Cardholder On- line Training Procurement Card Program

Transcription

1 Cardholder On- line Training Procurement Card Program

2 Learning Objectives Upon completion of this training module the cardholder will be able to: Describe how to properly use a purchasing card, commonly referred to as a procurement card or PCard. Explain the basics of delegated purchasing authority. Give examples of acceptable, restricted and non-acceptable purchases. Describe cardholder s responsibilities.

3 Purpose of the Procurement Card To establish a more efficient, cost-effective method of processing delegated purchases from suppliers that accept credit cards and to reduce paperwork.

4 What is a procurement card? A MasterCard which allows employees to purchase goods and services under the delegated limit directly from suppliers. The card is issued in your name and you are responsible for the security of it and the transactions on it. Activating the card requires a 4 digit PIN which is the last 4 digits of your SS#.

5 How Do I Use It? Same as a regular credit card, except for it does not affect personal credit. In accordance with established guidelines/controls. PCARD_TRAINING PROGRAM GUIDE ( By completing and signing Cardholder Purchasing Card Agreement/Application after completion of this training, you are signing that you understand the intent of the program and agree to follow the established guidelines as listed in the Purchasing Card Program Guide. Reconcile, allocate cost, and approve transactions monthly, as stated in the Purchasing Card Program Guide, Global Card Management System (GCMS) Allocation Guide.

6 Can someone else use my card? No, effective September 1, 2012, a 2 nd user CANNOT be authorized to use your card. If a 2 nd user is required a card will have to be issued in their name. The cardholder is ultimately responsible for all charges on the card.

7 Who Do I Contact In Case of Questions? Program Administrator Oversees Procurement Card Program including approvals of applications and limit changes. David Dávila david.davila@tamucc.edu Program Coordinator Responsible for the day to day administration of the program for TAMU-CC. Contact person for any questions or problems regarding the program or if card is declined. Gracie Olalde Graciel.olalde@tamucc.edu

8 Department Head/Supervisor Responsibilities The department/supervisor, or designee - designating cardholders - assigning cardholder limits, - approving monthly Expense Reports - ensure expense reports include ALL receipts and are within TAMU-CC s policy guidelines The department head/supervisor or designee, shall review the usage of the Procurement Cards.

9 CARDHOLDER RESPONSIBILITIES Read Procurement Card Program Guide. Keep proper receipts of all purchases. Submit all original receipts to Purchasing when state funds are used. Reconcile monthly expense report using GCMS. Ensure that the monthly expense report is reconciled online by the 15 th of each month.

10 What action is needed for Returns, Credits, and Disputed Charges? Should a problem arise with a purchased item or charge, every attempt shall be made to first resolve the issue directly with the supplier. Returns: If a cardholder needs to return an item to a supplier, contact the supplier and obtain instructions for return. Note that some suppliers may charge a restocking or handling fee for returns. Credits: If the supplier accepts an item as a return, a credit for this item should appear on the current or following month's statement. Disputed Charges: If a cardholder finds a discrepancy on a monthly statement, the cardholder should contact the supplier and attempt to resolve the problem directly. All disputed items should be documented. A copy of the form and letters shall be kept as documentation.

11 What if my card is Lost or Stolen? If your card is lost or stolen, immediately phone CitiBank FIRST to report it missing. CUSTOMER SERVICE: nd Contact P-card Coordinator 3 rd Notify your Department Manager/Approver

12 Upon Employee Termination/Transfer The Procurement Card will be cancelled upon the cardholder s termination. Employee or Supervisor must send an to P-card coordinator, stating the cardholder is leaving and their effective separation date. * If an employee transfers to a different department, a new application/approval must be completed and signed by new department head.

13 What is my Transaction Limit? SINGLE TRANSACTION limit is up to $5, A transaction includes the purchase price plus freight and installation. What is my Credit Limit? MONTHLY LIMIT is determined by the Department Head/Supervisor or designee.

14 Restricted Vendors The Procurement Card Program restricts the use of certain types of suppliers and merchants. (ie. Travel related hotels, airlines, and rentals.) The Pcard will be declined if presented to a type of vendor that has been restricted. Any vendor that is on state hold is restricted and cannot be utilized.

15 NO! Can I Split a Purchase? Splitting purchases is NOT allowed under any circumstance. - Splitting is done by breaking up a large purchase into smaller purchases in order to circumvent state and federal laws, rules, regulations or policies. Examples: Two or more purchases from the same vendor, at virtually the same time. Using the procurement card to pay for the goods or services that exceed the single purchase limit assigned to the cardholder. Dividing the purchase between different dates. Dividing a purchase between two cardholders. Cardholder dividing a purchase for the same type goods or services between two vendors.

16 Do I pay sales or use tax? NO! Texas A&M University-Corpus Christi is tax exempt. The cardholder is responsible for ensuring that sales and use tax are not charged. Texas A&M University-Corpus Christi s tax identification number is Federal ID # Texas Sales and Use Tax Exemption form available upon request

17 Acceptable Purchases Supplies (4000 Series) Employee Training-Regis. Fees (5215) Freight/Delivery Services (5650) Non-Controlled & Non Capitalized Furnishing & Equip ( ) PC Peripherals/Add Ons (5760) Reproduction Services Local Only (5616)

18 Important Notes for Acceptable Purchases are found on the Procurement Card Program Guide. The most current guide can be downloaded from the purchasing website :

19 Unacceptable Purchases Travel Pool ( ) i.e. airline, rental car, hotel, personal meals No Travel and Travel Related Transactions on the PCard Controlled Assets over $500 ( ) Consulting or professional services ( ) Contract Services Entertainment Maintenance Agreements

20 Historically Underutilized Business HUB Program The HUB program promotes effective strategies that allow the university to achieve HUB procurement goals specified by the State of Texas, the Texas A&M University System Board of Regents and university senior executives. Purchasers using the Procurement Card are encouraged to identify and utilize HUB vendors.

21 P-Card Audit Finding Notices P-Card Audit Finding Notice defined as late receipt of Expense Reports, unacceptable purchases, lack of documentation to back up expenditures, and over spending of budgeted funds. Multiple notifications to a single cardholder/department may result in the revoking of all card privileges.

22 Summary for Cardholders to remember Obtain original receipts from vendors itemizing goods purchased. Online invoices can be used as originals as long as they are itemized. Verify there is NO tax charged on all receipts. Highly recommend to keep Transaction Log of all purchases. Reconcile all online transactions by the 15 th of each month and all Expense Reports in a PDF format to pcard@tamucc.edu by the 20 th of each month. The Expense Report must be signed & dated by both the cardholder & the Approver/Designee All original receipts for state expenditures must be hand delivered to purchasing with the expense report prior to the 20 th of the month

23 Further Instructions We encourage you to go online to the Purchasing website and print the Procurement Card Guide to review the policies, procedures, and attachments. GCMS is the online system used for reconciliation and monthly expense reports that are required for each cardholder. ome.view?locale=en_us&cobrandhost=citigroup Summus is the contracted office supplies vendor, which cardholders are automatically set up with upon completion of PCard training.