P-Card Training Office of Procurement Services
|
|
- Giles Simmons
- 5 years ago
- Views:
Transcription
1 P-Card Training Office of Procurement Services
2 Purpose of Training To ensure staff are knowledgeable and understand their responsibilities when using a university-issued P-Card and to provide an update on new or revised procedures.
3 Training Requirements Existing cardholders, coordinators, and approvers must be trained annually. New cardholders and coordinators must attend faceto-face training before a P-Card will be issued. New approvers have the option to complete training online or face-to-face.
4 WHAT S NEW?
5 P-Card Procedures Updates The default credit limits for newly-issued cards are now: Single-transaction credit limit - $500 Monthly expenditure limit - $2,500 Limits for current cardholders will not change The procedure to increase credit limits, temporarily or permanently, has been defined. *P-Card Procedures were updated in June, 2018.
6 P-Card Procedures Updates Expanded the Accounting and Reconciliation of Expenditures section to provide more detailed guidance. Restricted and non-allowable purchases are clarified. Small furniture purchases allowed on P-Card without prior approval. Low-cost technology cabling or connectivity-related cords and devices also allowed, without prior approval. Review the updated Technology Purchasing Procedures for further details. P-Card Employee Agreement updated. Simplified; easier-to-complete and read format.
7 INTRODUCING THE P-CARD
8 What is the P-Card? Visa credit card issued by US Bank. Alternative method for purchasing departmental goods and services. Streamlines the purchasing process. Issued in the cardholder s name. For official UA Little Rock purchases only.
9 What are its benefits? Flexibility in Ordering Able to obtain supplies, for allowable items, directly from vendor without a purchase order. Time Savings Streamlines the purchasing process. Vendors receive payment within 72 hours. Increased Vendor Selection Expands purchasing options by allowing purchases from vendors that do not accept purchase orders but take a credit card. Most vendors who accept Visa will welcome the P-Card.
10 Keeping the P-Card safe Cardholder is responsible for security of and transactions charged to the P-Card. Store the P-Card in a safe, secure location. It the P-Card is lost or stolen, immediately report the theft. U.S. Bank Direct supervisor P-Card administrator in Procurement Services
11 What is the credit limit? Each newly-issued P-Card has default credit limits. Single transaction credit limit (including shipping, freight, and taxes) of $500 Monthly expenditure credit limit of $2,500 Limits may be increased or decreased, with approval, to accurately reflect a department s spending level.
12 Requesting a credit limit increase Permanent increase (from what was initially established/approved at the time of application). Complete a new P-Card Employee Agreement Temporary increase requires written approval based on increase requested ( approval accepted). Between $501 - $5,000 Department Chair or Director Between $5,001 - $15,000 Dean, Assistant Vice Chancellor, or Assistant Provost $15,001 and above Associate Provost, Associate Vice Chancellor, or Vice Chancellor
13 APPROPRIATE USAGE
14 What are the basics? Used the same way as a regular credit card. The P-Card cannot be used to pay for travel expenses. Except registration fees Be familiar with the P-Card procedures. Safeguard university funds Spend funds ethically
15 Can the P-Card be shared? Sharing a P-Card is NOT allowed. Even within your own department. For any purchase, online or in person. Only the authorized cardholder may make purchases using the P-Card. The cardholder is responsible. Minimizes risk to the cardholder. Protects the university.
16 What can be purchased with a P-Card? Many items! Office supplies from a contracted vendor. Memberships, subscriptions, and renewals. Registration fees. General supplies, such as books, lab, and janitorial items. Items used for official university purposes.
17 Can purchases be split? Splitting purchases to avoid the single transaction limit or bid process is NOT allowed. Individual purchases to any merchant may not exceed the single transaction limit on the card, or $20,000, whichever is lower. Purchases exceeding the single limit on the card, or $20,000, whichever is lower, must be purchased using the requisition-to-purchase order process. Intentional splitting of a purchase to circumvent procurement policies and procedures will result in cancellation of the P-Card, in addition to any other disciplinary action, and may result in civil or criminal penalties.
18 RESTRICTED COMMODITIES
19 What are restricted commodities? These are items that may require additional action before they are approved for purchase. Mandatory state contract items Non-mandatory or cooperative contract items Promotional items Food, meals, and beverages Furniture Computers, laptops, tablets, and software
20 Contract Items Mandatory State Contract Items May not be purchased with P-Card unless from state contract vendor at or below state contract price. Ex., office supplies and paper products must be purchased as allowed by state contract. UA Little Rock Central Stores Government Supply Services (GSS) Goddess Products, Inc. Contact Procurement Services for list of state contract vendors willing to accept a P-Card. Non-Mandatory or Cooperative Contract Items May be purchased using the P-Card if purchasing from a contract vendor.
21 Promotional or novelty items Promotional or novelty items that require an approved UA Little Rock logo/brand May NOT be purchased with P-Card UNLESS prior approval received from Communications. Regardless of cost or method of procurement, all promotional or novelty item purchases must be processed with one of the following: Competitive quote bid Cooperative bid Formal bid See Procurement of Promotional Products
22 Food, meal, and beverages Food (grocery store), meals, and beverages may be allowed only with prior approval. Approval is rare. Special Meeting Form and/or Sodexo waiver may be required prior to authorization.
23 Furniture purchases on P-Card Small furniture purchases Allowed on the P-Card without prior approval. Ex., office chair, standing desk, bookshelf, filling cabinet, safe, etc. Large furniture purchases Follow normal requisition and purchase order process. Ensures state contracts are used and best price obtained. Ex., purchases that exceed bid limits or if an office is being outfitted.
24 Computers, laptops, and tablets Low-cost cabling or connectivity-related cords and devices may be purchased on the P-Card without pre-approval from Procurement and IT Services. P-Card use to purchase all other IT items must be preapproved by Procurement and IT Services. All other IT related purchases using other methods of payment (i.e., requisition) must be pre-approved by IT Services. See Technology Purchases Procedures
25 ADDITIONAL INFORMATION
26 Can cardholder sign terms and conditions? Some purchases may require accepted terms and conditions and an official UA Little Rock signature. Cardholders DO NOT have the authority to sign an agreement or contract as a condition of purchase. Immediately consult with Procurement Services if this occurs. UA Little Rock has an approval process in place when an official signature is required. Policy Signature Authority Delegation for University Financial Transactions and Documents.
27 Where can the purchase be shipped to? To prevent fraudulent activity, all items purchased with a P-Card must be delivered To an official UA Little Rock address. Verifiable off-site location due to a special project or grant.
28 Handling fraudulent charges What is a fraudulent charge? An unauthorized transaction(s) made with a lost, stolen, compromised or counterfeit card/card number. If fraudulent charges are identified Cardholder is responsible for contacting US Bank at and reporting fraudulent activity. The cardholder must communicate with US Bank to reissue a new card. Notify direct supervisor. Notify P-Card administrator in Procurement Services. *Important: Review transactions frequently to identify fraudulent charges as soon as possible.
29 Disputing a transaction Disputable transactions are merchant errors or errors in billing between the merchant and cardholder. Ex., multiple billing, billing wrong amount, billing without receiving merchandise, billing on a cancelled order. If a charge is disputable, notify the P-Card administrator in Procurement Services.
30 P-Card charge declined? If a transaction is declined, the cardholder should call the P- Card administrator for an explanation. Common reasons for declinations include: Monthly spending limit exceeded Restricted vendor or Merchant Category Code (MCC) Single transaction limit exceeded
31 ACCOUNTING AND RECONCILIATION
32 Accounting and reconciliation Reconcile Gather Supporting Documentation Reallocate Charges Prepare Activity and Transaction Detail Reports
33 SUPPORTING DOCUMENTATION
34 Supporting Documentation Gather supporting documentation for each P-Card purchase. Crucial Whether purchase is made in person, via telephone, fax, postal service, or online. Cannot provide documentation? Submit a notarized Missing Document Affidavit No receipt or Missing Document Affidavit? Purchase will be considered a personal expense. Cardholder will reimburse the university immediately. If not compliant, further disciplinary actions will be take.
35 Supporting Documentation What is considered valid documentation? Receipt and/or transaction slip from the merchant. Order form. Invoice showing credit card payment. Packing slip from the delivery annotated by the cardholder as ordered by, received by, paid by, and signature of the cardholder.
36 Supporting Documentation How much detail must be on the supporting documentation? All documentation must include the following information. Vendor name Date of the purchase Description and quantity of each item purchased Per item cost, if available from the merchant Total cost of the transaction Cardholder name and card number Handwrite any of these items on the receipt if it does not include them.
37 Supporting Documentation Prepare supporting documentation for submission. Must fit on an 8-1/2 x 11 sheet of paper. If smaller, then tape the receipt securely on all edges to an 8-1/2 x 11 sheet of paper. Tape should secure only the receipt s edges and never be placed over the documentation. The entire original or photocopied receipt must be visible.
38 REALLOCATE CHARGES
39 Reallocate Charges Cardholders should access their account online throughout the open cycle and for each transaction: Reallocate the charge to the most appropriate accounting code. Provide an explanation of why the item was purchased and how it will be used in the Comments box. List any and all transactions that are fixed assets for inventory purposes in the Internal Audit box. Step 1: Log into account Step 2: Click Transaction Management Step 3: Click Accounting Code of item to reallocate Step 4: Enter new FOAPAL Step 5: Click Save Allocations
40 Reallocate Charges Cardholders should access their account online throughout the open cycle and for each transaction: Reallocate the charge to the most appropriate accounting code. Provide an explanation of why the item was purchased and how it will be used in the Comments box. List any and all transactions that are fixed assets for inventory purposes in the Internal Audit box. Step 6: Click the Comments Tab Step 7: Explain why item was purchased and how it will be used. Step 8: List fixed assets for inventory purposes. Step 10: Click Back to Transaction List Step 9: Click Save Comments
41 PREPARE REPORTS
42 Reports At the end of each billing cycle, the cardholder must access the account online and print the Account Activity Report and Transaction Detail Report. Print the Account Activity Report Attach the Transaction Detail Report Attach all documentation Signatures verifying all transactions Cardholder Coordinator (if applicable) Approver Submit to Procurement Services no later than the deadline listed on the Credit Card Billing Cycle Timeline.
43 Reports: Printing Instructions At the end of each billing cycle, the cardholder must access the account online and print the Account Activity Report and Transaction Detail Report. To print the Account Activity Report Log in to US Bank Click Transaction Management Click View Previous Cycle under the Transaction List section Click Print Account Activity Print in Landscape orientation
44 Reports: Printing Instructions At the end of each billing cycle, the cardholder must access the account online and print the Account Activity Report and Transaction Detail Report. Print the Transaction Detail Report Log in to US Bank Click Reporting Select Financial Management under the Reporting section Select Transaction Detail under the Transaction Management section Under the Date section select Close Cycle Date Range Click the Enable Cycle Day box Enter billing cycle Start Date and End Date Scroll down to Additional Detail section Check Display Transaction Comments Check Display Allocation Detail Scroll down to Report Output and select PDF from the drop down menu Select NO under Break/Subtotal Level section Run Report Attach to the Account Activity Report
45 RECONCILE
46 Reconciliation What is reconciliation? Ensuring that two sets of records are in agreement. Cardholders/Coordinators/Approvers must verify that the Account Activity Report and documentation are in agreement. Procurement Services audits the Account Activity Report for compliance. Reconciliation is required. Transactions not reconciled will result in possible non-compliance notification. If requested documentation is not submitted within noted time frame, the P-Card will be suspended until submitted. Refer to the Compliance Process.
47 COMPLIANCE
48 Non-compliance and violations; what happens? Established process for notification of possible P-Card noncompliance and violations. Non-compliance and violations may result in one or more of the following: Verbal or written warning Suspension or cancellation of the P-Card Disciplinary action (including loss of employment) Civil or criminal penalties Examples of non-compliance or violations include split purchasing and unauthorized sharing of a P-Card.
49 NON-ALLOWABLE PURCHASES
50 What are non-allowable purchases? Items that cannot be purchased with a P-Card due to Existing state contracts Restrictions imposed by Constitutional Amendment 54 University policy Purchase of a non-allowable item using the P-Card will result in an immediate strike on the cardholder s status, per the Compliance Process.
51 What is the three strikes rule? ANY non-allowable item purchase will result in an immediate strike on the cardholder s status: First strike: Card will be shut down for 30 days Second strike: Card will be shut down for 60 days Third strike: Card will be shut down indefinitely; cardholder may not reapply for a university-issued P-Card
52 Non-Allowable Purchases (not a comprehensive list) Procurement Services has developed this list to make users aware of nonallowable items. The list does not include all non-allowable items and is subject to change. Printing Restricted by Constitutional Amendment 54 Contact UA Little Rock Printing Services Decorative items (for non-public areas) Faculty and staff offices and employee break areas are not considered public areas. Items for personal/staff use Ex., prescriptions, party and holiday decorations, small appliances, coffee, etc. Cash advances Fuel Excluding campus bulk fuel purchases
53 Non-Allowable Purchases (not a comprehensive list) Procurement Services has developed this list to make users aware of nonallowable items. The list does not include all non-allowable items and is subject to change. Travel expenses Any expenses related to travel, such as airfare, lodging, rental cars, etc. Exception: Registration fees Hazardous materials Alcoholic beverages Gifts, contributions, sponsorships, and pledges Gift cards Other No construction, remodeling, or capital equipment
54 IN CLOSING
55 Exceptions There may be cases where exceptions to the P-Card procedures may be granted. Submit requests to the P-Card administrator. Via In writing Include all supporting documentation Exception must be made prior to purchase.
56 To complete the P-Card Training Program, you must pass the assessment with a score of 80% or higher. Repeat until 80% obtained. Review the training materials as many times as necessary. Access the assessment Click on the P-Card Training link in the menu on the left. Click on the P-Card Training Assessment link in the dashboard. Assessment
57 Please evaluate this program! Once you have successfully completed this training, please take a few minutes to evaluate our program. Responses are anonymous and will help us improve this training program next year. Access the evaluation Click the P-Card Training link in the main menu to the left. Click the P-Card Training Program Evaluation link in the dashboard.
58 Questions or Assistance? Direct any questions, inquiries, or problems regarding P-Cards to the UA Little Rock P-Card administrator: Nancy Riethoff Office of Procurement Services
59
PURCHASING CARD MANUAL
MOREHEAD STATE UNIVERSITY PURCHASING CARD MANUAL OFFICE OF PROCUREMENT SERVICES INTRODUCTION Welcome to the Morehead State University Purchasing Card (Pcard) Program Cardholder Manual. This program has
More informationArkansas Tech University Procurement Card (P-Card) Program Policies and Guidelines Manual
Arkansas Tech University Procurement Card (P-Card) Program Policies and Guidelines Manual March 5, 2013 (revised) Policies and guidelines will be changed to meet the needs of the Procurement Card (P-Card)
More informationElizabeth City State University. Purchasing Card Manual
Elizabeth City State University Purchasing Card Manual 9/8/2014 Contents Overview... 3 ECSU Purchasing Card Program... 3 Corporate Liability... 3 General Information... 3 Card Usage... 4 Card Security...
More informationArkansas State University-Jonesboro Procurement Card (PCard) Program Guidelines Manual
Arkansas State University-Jonesboro Procurement Card (PCard) Program Guidelines Manual Revised: October 13, 2017, November 21, 2011, October 21, 2010, March 9, 2009, September 4, 2008, March 13, 2008,
More informationVanderbilt One Card Policy
Vanderbilt One Card Policy Date Effective October 2018 Responsible Administrator: Responsible Office: Policy Contact: Vice Chancellor for Finance and Chief Financial Officer Controller s Office / Purchasing
More informationUSER GUIDE FOR PROCUREMENT CARD PROGRAM
USER GUIDE FOR PROCUREMENT CARD PROGRAM Prepared by: Mt. SAC Fiscal Services Department Questions: Teresa Patterson, Ext. 5512 Shelly Zahrt-Egbert, Ext. 5372 Revised 12/2017 TABLE OF CONTENTS SECTION PAGE
More informationMANSFIELD UNIVERSITY PURCHASING CARD POLICIES AND PROCEDURES GUIDE FOR CARDHOLDERS
MANSFIELD UNIVERSITY PURCHASING CARD POLICIES AND PROCEDURES GUIDE FOR CARDHOLDERS A. General Overview Mansfield University s Purchasing Card program is designed to improve efficiency in the processing
More informationTo be eligible for a P-Card the applicant must meet the following criteria:
Policy Name: Procurement Card Policy Originating/Responsible Department: University Services and Purchasing Approval Authority: Senior Management Committee Date of Original Policy: September 2002 Last
More informationCredit Card Procedural Manual
(1) PURPOSE The purpose of this policy is to provide guidelines for the issuance and use of credit cards along with instructions for reconciliation and review of transactions. (2) DEFINITIONS - Approver:
More informationPrepared by Office of Procurement and Real Property Management. This replaces Administrative Procedure No. A8.266 dated September 2014 A8.
Prepared by Office of Procurement and Real Property Management. This replaces Administrative Procedure No. A8.266 dated September 2014 A8.266 A8.266 Purchasing Cards 1. Purpose A8.200 Procurement July
More informationCITY OF BOWLING GREEN PROCUREMENT CARD POLICY AND PROCEDURES SECTION 1 INTRODUCTION
CITY OF BOWLING GREEN PROCUREMENT CARD POLICY AND PROCEDURES SECTION 1 INTRODUCTION The City of Bowling Green Procurement Card Program is designed to improve efficiency in processing low dollar purchases
More informationTulane Purchasing Card Policies and Procedures
Tulane Purchasing Card Policies and Procedures I. Purpose The Purchasing Card program was established to provide a more efficient and cost-effective method for purchasing and paying for small dollar transactions,
More informationPurchasing card Program
Purchasing card Program Policies and Procedures 2017/2018 Fiscal Year Purchasing Card Policies and Procedures Introduction The purpose of the purchasing card program is to establish a more efficient, cost-effective
More informationBUSINESS POLICIES AND PROCEDURES MANUAL Revised 9-14 Purchasing Services
BUSINESS POLICIES AND PROCEDURES MANUAL PURCHASING 70.08.1 OVERVIEW Departments may participate in the WSU Program, which provides the convenience of credit card purchasing for departmental-level purchases.
More informationUniversity of Arkansas at Monticello Procurement Card (P-Card) Program Policies and Guidelines Manual
University of Arkansas at Monticello Procurement Card (P-Card) Program Policies and Guidelines Manual Policies and guidelines will be changed to meet the needs of the Procurement Card (P-Card) Program.
More informationPURCHASING CARD USER S GUIDE
PURCHASING CARD USER S GUIDE 1. OVERVIEW OF THE PURCHASING CARD (P-Card) PROGRAM 1.1 Purpose This program is designed to dramatically improve efficiency in purchasing low dollar goods and services for
More informationPurchasing Card Policy and Procedure Manual
Policy and Procedure Manual FIN & PLANNING Table of contents.1 Introduction.3.2 Reason for Policies and Procedures...3.3 Who Needs to Know the Policies and procedures..3.4 Definitions...3.5 Contact Information...4.6
More informationPurchasing Card Program Guidelines
Purchasing Card Program Guidelines North Idaho College s purchasing card (P-Card) program has been established to provide a means for staff to buy items needed for day-to-day operations quickly and conveniently
More informationCOLLEGE CREDIT CARD USER GUIDE Updated September 14, 2012
COLLEGE CREDIT CARD USER GUIDE Updated September 14, 2012 Name : Type of Card: PCARD / CORPORATE CARD The College s Credit Card Program consists of two types of cards: the PCard and the Corporate Card.
More informationThe University of Louisiana at Monroe. Purchasing Department. LaCarte (P-Card) Purchasing Card Program
The University of Louisiana at Monroe Purchasing Department LaCarte (P-Card) Purchasing Card Program 1 Agenda Introduction & Purpose Enrollment / Annual Review Form Card Controls Cardholders Responsibilities
More informationPurchasing Card Handbook
Purchasing Card Handbook Table of Contents Welcome to the Purchasing Card Program! 2 Steps to apply for a Purchasing Card 2 Using your Purchasing Card 3 Card Maintenance 4 Expiring Card 5 Broken/Worn Plastic
More informationBERKELEY COUNTY FILE: DM
1 BERKELEY COUNTY FILE: DM 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 CORPORATE PURCHASING CARD PROGRAM I. Authority
More informationP-CARD TRAINING. For P-Cardholders I
P-CARD TRAINING For P-Cardholders I Who is eligible for a card? Any employee that works for the University and have the permission of the area Department Supervisor or Chair. Benefits of using a P-card
More informationLoyola University Maryland Procurement Card Policy & Procedure Revised October 9, 2014
Policy Statement Loyola University Maryland Procurement Card Policy & Procedure Revised October 9, 2014 Procurement Cards are issued by name to individual employees and cannot be transferred to, assigned
More informationChannel Islands CALIFORNIA STATE UNIVERSITY
Channel Islands CALIFORNIA STATE UNIVERSITY Division of Business and Financial Affairs Procurement & Logistical Services Auxiliary ProCard Handbook Table of Contents Prohibited Items... 2 Restricted Items...
More informationFinancial Services Procurement Card Policies and Procedures. Table of Contents
Table of Contents 1.0 Purpose... 2 2.0 Applicability... 2 3.0 Definitions... 2 4.0 Card Issuing Bank... 3 5.0 Program Benefits... 3 6.0 Compliance with University Procurement Policies... 3 7.0 Procedures...
More informationPURCHASING CARD PROCEDURES
Page 1 PURCHASING CARD PROCEDURES The procedures in this manual must be followed by employees authorized to use a SLCC Purchasing Card (P-Card) issued by U.S. Bank (a Visa product). The P-Card should not
More informationPURCHASING CARD TRAINING GUIDE
PURCHASING CARD TRAINING GUIDE U.S. Bank VISA Introduction Welcome to the Dixie State University Purchasing Card Program. This program has been designed to allow for the direct procurement of low-cost
More informationPosting Date: Page 1 of 11 FIN & INFO Procurement Card Policies & Procedures
Posting Date: 2010-09-01 Page 1 of 11 Section # Table of Contents 1.0 Purpose 2.0 Overview 3.0 Cardholder Eligibility 4.0 Establishment of Credit Limits 5.0 Methodology 6.0 Responsibilities 7.0 Application
More informationPurchasing Card Allocation Using Banner Admin:
Purchasing Card Allocation Using Banner Admin: Purchasing card allocations are an important part of a department's regular weekly duties to ensure purchases made by department cardholders are recorded
More informationProCard Policies & Procedures Training Guide
ProCard Policies & Procedures Training Guide Prepared by: Department of Procurement Sampey 4106 897-4722 1 ProCard Benefits An accelerated process for routine or small purchases Eliminates the Under $250
More informationPURCHASING CARD MANUAL
PURCHASING CARD MANUAL Revised 11/2016 Page 1 of 6 OVERVIEW Palm Beach State has implemented a Purchasing Card (P-Card) Program to serve as an alternate and more efficient method for purchasing small dollar
More informationPROCUREMENT CARD PROGRAM (PROCARD) CARDHOLDER TRAINING
PROCUREMENT CARD PROGRAM (PROCARD) CARDHOLDER TRAINING August 2017 Eric R. Walls, Senior Director Supply Chain Management & HUB Coordinator 210-562-6200 / ProCard Admin@uthscsa.edu 2 ProCard - Cardholder
More informationAP 571 PURCHASING CARD COMMERCIAL CREDIT CARD PROGRAM
AP 571 PURCHASING CARD COMMERCIAL CREDIT CARD PROGRAM BACKGROUND This procedure is for the use and control of purchasing cards (a commercial credit card) for the purpose of obtaining goods and services
More informationPCard Guide Revised November 2016
PCard Guide Revised November 2016 Introduction The WPI PCard Guide provides cardholders information about the WPI PCard program and is intended to familiarize them with their responsibilities as cardholders.
More informationCOUNTY OF SONOMA. CAL-Card USER MANUAL
COUNTY OF SONOMA CAL-Card USER MANUAL DEPARTMENT OF GENERAL SERVICES PURCHASING DIVISION May 2012 TABLE OF CONTENTS SECTION PAGE NO. 1. General Information 1 2. Definitions 3 3. Authorized, Restricted
More informationPurchasing Card Refresher Training For Cardholders and Approvers. Provided By Procurement Services
Purchasing Card Refresher Training For Cardholders and Approvers Provided By Procurement Services Introduction Purchasing Cards (P-Cards) are designed to provide a more efficient means of making routine
More informationSCHOOL DISTRICT OF OKALOOSA COUNTY TECHNICAL ASSISTANCE MEMORANDUM PURCHASING
SCHOOL DISTRICT OF OKALOOSA COUNTY TECHNICAL ASSISTANCE MEMORANDUM PURCHASING FINANCE TAM: 2018-001 CONTACT: Vince Windham Program Director - Purchasing TELEPHONE: 833-7668 TO: FROM: DATE: SUBJECT: All
More informationVisa Credit Card Policy and Procedures Manual May 1, 2009
1 Visa Credit Card Policy and Procedures Manual May 1, 2009 Table of Contents Introduction... 3 General Guidelines... 4 Card Issuance... 4 Account Maintenance... 4 Card Usage... 4 Limitations and Restrictions...
More informationSCHOOL BOARD OF BREVARD COUNTY PURCHASING CARD MANUAL
SCHOOL BOARD OF BREVARD COUNTY PURCHASING CARD MANUAL TABLE OF CONTENTS PURCHASING CARD PROCEDURE Introduction Page 2 1. Purpose Page 2 2. Scope Page 3 3. Applicability Page 3 4. Background Page 3 5. Card
More informationIntroducing the Purchasing Card Program
Introducing the Purchasing Card (P-card) Program at Boston College Uses Becoming a Cardholder How it Works Restricted Commodities Sponsored Funding Restrictions Reconciliation and Documentation Transaction
More informationPurchasing Card (LaCarte) Policies and Procedures
Purchasing Card (LaCarte) Policies and Procedures August 1, 2018 1 Table of Contents Introduction.. 4 I. Louisiana LaCarte Purchasing Card A. How Your Card May Be Used to Purchase Materials. 5 B. Travel
More informationProcurement Credit Card Handbook
California State University East Bay Revised December 2014 Office of Procurement Services Procurement Credit Card Handbook The CSUEB Procurement Card Handbook is in support of the CSU system ICSUAM policy
More informationVanderbilt One Card Policy & Procedures
Vanderbilt One Card Policy & Procedures Table of Contents PROGRAM OVERVIEW... 3 DEFINITIONS... 3 ONE CARD POLICY... 6 CARDHOLDER ELIGIBILITY AND RESPONSIBILITIES... 6 AUTHORIZED USAGE... 6 CARD MAINTENANCE...
More informationPurchasing Card Policy
Table of Contents Purchasing Card Policy 1. INTRODUCTION... 2 1.1 Overview... 2 1.2 Purpose of Program... 2 1.3 Program Oversight... 2 1.4 Program Goals... 2 2. GENERAL GUIDELINES FOR PCARD ISSUANCE...
More informationEASTERN MICHIGAN UNIVERSITY
EASTERN MICHIGAN UNIVERSITY PAYMENT CARD PROGRAM PROCEDURES Revised March 2016 TABLE OF CONTENTS 1.0 The EMU Payment Card 2 2.0 General Information 3 3.0 Payment Card Security 3 4.0 Payment Card Guidelines
More informationState Purchase Card Processes
State Purchase Card Processes Marshall University May 2017 State of WV Purchase Card Program The State of West Virginia Purchasing Card Program provides an opportunity for Marshall University to streamline
More informationPurchasing Card Program
University Of North Alabama Purchasing Card Program User Guidelines University of North Alabama Procurement Department Created: March 2008 University of North Alabama Purchasing Card Program 1 Table of
More informationUC MERCED PROCUREMENT CARD APPLICATION
UC MERCED PROCUREMENT CARD APPLICATION Return completed and signed application to: PCard Administrator, UC Merced, 1715 Canal Street, Merced, CA 95340 Tel: 209-228-4669 Fax: 209-228-2925 Email: pcard@ucmerced.edu
More informationPURCHASING CARD GUIDE
Southern Utah University PURCHASING CARD GUIDE The Southern Utah University Purchasing Card is a campus owned credit card issued to an employee to assist in their daily purchasing activities. The Purchasing
More informationNDSU P U R C H A S I N G C A R D T R A I N I N G
NDSU P U R C H A S I N G C A R D T R A I N I N G Introduction 2 North Dakota State University (NDSU) Purchasing Card Program has been established to provide a convenient means with which to make purchases.
More informationHenderson State University Procurement Card Program Guidelines and Procedures
Henderson State University Procurement Card Program Guidelines and Procedures Welcome to the State of Arkansas / HSU Procurement Card (P-Card) Program. As an agency of the State of Arkansas, HSU is participating
More informationUniversity of South Alabama Procurement Card Policies and Procedures
University of South Alabama Procurement Card Policies and Procedures Procurement Card and Travel Services https://www.southalabama.edu/departments/financialaffairs/travelandprocurement/ 650 Clinic Drive,
More informationUnion County Policy and Procedures For Credit Cards
Union County Policy and Procedures For Credit Cards Background The program is designed to provide a new, easier and faster method to make blanket purchases. Authority Ohio Revised Code 301.27 permits counties
More informationPurchasing Card (p-card)
Purchasing Card (p-card) Manual Purchasing Department Revised June 13, 2018 Purchasing Card Manual Page 1 TABLE OF CONTENTS Section Page # 1. Purpose 2 2. Introduction 2 3. Receiving a p-card 2 4. Authorized
More informationSparta Area School District Purchasing Card Program and Employee Use Agreement
All employees responsible for the use or custodial responsibilities of the PCard must read, understand, and sign this agreement before a card may be checked out to them. Introduction and Purpose A Purchasing
More informationPURCHASING CARD POLICY & PROCEDURES HANDBOOK
PURCHASING CARD POLICY & PROCEDURES HANDBOOK TABLE OF CONTENTS 1. Introduction 2. Card Procedures a. How to Obtain a Card b. How to Cancel a Card c. Card Renewal d. How to Report a Lost or Stolen Card
More informationPurchasing Card (LaCarte) Policies and Procedures. Introduction.. 3
Purchasing Card (LaCarte) Policies and Procedures Table of Contents Introduction.. 3 I. Louisiana LaCarte Purchasing Card A. How Your Card May Be Used to Purchase Materials 4 B. Travel Charges on the P-Card
More informationMcGILL UNIVERSITY PROCUREMENT CARD POLICIES AND PROCEDURES
McGILL UNIVERSITY PROCUREMENT CARD POLICIES AND PROCEDURES The McGill University Procurement Card (PCard) is a University selected credit card assigned to authorized Cardholders in order to allow purchasing
More informationPurchasing Card (LaCarte) Policies and Procedures Pending Approval by Office of State Purchasing. Introduction.. 3
Purchasing Card (LaCarte) Policies and Procedures Pending Approval by Office of State Purchasing Table of Contents Introduction.. 3 I. Overview.. 4 A. Louisiana LaCarte Purchasing Card B. How your card
More informationEastern Kentucky University. Tier 1 General Office Supply Procurement Card Requirements & Procedures
Eastern Kentucky University Tier 1 General Office Supply Procurement Card Requirements & Procedures Revised April 6, 2015 Table of Contents INTRODUCTION... 3 GENERAL UNIVERSITY POLICY & OVERVIEW OF REQUIREMENTS...
More informationPURCHASING CARD POLICIES & PROCEDURES Finance and Administration. Table of Contents
PURCHASING CARD Finance and Administration Table of Contents 1 INTRODUCTION... 2 2 GENERAL INSTRUCTIONS - DEFINITIONS... 2 3 ISSUANCE OF CARDS... 2 3.1 Authorization... 2 3.2 Issuance of Cards... 2 3.3
More informationPURCHASING CARD PROGRAM
PURCHASING CARD PROGRAM CARDHOLDER POLICIES & PROCEDURES MANUAL 1 Overview and Introduction SECTION 1.0 Card Management TABLE OF CONTENTS 1.01 Card Use 1.02 Restrictions and Control 1.03 Application Process
More informationCardholder s P-Card Procedure Manual
BOSTON COLLEGE Cardholder s P-Card Procedure Manual 2018 P R O C U R E M E N T S E R V I C E S Date Published: 1/29/2018 1 Table of Contents: Overview: Purchasing Card (P-Card) Program Section 1: Using
More informationUBC VISA Card Cardholder Handbook Procedures and Guidelines
UBC VISA Card Cardholder Handbook Procedures and Guidelines Financial Operations Procure to Pay Client Services p2p.help@ubc.ca 1 Lost or Stolen Cards, Disputes or Questions If you cannot locate your card,
More informationPurchase Card Policy. Revised: 2/19/2015. All University Faculty and Staff. Issued By: Office of the Vice President for Business and Finance
Purchase Card Policy Revised: 2/19/2015 Subject: Applies to: Purchase Card Policy All University Faculty and Staff Issued By: Office of the Vice President for Business and Finance Policy Statement The
More informationPurchasing Card Policy
Purchasing Card Policy For Cardholders I. Purpose The purpose of the Purchasing Card Program is to provide Cisco College with an efficient and controllable method for completing small dollar transactions
More informationUNCA Asheville Travel Purchasing Card (T-Card) Manual. Revised , V2
UNCA Asheville Travel Purchasing Card (T-Card) Manual Revised 6.8.15, V2 Table of Contents Introduction Page Welcome to the UNC Asheville Procurement Card Program 3 Benefits to the Cardholder 3 Benefits
More informationWells Fargo Bank WellsOne SM Commercial Card Program. Policy and Procedures Manual
MINNEAPOLIS COLLEGE OF ART AND DESIGN Wells Fargo Bank WellsOne SM Commercial Card Program Policy and Procedures Manual Updated July 2017 Administered by: MCAD Business Office Table of Contents Introduction
More informationUniversity of North Dakota Purchasing Card User s Manual
University of North Dakota Purchasing Card User s Manual Procurement & Payment Services Revised 05-2018 Table of Contents General Information What You Need to Know... 2 Introduction... 2 Benefits of Using
More informationBloomsburg University of Pennsylvania PA State System of Higher Education Purchasing Card Program Procedures
Bloomsburg University of Pennsylvania PA State System of Higher Education Purchasing Card Program Procedures A. General Overview The Bloomsburg University purchasing card is an internationally accepted
More informationCOUNTY OF MONTEREY PROCUREMENT CARD PROGRAM
COUNTY OF MONTEREY PROCUREMENT CARD PROGRAM COUNTY OF MONTEREY PROCUREMENT CARD PROGRAM Points of Contact County Program Coordinator The County Program Coordinator is the Purchasing Manager. The Coordinator
More informationContracts and Procurement
Contracts and Procurement Procurement Card Program Cardholder Training Presented by Michael Pruitt, CPCP e-business Program Specialist US Bank Procurement Card Program Card Types One Card Declining Balance
More informationSoutheastern Oklahoma State University. Purchasing Policy and Procedures Manual October 1, 2018
Purchasing Policy and Procedures Manual October 1, 2018 1 Southeastern Oklahoma State University Purchasing Policy and Procedures Manual October 1, 2018 Table of Contents Authority...3 Requirements RUSO
More informationCard Services Policies & Procedures. Required Policy Approver: Senior VP, CFO, and Treasurer
Card Services Policies & Procedures Responsible Office: Comptroller s Office; Card Services Required Policy Approver: Senior VP, CFO, and Treasurer 1.0 Contents 1.0 Contents 2.0 Policy Statement 3.0 Reason
More informationProcurement Card Procedures
2014 Procurement Card Procedures University of Kansas 3/25/2014 Table of Contents APPLICABILITY... 2 INTRODUCTION... 2 SECTION 1 HOW TO OBTAIN A KU P-CARD... 3 SECTION 2 PROCEDURES AND ACCEPTABLE PRACTICES
More informationPROCEDURE: UM Procard Purchasing Card Procedure
Business Services The University of Montana Missoula, Montana 59812-1254 Procedure: 140004 Revision Date: 3/6/09 Revision Number: 13 PROCEDURE: UM Procard Purchasing Card Procedure OVERVIEW UM Procard
More informationProcurement Card Training
Procurement Card Training University of Connecticut Procurement Services Revised April 19, 2017 TOPICS Section 1: Responsibilities Understand the responsibilities of the cardholder, record manager, and
More informationDICKINSON COLLEGE PURCHASING CARD PROGRAM POLICIES AND PROCEDURES MANUAL
DICKINSON COLLEGE PURCHASING CARD PROGRAM POLICIES AND PROCEDURES MANUAL Introduction Dickinson College has established a Purchasing Card Program to provide expanded convenience and controls for low dollar
More informationDCTC Procedure Purchasing Cards
DCTC Procedure 7.3.3.1 Purchasing Cards Chapter 7 General Finance Provisions Part 1. Introduction. The Purchasing Card Program is an effort to simplify purchasing of certain commodities through an agreement
More informationPurchase Card Program Cardholder Manual
Purchase Card Program Cardholder Manual This is an example of a PURCHASE CARD PROGRAM MANUAL ( P-Card ). The example policies and forms can be used as a guide in the development of your own P-Card Manual.
More informationDuval County Public Schools Purchasing Card Program. Policies and Procedures
Duval County Public Schools Purchasing Card Program CONTENTS September 1, 2017 PURPOSE... 2 BACKGROUND... 2 PROCEDURES... 2 1. Definitions... 3 2. How It Works... 4 3. Responsibilities... 5 4. Processes...
More informationPURCHASING CARD PROGRAM POLICY AND PROCEDURE MANUAL
Purchasing Department 3397 W. Tharpe St. Tallahassee, FL 32303 PURCHASING CARD PROGRAM POLICY AND PROCEDURE MANUAL Purchasing Card Program Policies and Procedures Revised 7/27/2015 Table of Contents Purpose
More informationPROCUREMENT CARD POLICIES AND PROCEDURES
PROCUREMENT CARD POLICIES AND PROCEDURES CITY OF JOHNSON CITY TENNESSEE April 2003 Revised July 1, 2014 TABLE OF CONTENTS PURPOSE... 2 PARTICIPANT IDENTIFICATION... 2 RESPONSIBILITY... 3 CARDHOLDER...
More informationAugsburg College. Wells Fargo Bank Commercial Card Program. Policy and Procedures Manual
Augsburg College Wells Fargo Bank Commercial Card Program Policy and Procedures Manual 1 Table of Contents Introduction... 3 General Guidelines Card Issuance... 4 Account Maintenance... 4 Card Usage...
More informationAppendices. Program Contacts. Purchasing Policy. Forms. Transaction Log Instructions. Smart Data On Line Quick Reference Guide
Appendices Program Contacts Purchasing Policy Forms Transaction Log Instructions Smart Data On Line Quick Reference Guide Purchasing Card Training Manual 10 10/26/2009 Purchasing Card Program Contacts
More informationDeSoto Independent School District Purchasing Card Manual
2015 DeSoto Independent School District American Express Travel Related Services Company, Inc. has been contracted to provide services under the American Express Corporate Purchasing Card Account program.
More informationP-CARD PROGRAM ONLINE TRAINING PURCHASING CARD
P-CARD PROGRAM ONLINE TRAINING PURCHASING CARD 1 ABOUT THIS ONLINE TRAINING This training will introduce you to: Purchasing Card (P-Card) guidelines and procedures Responsibilities of P-Cardholders Procurement
More informationPurchasing Card Cardholder Training
Purchasing Card Cardholder Training What is the Purchasing Card Program? How does it work? What are the appropriate and inappropriate uses of the system and the consequences of misuse? What are my responsibilities?
More informationMISSISSIPPI MILITARY DEPARTMENT STATE SMALL PROCUREMENT CREDIT CARD STANDARD OPERATING PROCEDURES
MISSISSIPPI MILITARY DEPARTMENT STATE SMALL PROCUREMENT CREDIT CARD STANDARD OPERATING PROCEDURES 1. PURPOSE: The purpose of this manual is to establish policies and procedures for the use of the state
More informationPROCUREMENT. Departmental Purchasing Card Procedure Manual
PROCUREMENT Departmental Purchasing Card Procedure Manual Contents 1 Introduction... 3 2 How It Works... 3 3 General Guidelines... 4 4 Eligibility and Application... 4 5 Cardholder Responsibilities...
More informationVISA PURCHASING CARD TERMS & CONDITIONS AGREEMENT 1. DEPARTMENT BUDGET AUTHORITY RESPONSIBILITIES:
THE PARTIES, BY THE P-CARD APPLICATION & AGREEMENT, ACKNOWLEDGE HAVING READ THIS AGREEMENT, UNDERSTAND IT, AND AGREE TO BE BOUND BY ITS TERMS AND CONDITIONS. EACH WILL RETAIN A COPY FOR REFERENCE. SUBSEQUENT
More informationUniversity of Texas at Arlington. Procard Orientation
University of Texas at Arlington Procard Orientation Why do you need an orientation? As of April 2015, UT Arlington has 722 active cardholders Each cardholder has the purchasing power of $30,000/month
More informationCity of Lawrence, Kansas. Purchasing Card Guidelines
City of Lawrence, Kansas Purchasing Card Guidelines Updated 2011 Table of Contents OVERVIEW... 1 REQUESTING YOUR PURCHASING CARD... 2 RESPONSIBILITIES... 2 CARDHOLDER... 2 DEPARTMENT COORDINATORS... 4
More informationFinance & Accounting Website:
Procurement Card Manual Finance & Accounting Website: http://www.fa.ucf.edu/ Revised October 2016 TABLE OF CONTENTS 1. PROGRAM OVERVIEW... 1 1.1 Purpose...1 1.2 Program Benefits...1 1.3 Credit Card Company...1
More informationNebraska State College System Purchasing Card Procedures Effective Updated - 7/1/2018
Nebraska State College System Purchasing Card Procedures Effective Updated - 7/1/2018 Overview The State Treasurer has contracted with US Bank for a purchasing card (p-card) program. The program is intended
More informationWINONA STATE UNIVERSITY TRAVEL CREDIT CARD PROGRAM USERS GUIDE
WINONA STATE UNIVERSITY TRAVEL CREDIT CARD PROGRAM USERS GUIDE 1 WSU TRAVEL CARD PROGRAM Part 1. Authority MnSCU System Procedure 7.3.3 Credit Cards, provides authority for a college, university or office
More informationPOLICY TEMPLATE. Cardholder means a University employee who is in possession of a PCard pursuant to this policy.
POLICY TEMPLATE PROCUREMENT CREDIT CARD (PCARD) Category: Approval: Responsibility: Date: Leave this blank; a category will be assigned The University Secretary, on the advice of the Policy Advisory Subcommittee,
More informationStetson University PCARD. MasterCard Purchasing/Travel Card Program
Stetson University PCARD MasterCard Purchasing/Travel Card Program Updated July 14, 2016 TABLE OF CONTENTS Contents 1 Overview 3 General Information 4 To Obtain a Card 5 Some Built In Restrictions 6 Unacceptable/Acceptable
More informationTraining Guide. Division of Business and Finance. Procurement and Materials Management, Accounts Payable, Central Motor Pool, and Travel
Division of Business and Finance Training Guide Procurement and Materials Management, Accounts Payable, Central Motor Pool, and Travel ELIZABETH CITY STATE UNIVERSITY ELIZABETH CITY STATE UNIVERSITY Division
More information