receipts Non-Allowable purchase- Memberships from Wholesale Warehouses e.g. Amazon Prime Inactive Cards

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39 Coming in January

40 THE NEW WORKS