UGA P Card Manual: Section Relevant Changes Comments October 1, 2012

Transcription

1 Subject: P Card Manual Revisins: T P Card Listserv The Gergia Department f Administrative Services (DOAS) has ntified the University f changes t the p card prgram. Additinally, UGA has als added clarificatin t sme items and made ther changes intended t clarify prcesses r imprve the prgram. These changes are effective Octber 1, 2012 and are nw reflected in the UGA P Card Manual, which may be fund at: Please cntact Jill Haag r Lynn Stephens (Prcurement P Card Administratrs) at jhaag@uga.edu r stephens@uga.edu r with questins regarding the P Card prgram. UGA P Card Manual: Sectin Relevant Changes Cmments Octber 1, 2012 Imprtant Cntact Infrmatin Sectin Relevant Changes Cmments Revised tax exemptin infrmatin t reflect: prvide 12 digit UGA accunt number (nt P Card number) Mdified cntact infrmatin fr: Cnstructin questins Cntracts and Grants Mdified Cntrller s Office infrmatin t reflect name change t University Business & Accunting Services Bank f America cntact infrmatin WORKS URL Varius updates t prvide additinal requirements regarding tax exemptin infrmatin reflect crrected cntact Infrmatin Revised prcedure fr reprting lst, stlen r fraudulently used P Cards t include: In #1 added: In the e mail t DOAS be sure t reference the last fur digits nly f yur current card #. Prvide a brief summary f what has ccurred, listing transactin details fr fraudulent charge(s). The cmprmised card, cut in half, shuld be sent t a P Card Administratr At the end, added: Any paperwrk received frm BOA shuld be frwarded t a P Card Administratr in Prcurement. added language reflecting revised prcedure when reprting lst/stlen r fraudulently used P Cards

2 4.0 Hw D I Get a P Card and Keep It? 4.1 Sign the Human Resurces Cnsent Frm fr a Backgrund Investigatin 4.4 Cmplete P Card Training 4.6 Cmplete Refresher Training 4.7 Backgrund and Credit Checks fr Existing Cardhlders 5.1 Default Accunt Numbers 6.0 Allwable Purchases (Things I CAN buy with a P Card) Added the fllwing language: T btain a card, ne must submit t Prcurement a package cnsisting f: 1. P Card Request Frm 2. Ethical Behavir Agreement Frm 3. HR Clearance/verificatin f emplyment (e mail frmat) Prcurement staff will review the materials fr cmpleteness and accuracy and ntify the applicant f training dates. When the applicant has cmpleted training, Prcurement will rder the card. A P Card Administratr will ntify the applicant when the card has been received and ask the applicant t sign an Emplyee Agreement Frm. Inserted a link fr the Cnsent Frm Added instructins d nt submit the cnsent frm t Prcurement This frm HR advising that the emplyee has cleared the required checks is different than the HR ntificatin f all apprvals btained fr the hiring f a psitin. D nt send the all apprvals btained HR t Prcurement as it cntains sensitive data. A Department Head (DH) r Apprving Official (AO) wh has held a p card apprver rle in the past may freg the training class if a) he/she did nt experience significant p card vilatins with cards under his/her cntrl in the past, and b) he/she passes the refresher exam. DHs and AOs may attend full training if they desire. Prcurement will nt rder new cards until the training and testing requirements have been met. If a DH, AO r FAC des nt cmplete required training, a CH s privileges may be temprarily suspended until all training is cmpleted. Cntact infrmatin fr Lynn Burt The bject cde field f an accunt allcatin will display as blank with the exceptin f resellers units with an bject cde f 14xxx. This field may nt be left blank and an apprpriate bject cde must be selected frm thse bject cdes listed in WORKS The fllwing items have been added t the list f allwable purchase: T clarify prcedure Advising f prper prcedure since sensitive data is invlved. Language added t address DH/AO training requirements Language added t address cnsequences f failure t cmplete training requirement Prvided additinal cntact infrmatin fr HR emplyee Language added t reflect plicy change effective July f 2011 cmmunicated t campus via P Card listserv and WORKS annuncement Varius updates t mre thrughly describe allwable purchases

3 Bulk Fuel unleaded/diesel tank delivery (SWC) split allwed Cmpressed Gases Mtr vehicle repairs & maintenance (fr state vehicles nly) reprting requirements changed frm Maxim t Vital Insights Office Supplies deleted infrmatin referencing statewide cntract with Staples and remved the recmmendatin regarding p card use fr rders under $500 Printing (Exceptin: P Card cannt be used fr any hliday cards r print and cpy cards frm Auxiliary Services Recurring charges (nly University wned cellular device services) Rentals < 90 Days (May nt be used fr emplyee travel vehicle rental) Temprary staffing services There is a statewide cntract fr Temprary Staffing Clerical and Light Industrial. Available vendrs n this cntract can be fund at WC80781_1_Infrmatin_Sheet.pdf WCD mnthly charges May be set up as recurring payments. Each mnth s service/charge must be reviewed separately. WCD sftware fr ONLY State issued and wned devices including data plans, sftware, r applicatins (i.e. apps ) fr State issued devices such as smart phnes (e.g. iphne, Andrid, Blackberry) and tablets (e.g. ipads). Nte: Purchases cannt be made fr persnal devices even if used fr State business. Changed system frm Maxim t Vital Insights The statewide cntract vendr changed and UGA mdified ur internal plicy Clarified p card use nt allwed fr hliday card r Auxiliary print and cpy cards New allwable Clarified cannt be used fr emplyee travel vehicle rental Updated t reflect state wide cntract (SWC) Recurring payments allwed but must be reviewed separately T reflect new State plicy 6.2 Study Abrad(Agency Accunts) The fllwing infrmatin was added: Air fare allwed in emergency situatins Nte: N emplyee travel expenses (fd, ldging, transprtatin, etc.) are allwed. T clarify that emplyee travel expenses are nt allwed n the p card due t the inability t capture thse emplyee travel csts n required State f Gergia reprting.

4 P cards authrized fr study abrad use are set up differently with the Bank f America; therefre, if a cardhlder desires t utilize their p card fr study abrad purpses, the fllwing infrmatin must be prvided t the UGA p card administratrs in the frm f a memrandum signed by the cardhlder s department head n less than 30 days prir t the date f travel: 1. The cardhlder name 2. The prgram name and a brief descriptin f the prgram 3. The purpse f the card (hw it will be used) 4. The dates and lcatin f travel 5. Prjected expenditures 6.3 Student Travel Besides the nrmal allwable purchases indicated in Sectin 6.0 f this manual, the fllwing are als allwable: Student fd, ldging, and travel (air fare charges are nt allwable) Entrance fees t educatinal venues Operating Expenses and Supplies Fuel fr rental vehicles Emergency situatins (air fare charges allwed) T implement the prcess fr requesting the use f a p card fr study abrad purpses T clarify what expenses are allwed fr student travel Nte: N emplyee travel expenses (fd, ldging, transprtatin, etc.) are allwed. 6.4 Wireless Cmmunicatin Devices (WCD) Mnthly Charges Mnthly charges are nly fr state issued and wned devices A requirement that the assigned cell # must be listed in Wrks tm cmments and dcumented with the hard cpy mnthly bill. Reflects State plicy Internal UGA prcedure change reflected 7.0 Unallwable P Card Purchases Deleted: Cmpressed Gases Emplyee travel vehicle rental WCD sftware fr Nn State issued and wned devices including data plans, sftware, r applicatins (i.e. apps ) fr devices such as smart phnes (e.g. iphne, Andrid, Blackberry) and tablets (e.g ipads). Purchases CANNOT be made fr persnal devices even if used fr State business. Varius updates t mre thrughly describe prhibited purchases T reflect new State plicy

5 7.2 Unallwable P Card Practices Mdified: Intra University charges mdified t reflect includes all UGA campuses and print and cpy cards issued by Bulldg Bucks Mdified Split rder t shw exceptin has been granted fr bulk fuel n SWC Meals, Ldging, Transprtatin and travel related expenses mdified t reflect that the P Card may nt be used t hld rms Sectin C, P Card Sharing: Added that pcard sharing will result in immediate terminatin f the P Card and all P Card privileges fr ne year. NOTE: A written request t reinstate P Card privileges may be made by the Department Head after ne (1) year. The request, including a justificatin fr reinstatement, will be evaluated and cnsidered based n the facts and circumstances. Additinal requirements t be met: submit paperwrk t include a P Card request frm, Ethical Behavir Agreement frm and current e mail frm HR stating that criminal backgrund/credit checks have been cleared letter frm the CH acknwledging past vilatin, stating that he/she understands any future nncmpliance fr the same vilatin will result in immediate cancelatin f the card and P Card privileges new training t be cmpleted Deleted: The fllwing frm Sectin C, P Card Sharing: Best practices t prevent fraud and misuse include NOT allwing an individual ther than the Cardhlder t: have physical pssessin f the P Card t make payments t pint f sale vendrs; have access t the P Card number and expiratin date t make payments via telephne, internet, r in persn; have access t receipts r invices that display the cmplete P Card number and expiratin date. Clarificatin regarding hlding accmmdatins n P Card. Additinal language added t reflect revised P Card Sharing plicy Deleted best practices, mved t sectin 9.7, Security

6 9.3 Tax Exempt Status 9.6 Ensure Adequate Dcumentatin is Obtained and Exists 9.7 Security Sectin E, Using the P Card fr Persnal Use: Funds may be reimbursed either thrugh a vendr credit r in full by persnal check made payable t UGA alng with a depsit transmittal frm. Please be sure t reference the applicable P Card transactin #. The persnal charge must be reprted even if the vendr credits the charge. Multiple incidents f persnal misuse will result in autmatic suspensin f P Card privileges fr a minimum f 3 mnths. Fr items shipped within the state f GA. Finally, include the 12 digit UGA accunt number (nt the P Card number) that will be used t pay fr the purchase. The requester may ask that the certificate be sent directly t him/her rather than directly t the vendr. Suspensin f P Card privileges fr a minimum f 3 mnths In the e mail t DOAS be sure t reference ONLY the last fur digits f yur current card #. Prvide a brief summary f what has ccurred, listing transactin details fr fraudulent charge(s). The cmprmised card, cut in half, shuld be sent t a P Card Administratr. T aid in security, best practices t prevent fraud and misuse include NOT allwing an individual ther than the Cardhlder t: have physical pssessin f the P Card t make payments t pint f sale vendrs; have access t the P Card number and expiratin date t make payments via telephne, internet, r in persn; have access t receipts r invices that display the cmplete P Card number and expiratin date Reslve Disputes Mdified the Bank f America representative s t reflect qurtise.frrest@baml.cm 11.0 Recnciliatin f Revised: Billing Statements Step 5 revised t shw that a recnciled billing package must be kept fr a perid f seven (7) years Departmental Rles/Duties within the P Card Prgram Cardhlder, Mandatry Duties: If a persnal charge has accidentally been made n the P Card, the charge must immediately be reprted t the University Language added t reflect revised plicy as related t persnal use f the P Card Added clarificatin regarding ship t state and language t reflect internal UGA plicy revisin t include 12 digit UGA accunt number Defined suspensin perid, time frame Added language t reflect new prcedures when reprting lst/stlen r fraudulently used P Cards. Mved Security Best Practices t this sectin. They were riginally lcated in sectin 7.2, Unallwable P Card Practices T cmply with state requirements Mdify mandatry duties f Cardhlder and Apprving Official

7 Business and Accunting Services Office and funds reimbursed either thrugh a vendr credit r in full by persnal check made payable t the University f Gergia frm the Cardhlder. The persnal charge MUST be reprted even when the vendr credits the charge. If cash r checks are received by the department as refunds, these funds must be submitted t the University Business and Accunting Services Office t depsit. Please be sure t reference the applicable P Card transactin # Cntrller s Divisin Review Appendix A: P Card Administrative Rles and Respnsibilities Appendix B: Object Cde List Appendix C, Chart 1: Cnsequences f Nn Cmpliance Appendix D: Definitins Apprving Official, Mandatry Duties: allwance fr a Facilitatr r Apprving Official t reprt a P Card vilatin Reprt persnal misuse t University Business & Accunting Services Reprt all ther vilatins t P Card Administratr Mdified: Other Mandatry Duties/Functins WORKS DUTIES mdified 3 rd bullet t shw: Allcate the bject cde in WORKS tm PAPER DUTIES mdified retentin frm 5 years t 7 years Changed frm Cntrller s Divisin t University Business and Accunting Services Review Updated the last 5 rws f the P card respnsibility clumn by remving Fiscal Cmpliance Officer and replacing with P Card Administratrs/Accuntant Deleted bject cde Updated: several areas t reflect UGA will issue a ntice f nn cmpliance P Card sharing vilatin t reflect a ne (1) year revcatin f privileges with pssible reinstatement. Split Purchases t circumvent single transactin limits and cmpetitive bid threshlds t prvide an exceptin fr bulk fuel ntices f nn cmpliance will als be issued t any facilitatr wh serves as the 2 nd level sign ff in WORKS tm Added definitin fr Timely Manner t reflect DOAS recmmends a weekly review, but transactins must be reviewed at least mnthly. This timely review is required t identify fraud r misuse and is necessary t qualify fr the liability prtectin included with the prgram. Organizatin name change Dente change in respnsibility T cmply with state requirements T reflect internal UGA prcedure T define timely manner

8 Appendix E Frms P Card Mnthly Recnciliatin Checklist Amended retentin perid f riginal dcumentatin frm 5 years t 7 years P Card Missing Receipt Affidavit Defined a suspensin time frame by adding: fr a minimum f 3 mnths New P Card Request Frm Within the bdy f the frm: Added a ** indicatin that Spnsred (Restricted) accunt require prir apprval by Cntracts & Grants Added lines fr Cntracts & Grants (Printed Name), and Cntracts & Grants (Signature, Date) Instructins: Added nte t paragraph 2 regarding Cntracts & Grants apprval Added paragraph 8 regarding attachment f Humans Resurces (HR) e mail P Card Change Request Frm Added line fr (C&G signature) Under P Card rle additin/change, added Nte: Will the individual currently listed remain in an active rle t anther card(s)? Yes/N Frms mdified t capture additinal infrmatin as needed by P Card Administratr and t prvide accurate directins Added s P Card administratrs will knw if ther cards culd be impacted by the change as the requested change may nt be glbal but rather linked t nly ne card. UGA P Card Quick Reference Sheet P Card Reprting Frm In the Instructins, the first gruping f reprted cases was mdified t reflect Persnal P Card misuse In the Instructins, the secnd gruping f reprted cases was mdified t add all Other P Card misuse and directins fr submittal f the package was mdified t reflect submittal t P Card Administratrs. Mdified the Nte as fllws: t shw ntices f nn cmpliance will be issued by University Business and Accunting Services and/r a P Card Administratr. Facilitatr was added t the list f thse t be cpied n the ntice f nn cmpliance. Mdified t reflect changes as utlined in sectin 6.0, Allwable Purchases, and sectin 7.1, Unallwable P Card Purchases T reflect changes fr quick reference