Purchasing Card Training

Transcription

1 Procurement Services Office Ikenberry Hall Room 217 P: Purchasing Card Training P-Card Internal Controls

2 Procurement Office Staff Debbie Langford Executive Director Ty Eubanks Accounts Payable & P-Card Manager Kathy Anderson Accounts Payable/P-Card Coordinator Nina Fritz Accounts Payable/P-Card Coordinator Emily Christian Accounts Payable/P-Card Coordinator Tracey Jones Program Assistant

3 Why new Internal Controls?

4 Supervisor/Budgetary Manager Responsibilities

5 Supervisor/Budgetary Manager Responsibilities Responsible for ensuring that: Cardholders do not overspend the budget Cardholder s purchases are in accordance with all policies and procedures Cardholder s purchases are for approved departmental and University business only Responsible for reviewing the cardholder statement WITH ALL corresponding itemized receipts and required documentation and signing the statement as verification/approval of items being purchased.

6 Supervisor/Budgetary Manager Responsibilities Direct Supervisors that do not currently have a P-Card are required to take and maintain the WVSAO P-Card Training Certification

7 Cardholder Responsibilities

8 Cardholder Responsibilities Responsible for EVERY Charge on P-Card Familiar with State and Shepherd P-Card Policies Document EVERY Charge Including ANY & ALL Supporting Documentation Retain ALL Documentation (INCLUDING SUPPORTING DOCUMENTATION) on Shepherd Network Reconciling transactions AS INCURRED best practice; weekly Have ALL transactions reconciled by the 8 th of the month Submit signed copy of statement to Procurement Services

9 Cardholder Responsibilities Responsible for EVERY Charge on P-Card In the instance of fraudulent charges or if your card is lost or stolen immediately call Citibank and report it; notify Procurement Services as soon as possible Inform Vendors EXEMPT from WV Sales Tax Card is charged WV Sales Tax in error, cardholder is responsible for getting this refunded from the vendor

10 Purchasing Rules

11 Purchasing Rules University Business ONLY Gift Card Purchases MUST have PRIOR APPROVAL DO NOT purchase Association or Membership Dues DO NOT purchase any single item in the amount of $ or more

12 Purchasing Rules On Individual Travel NO Personal Meals on P-Card No Travel Insurance No Early Bird Check in Fees/Seat Upgrades No FUEL in Personal Vehicles

13 Purchasing Rules Employee Meal Purchases Allowable When: A training environment that extends through the lunch period. A working meeting that extends through the lunch period. When traveling or attending a meal in a chaperone capacity for student/team events. An event hosted by the University that is open university-wide and to the public. An employee is hosting a guest of the University.

14 Purchasing Rules Promotional Gift Cards/Gifts Issued by Vendors Immediately contact your assigned Accounts Payable/P-Card Coordinator.

15 Purchasing Rules No P-Card Delegation Only the individual s name who appears on the P-Card is authorized to make purchases with the card. This means purchases made in person, online and phone orders. No Stringing Purchases CANNOT be broken up to avoid cardholder s per transaction limit or limits established for bid solicitation. This is an action of non-compliance and circumvents established controls. Purchases over a cardholder s limit should be forwarded to Procurement Services.

16 Proper Documentation

17 Proper Documentation State and Shepherd Have A Zero-Tolerance for Lack of or Insufficient Documentation Documentation MUST be ITEMIZED WHAT was purchased? Itemized Receipt WHO was it purchased from? Who was the Vendor HOW much was purchased? HOW much did each item cost? HOW much was the total purchase? RULE of THUMB: The MORE Information the Better - Because We Will Ask!

18 Proper Documentation Receipt MUST BE Signed by the Cardholder WHITE OUT Credit Card Numbers if Present Documentation marked Sales Proposal, Quote or Estimate IS NOT an acceptable form of receipt documentation. DO NOT tape, mark, or write over any other information on the receipt WRITE the Funding Information on Each Receipt Include a brief description of product use/business justification. Hand written on the receipt and in the Comments Section when reconciling in Oasis. DO NOT SCAN ALL RECEIPTS FOR YOUR STATEMENT AS ONE DOCUMENT AND ATTACH TO EACH OF YOUR TRANSACTIONS

19 Proper Documentation P-Card Invoice Exception Form ONLY to be used in lieu of receipt when all other options have been exhausted. Contact your assigned P-Card Coordinator prior to submitting the form as documentation. May be used for items such as: Foreign Transaction Fees Sales Tax Credits when vendor doesn t issue itemized documentation of credit As additional documentation at the suggestion of your Accounts Payable/P-Card Coordinator when vendor provided documentation is insufficient.

20 Proper Documentation SUPPORTING DOCUMENTATION TEAM TRAVEL REQUIRES TEAM ROSTER and TEAM SCHEDULE STUDENT GROUP TRAVEL REQUIRES LIST OF STUDENTS AND DOCUMENTATION OF PURPOSE OF TRAVEL INDIVIDUAL TRAVEL REQUIRES TRAVEL SETTLEMENT OR SUMMARY PRE-PAID TRAVEL EXPENSES REQUIRES DOCUMENTATION WITH PURPOSE OF EVENT HOSPITALITY REQUIRES HOSPITALITY FORM COMPLETE WITH ATTENDEES FIRST AND LAST NAMES IF FOR EMPLOYEE TRAINING OR DEPARTMENTAL MEETING, REQUIRES AN AGENDA (INCLUDES START AND END TIMES) AND/OR DETAILED SUMMARY TO INCLUDE THE TRAINING/MEETING OBJECTIVES. STUDENT ACTIVITY REQUIRES STUDENT ACTIVITY FORM INCLUDING A LIST OF ATTENDEES AND ADVERTISEMENT/ INVITATION OF EVENT ADVERTISING REQUIRES COPY OF AD/PROOF OF LOGO ATHLETIC RECRUITMENT REQUIRES DOCUMENTATION ON EVENT ATTENDED OR NAMES OF PROSPECTIVE PLAYERS OF INTEREST

21 Reconciliation

22 Reconciliation MUST occur AS CHARGES ARE INCURRED (WEEKLY) PDF ATTACHMENTS ONLY REVIEW FUNDING CONDENSE COMMODITY LINES COMMENT BOX SHOULD BE YOUR BEST FRIEND Include as much information as possible about your purchase that may not be easily discernable from your receipt.

23 Receiving Reconciliation Document Goods/ Services were received by: Signing and stating in writing that goods/services were received and the date they were received on itemized invoice or itemized packing slip. Completing a Receiving Report document with list of goods (to match what was charged on the invoice), signature of receiver and date goods were received. Successful completion of the transaction s Receipt Date and Receiver fields on the PRCUU table by the cardholder.

24 Receiving Reconciliation

25 Training

26 Training Online Training Requirements every two years Cardholder Training Ethics Training Cardholder Agreement digitally accepted online Shepherd In-house Training (annually hosted by Procurement office)

27 Deadlines

28 Deadlines All charges must be marked reconciled in Oasis with PDF attachment of receipt/paid invoice, ALL necessary supporting documentation and CORRECT funding information by end of business on the 8 th of each month A copy of your Citibank statement signed by you and your supervisor turned in to Procurement by end of business on the 8 th of each month

29 Failure to Follow P-Card Policies & Procedures

30 Failure to Follow P-Card Policies & Procedures Violation Receipt and Supporting Documentation Not Provided or Submitted Point Value 1 st Notice (points not cumulative) 0 2 nd Notice 10 3 rd Notice 30 4 th Notice 50 & P-Card Transaction Limit Reduced to $1 until Documentation Received Business Purpose Not Provided 10 Card Delegation 200 Personal Purchase (Intentional) 200 Personal Purchase (Accidental) 50 Restricted Purchase 150 Signed Statement Not Submitted by Due Date 50 Reconciliation Not Completed by Due Date (8 th of the month unless otherwise noted) Invoice Exception Report Completed in lieu of Receipt from Vendor Stringing of Purchases 150

31 Failure to Follow P-Card Policies & Procedures Total Points 3 Year Total Action Taken Individuals Involved 75 Written Warning by Cardholder, Direct Supervisor, Program Manager 150 Formal Memo Mandatory Retraining Probationary Period of 3-6 months Monthly Limit Reduced to $1,000 Cardholder, Direct Supervisor, Program Manager, CPO, CFO 200 Formal Memo Card Cancellation Cardholder, Direct Supervisor, Dean/Director, Program Manager, CPO, CFO

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