Small Purchase Charge Card (VISA) Electronic Allocation Training

Transcription

1 Small Purchase Charge Card (VISA) Electronic Allocation Training Presented by Fiscal Services

2 Objectives Overview of State and University policy Procedures for allocating and approving in Bank of America Works program Role of the cardholder Role of the approver Available resources

3 P-Card Advantages Ease of purchase transactions May be registered with eva, Virginia s electronic procurement system May charge multiple funds/orgs Over-the-Counter purchases under $2,000

4 Required Training Yearly P-Card Training on-line Required by Commonwealth Cardholder & supervisor training Basic eva Purchasing Workshop in-person

5 Allowable Purchases Purchases less than $2,000 Office supplies & equipment Common carrier transportation Conference registration fees Professional organization membership dues Subscriptions (one year only) For Official Use Only Purchases must be prudent and directly benefit the Commonwealth of Virginia *All purchases must be in compliance with University Policy 2106

6 Unallowable Purchases Personal items (including gift items) Business travel expenses (except registration fees and common carrier transportation) Flowers Parking fees (including travel) Rental cars Furniture (without VCE waiver) Most Food and beverage expenditures Cell phone service and cell phone accessories Temporary employment services Gift cards Beth Baroody (3-2739) Reward & Recognition Coordinator has sole authority to order

7 P-Card and Travel Expenses Most travel expenses* should NOT be charged to P-Card should be paid by the traveler traveler will be reimbursed via travel reimbursement voucher * Except common carrier transportation and conference registration fees

8 Waivers Food and beverages (Policy Exceptions) Non-business travel transportation Procedures Contact P-Card Administrator via with detailed explanation of event Fill out appropriate waiver and fax to the P-Card Administrator (3-2589)

9 Purchasing Guidelines (1 of 3) All purchases of goods and services must be entered in eva unless specifically exempt Individual travel and lodging Registration fees for conferences Over the counter purchases using the P-Card (VISA). Made at the site of sale and picked up by the individual card holder Reimbursements Any order placed directly with a vendor must be entered in eva as a Confirming Order Register your P-Card in eva (use as a payment method in eva)

10 Purchasing Guidelines (2 of 3) Split Orders Prohibited Breaking down a single purchase into two or more purchases Appearance of circumventing single purchase limit ($2,000) A single cardholder makes multiple purchases from the same vendor in a short period of time Two or more cardholders in a unit purchase from the same vendor in a short period of time

11 Purchasing Guidelines (3 of 3) Exempt from Virginia sales tax If charged tax in error, contact vendor immediately and request a credit for sales tax amount Laptop computers over $1,000 Must go into university inventory Printing services

12 Card Security Only cardholder authorized to use P-Card Keep card in a secure location Do not fax, , or mail card number Secured socket layer for internet purchases Report lost/stolen card -immediately contact Bank of America -then call P-Card Administrator (3-9691)

13 Canceling/Changing Card Info Submit a P-Card Maintenance form when you: Leave the University Move to a new department Take extended leave No longer need the card Or there is a change in any of the following: Phone Number Mailing Address Address P-Card Maintenance Form link:

14 Terminate a P-Card A P-Card Maintenance form must be submitted to pcardadm@gmu.edu when cancelling a P-Card account ( ). All transactions associated with the cancelled P-Card must be allocated and signed off in Bank of America Works by the cardholder and approver before the account may be closed.

15 Record Keeping Cardholder is responsible for records and receipts Receipts must be retained for 3 years If sponsored research charged, receipts must be retained for 10 years

16 Review and Audit Transactions reviewed monthly Records may be requested for audit Mason s P-Card Administrator Internal Auditors State Auditors

17 Department of Accounts The Virginia Department of Accounts performs random compliance checks. IF you receive an titled VISA PCard Compliance Check you must respond within 2-3 business days and provided the requested information.

18 Why Would a P-Card be Suspended The cardholder and/or the approver did not complete the allocation and sign off in Bank of America Works and the previous billing cycle charges were swept Transactions have been swept more than 3 times in the last 6 months Fiscal Services received notification that the cardholder has been terminated from Mason P-Card misuse on a case-by-case basis

19 Bank of America Works Process Cardholder and approver process P-Card transactions electronically in Works P-Card under $2,000 transactions approved in Works only (not in eva) Cardholder and/or approver may generate reports such as standard purchase log or customize templates

20 Role of Cardholder Allocates each transaction to fund/org, account and activity (if applicable) code(s) in Bank of America Works Uses Comment section to provide short description (p-card log data) Attaches receipts when required

21 Role of Approver Electronically approves transactions in Works May delegate authority in his/her absence Start in Works Directions on Quick Guide FAST will complete the delegation process in Banner Finance

22 Bank of America Works Login Login Name = 247netid Net id is all lower case Mason address before the New password required

23 Deadlines (1 of 2) Transactions posted to Works through the 15 th of the month must be allocated by the 25 th and approved by the 27 th OR Transactions will be swept to Account in default fund/org Unit must prepare a correcting journal voucher (JV) P-Card will be suspended until approved

24 Deadlines (2 of 2) Earlier deadlines in June, November and December May allocate and approver throughout the month; no need to wait until the 15 th reminders

25 Additional Resources P-Card Purchasing & Accounts Payable, Travel Card Training Jessica Adams Fiscal Training Manager, Fiscal Services Website