Boise State University. P-Cardholder Review (Renewal)

Transcription

1 Boise State University P-Cardholder Review (Renewal) 1

2 P-Card at Boise State University Boise State University has approximately 700 p-cardholders, with purchases by the campus averaging $1 million monthly. P-Card provides us with a procurement tool that allows staff to purchase items needed for day to day operations quickly and conveniently. As a p-cardholder, you re responsible for spending university funds wisely and managing your account responsibly which includes reviewing policy and procedure and staying current. Things change over time It s been 3 years (or close to it) since you first received your p-card. Please take a few minutes to review this presentation to ensure you are up-to-date with current policy and procedure. 2

3 We ll be focusing on p-card in this presentation. As a reference, here s the basic: Guidelines for Purchasing Goods and Services at Boise State Purchases under $1,999 Use P-Card for purchases authorized per p-card policy P-Card is used for purchases less than $1,999 (This includes the purchase price, taxes, delivery fees, and any other charge related to the order). Do not split purchases to bypass limit controls by either asking a merchant to divide a purchase or by sharing the cost with another cardholder. Purchases exceeding $1,999 Use a Purchasing Requisition or an approved contract Check with your department or contact University Purchasing for assistance. Employee reimbursement should be the last option for non-travel business purchases. Personal reimbursement cost the university approximately 4 times as much as processing the same payment via p-card. Personal reimbursement requires the same documentation as p-card with the addition of more forms, more approvals, and more processes for each reimbursement. Please view the University Accountable Plan 6290 for more detail: 3

4 Authorized P-Card Purchases P-Card is intended for small dollar purchases of products and supplies needed during the course of business. Purchases against State Contracts up to the single transaction limit on your account may be made from vendors willing to accept MasterCard. Some common purchases include: Office and class supplies Advertising expense (newspaper ads, other media) Books, subscriptions, work-related membership/organizational fee Meal and refreshment expense in compliance with university policy Employee business travel and field trip expense listed below is allowed with approved Travel Authorization: Student event fees and meals related to field trip Pre-paid hotel or hotel/airfare packages (Room and tax only) Conference registration Airfare Rental car and related purchases (gas, parking for rental car) Non-employee expense for the following is allowed: Job candidate airfare and lodging Obtain approval before processing any other non-employee travel expense on p-card. 4

5 Unauthorized P-Card Purchases Any purchase not approved by your department, above account limits, or not allowed per Boise State p-card policy is considered unauthorized. Here are some examples of unauthorized purchases: Alcoholic beverages Cash advances, salaries and wages Computers, laptops, notebooks and other personal computing devices Purchase through OIT (Office of Informational Technology) Cellular phones, communication devices including PDA s Accessories and service related to above (Check with OIT for assistance) Fuel or parking for personal vehicles Check with Travel Services for mileage reimbursement (vicinity travel) Payment to or on behalf of Independent Contractor This includes lodging and airfare payment for IC (check the Independent Contractor Policy for directions on payment to or on behalf of IC) Personal expense *including accidental, or partial Keep p-card separate from personal credit cards Do not store account number online

6 State Contracts and University Price Agreements Cardholders are required to use state contracts and university price agreement for purchases. View the vendor contract list and contact information for Price cannot be a factor in choosing an off-contract vendor. If you find a considerable price difference between contract vs. non-contract cost, please notify University Purchasing with specific detail. Office, computer, class supplies OfficeMax Business Solutions (Online) Does not include the local retail outlet Class and lab supplies Fisher Scientific or VWR International (online) Office furniture Intermountain Design (Kimball brand) Office Pavilion (Herman Miller brand) Office Environment Co (Steelcase brand) Other furniture options include Correctional Industries (desk/workstations designed to your specifications), or used business furniture from resellers. On-campus catering and food service University Dining Services Bottled water delivery, and/or Coffee service for public offices Treasure Valley Coffee 6

7 Purchases requiring additional approvals Meals, Refreshments or Events Purchases -Regulated by BSU Policy #6260, 6240, 6250 Meals And Refreshments Required Form: Meals and Refreshments.pdf The university has 3 policies governing meals and refreshments based on fund source: Local, Appropriated and purchase including the appendix with per diem rates (amount allowed per meal). Review the policy governing the planned fund source used for meals before purchasing. Gift Purchases - Regulated by BSU Policy #6230 Gifts And Awards Required Form: Gift_Award_Incentive (for Gifts Equal To Or Exceeding $75 For Employees Or $250 For Non-employees) Review the Gifts Awards Incentives Policy specifically the matrix which begins on page 5 before purchasing a gift or promotional item(s). Note: A monthly gift report is provided to university business managers; a quarterly gift report is provided to university deans/vp s for review purposes. Travel Purchases -Regulated by BSU Policy #6180 Travel Policy Required Form: Travel Authorization (via PeopleSoft T&E module). Contact Travel Services for assistance with travel authorizations. Employee business travel and field trip expense listed below is allowed with an approved travel authorization: Student event fees and meals related to field trip Pre-paid hotel or hotel/airfare packages (Room and tax only) Conference registration Airfare Rental car and related purchases (gas, parking for rental car) 7

8 Purchases requiring additional approvals, continued Restricted Merchant Categories -MCC View the entire list of Blocked Merchant Category Codes for p-card online Each vendor is assigned a Merchant Category Code (known as MCC) by their bank defining the type of services or goods they provide. The university restricts access to some categories to prevent unauthorized transactions (i.e. jewelry stores, hospitals, recreational services, are blocked). You can request an unblock of a category to complete a necessary business purchase. Most unblocks are processed within the same day as the request. Here s an example: You try to pay a conference registration fee with your p-card (an approved purchase) but the vendor is a hospital (blocked merchant). The merchant notifies you that the transaction won t process-your card has been declined. To remedy: Forward a P-Card_Account_Maintenance_form to the university p-card administrator. Include a business purpose for your purchase along with manager signature and your request will be reviewed promptly. 8

9 P-Card and Employee Travel A Travel Authorization is required for employee business travel and field trips if there is cost to the university and/or: The event location is outside Boise vicinity (50 mile radius). Includes an overnight stay. Transportation is provided by the university. PLAN AHEAD Complete the required Travel Authorization before committing funds. Include the TA number in the TA field provided in CCER. Include all original receipts and a copy of the approved Travel Authorization with your p- card statement. Forward copies of p-card travel receipts to Travel Services with the Expense Report form If all expense related to business travel is paid with p-card and no reimbursements are necessary, forward copies of p-card travel receipts with a copy of your Travel Authorization form to Travel Services. Most non-employee travel expense is not allowed on p-card with the exception of job candidate airfare and lodging. Check with Accounts Payable for information regarding reimbursing guests of the university for travel expense.

10 Use the Boise State University P-Card Information website to find links to policies, forms, and other references. 10

11 Department Responsibility P-card expense requires 3 levels of review as a check and balance to ensure purchases serve a legitimate business need and have been authorized by the department. Level 1: Cardholder Review Most cardholders review, allocate, and approve expense online utilizing CCER (Commercial Card Expense Reporting- online application provided by Wells Fargo). All cardholders must review and sign their printed p-card statement each month. Level 2: Approver Review The Approver (usually an administrative staff member) is responsible for reviewing and editing cardholder allocation information utilizing CCER. The Approver is responsible for reporting any non-compliance issues discovered during approval process. Level 3: Manager Authorization The Manager (Department Head, Director, Dean, or Business Manager) is responsible for reviewing hardcopy statements and authorizing expense as legitimate via signature including that of the assigned department coordinator. Any unresolved non-compliance issues must be reported to University P-card Administrator. 11

12 Cardholder Responsibility- Quick Review Manage your account Review policy. Check Contract Vendors before shopping for items. Request Sales Tax Exemption at point of sale. Obtain a detailed receipt for each purchase (original receipt is required). Provide a business purpose for each purchase that would be understandable to others outside of your own area. When necessary, complete additional forms -(Meals And Refreshments (Events) form, Travel Authorization, Gifts and Awards form) Report any unauthorized charges immediately to your department approver or university p-card administrator. Do not loan your card, or your account number to ANYONE. 12

13 Cardholder Responsibility- Quick Review, continued Reconcile p-card expense on time. Complete the Cardholder Review function online by the required due date. If you are unable to complete your review notify your Department Approver, or University P-Card Administrator. Print and sign your cardholder statement After you complete your online review by pressing the Statement Reviewed button in CCER, the status of your statement should change from Open to Cardholder Reviewed. Verify status as Cardholder Reviewed. Attach original receipts and any required forms. Submit paperwork to the Department Approver as soon as the Cardholder Review function is completed or by due date. P-Card accounts may be deactivated if a cardholder fails to complete the review process by the required due date. If you can t complete your review for any reason, let your approver know as soon as possible. 13

14 Tips to simplify account management Keep track of your purchases as you place orders. Note the date, merchant, estimated amount and business purpose as you place orders. If you do this as you go, it makes it much easier to reconcile your statement at month-end. Use the Cardholder Transaction Log available on the Boise State P-card Info site or create your own log (spreadsheet works great!) Attach receipts to the log immediately or store them safely in a folder. Log-in to CCER weekly, and reconcile your transactions as they post. Other CCER Management Tips: Select the User Information link in CCER to view your profile. You can check available credit for the month, your credit limit, and other information associated with your account. Select the View Declines link weekly to ensure purchases are processing. Contact the University P-card Administrator for assistance with declined transactions. Report any unidentified or unauthorized charges to the University P-card Administrator immediately upon discovery. 14

15 Reconciling your statement the easy way Login to Wells Fargo s online site weekly: CCER (short for Commercial Card Expense Reporting) Go to the Cycle to Date transaction link and view your transactions as they post. Click on the Description link and enter the business purpose for each purchase. If you know what Dept ID and/or account to use you can allocate the expense as it posts. If you don t know the accounting information to use, enter the business purpose of each purchase and save your entry. Check with your department approver for assistance. Once the billing cycle closes: You ll receive an from CCER@WellsFargo.com letting you know that your statement is ready for your final review. This usually coincides with the first week of each new month. * Due dates change monthly. View the CCER_DUE_DATES calendar for exact cardholder review due dates. You ll have approximately 7 days from your first notification to complete your online review. *If you are unable to complete online review, let your approver know as soon as possible.

16 Wells Fargo s Commercial Card Expense Reporting (CCER) home screen Use the navigational menu on the left to manage your account- Select Review Open Statements to allocate expense for the statement currently due. Select View Cycle to Date to review current expense for the new month- Select View Previous Statements to review past statements IMPORTANT- Some cardholders have more than 1 role in CCER (I.E. Cardholder and Reconciler). To switch to a different role click on the link for the role displayed in the menu bar above the JANE BRONCO navigational menu- BUSTER BRONCO Select Reports to review declined transactions or to produce a transaction report for budgeting or review purposes BUSTER BRONCO Select User Information to review your cardholder profile (limits, remaining credit, etc) 16

17 CCER QUICK REVIEW: Here s how to view Cycle-to-Date transactions and allocate your expense as it posts. Use the navigational menu on the left to manage your account- Select View Cycle to Date to review current expense and add descriptions (business purpose) as expense posts. You can also ensure your transactions are processing and posting to your account. BUSTER BRONCO JANE BRONCO BUSTER BRONCO 17

18 How to view Cycle-to-Date transactions and allocate your expense as it posts, continued Select the Description link to add a business purpose to your Cycle-to Date Transactions as they post

19 How to view Cycle-to-Date transactions and allocate your expense as it posts, continued The description window pops-up for quick entry- BUSTER BRONCO Enter the business purpose of the purchase and any other info that helps identify the purchase as it posts. This will make it simpler to complete your Cardholder Review at month-end. CONFERENCE REGISTRATION FOR J NEWTON, empl Oct 10 thru 15 Natl Assoc of Educ Procurement Specialists TA CLICK THE X TO CLOSE THE VIEW OR CLICK ON THE NEXT DESCRIPTION AND CONTINUE ADDING INFO Save your changes SAVE 19

20 Completing the Cardholder Review Process- To complete your final review: 1) Status should be Cardholder Reviewed. 2) Check the receipt attached box (unless you don t have a receipt) 1 BUSTER BRONCO CARDHOLDER REVIEWED 4 3) Select the Statement Reviewed button 2 4) Print your statement, sign & date it, attach all receipts and back-up documentation. 3 Statement Reviewed Submit your completed p-card packet (signed statement, receipts, and other required documentation) to your department approver on or before the cardholder review due date. 20

21 How do I know what the due date is? Check your current statement Cardholder Summary box for due dates. Cardholder Summary is located on the top portion of your online statement. Reminder Period provides dates to complete the Cardholder Review. Grace Period provides an additional day to complete your statement review. Grace Period end date is the last day to complete your online review. Buster Bronco OPEN Reminder Period: 02/02/2011 through 02/06/2011 Grace Period 02/07/2011 through 02/08/

22 Non-compliance with P-Card Policy If you have unauthorized purchases, do not have a receipt, or pay unnecessary sales tax you may be asked to reimburse the university. Know the rules, and avoid non-compliance Your approver is required to notify you (or your manager) if a purchase is not within policy guidelines. You ll be notified of non-compliance issues in writing and asked to resolve the issue within a specified time frame (if possible). The most common non-compliance issues can usually be easily resolved by the cardholder: If you are charged incorrectly (wrong amount, sales tax), or you need a duplicate receipt, contact the merchant directly for resolution. Document the time, date, and name of the representative for the merchant you speak to, and ask for date of expected resolution. Include a brief explanation with your p-card statement detailing action you ve taken to correct an issue. Complete your reconciliation and submit your p-card packet (signed statement, receipts and other required documentation) on or before the cardholder due date. If you are unable to do so, notify your department approver as soon as possible.

23 Record Keeping Departments are required to maintain p-card documentation a minimum of 5 years: Cardholders may not retain original receipts. Departments should maintain the past two years of documentation onsite. The rest may be sent to University archives as long as it s easily retrievable by month/year. Departments may be asked to provide p-card documentation during an audit (either internal or external). This includes: Cardholder Statement (including business purpose) with original detailed receipts and cardholder signature. Back up documentation supporting the business purpose. Signature form (designating expense was authorized by Manager) 23

24 P-Card Security Lost or Stolen P-Card? Cardholders should immediately report lost, misplaced, or stolen cards directly to: Wells Fargo Purchasing Card Service Center 1/ Wells Fargo will require your unique ID number should you call for assistance. This is the last 4 digits of your employee ID number (in most cases). Safety online Wells Fargo does not request or send sensitive information such as account numbers or passwords in an unsecured , or by directing you to an unsecured website. You can forward suspect s to reportphish@wellsfargo.com Questions, concerns? University P-Card Administrator: Anna Pollworth Ext Purchasing Compliance Specialist: Greg Kunde Ext Check the online P-Card site for forms, references and information 24

25 Congratulations! You ve completed the P-card Renewal Review. Please review and sign the Certification of Training form (link below) Renewal Certification of Training form Please return the completed form by fax or scan/ Fax to (Ext on campus) or Scan/ to Once your signed certification form is received and logged in, you ll receive an with directions on picking up your renewal card. Thank you! Rev /12 25