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 Training ProCard Benefits ProCard Basics ProCard Pickup ProCard Activation Cardholder Responsibilities ProCard Usage Acceptable Usage Unacceptable Usage ProCard Misuse ProCard Termination ProCard Security
3 ProCard Benefits Quick and efficient order processing Quick delivery Direct contact with suppliers Lowers university transaction costs Decreases processing time Reduces need for petty cash, pre-payments, and reimbursements Good for in-store, mail, phone and internet orders Saves time and money!
4 ProCard Basics Issued by CitiBank MasterCard ProCards are issued under the Cardholder s name Statements are paid by UT Health San Antonio May be used for in-store purchases as well as mailorder, phone and internet orders Not intended for internal operations such as the General Store, Print Shop, or Computer Store
5 ProCard Basics Typical ProCard Limits $1,000 per transaction $5,000 per month Different limits may be given on an individual basis Default Project/Grant ID Number Default is set by Cardholder s department May be changed for individual purchases by Account Manager
6 ProCard Pick-Up Purchasing Department North Campus Research Administration Building 8403 Floyd Curl Dr. RM 4.110 San Antonio, TX 78229
7 ProCard Activation Upon receipt of your new ProCard Sign the Acknowledgement of Receipt form and turn it into the Commercial Card Program Representative in the Purchasing Department Activate your ProCard before use Call the toll-free number on the back of your ProCard to activate The activation code is the last 4 digits of your employee ID# Register your ProCard with CitiBank online instructions will be provided when you pick up your ProCard
8 Cardholder Responsibilities Sales Tax The UT Health San Antonio is exempt from Sales Tax Cardholders should notify the supplier when placing an order of our tax exempt status and provide the tax exempt number if necessary Cardholders are required to request suppliers to credit tax back to the ProCard if necessary Cardholder must reimburse UT Health San Antonio for any sales tax not credited by the supplier
9 Cardholder Responsibilities Placing Orders Cardholder must ensure that supplier includes contact name, department, phone #, and code PCP on package label. This identifies the package as a ProCard Purchase for Central Receiving. Lost or Stolen Cards Contact Citibank at 800-248-4553 (printed on back of ProCard) and Commercial Card Coordinator, or Director of Purchasing immediately
10 Cardholder Responsibilities Returns, Credits and Disputed Charges Cardholder is responsible for coordinating returns, credits, and contacting supplier for disputes. A fraudulent dispute is initiated by completing the Dispute Form located on the ProCard Website only after the cardholder has attempted to resolved the issue with the merchant. Disputes must be initiated within 60 days of transaction.
11 Cardholder Responsibilities Submit Receipts Receipts and Packing Slips for all transactions must be submitted to the Department Account Manager to complete the monthly reconciliation. Cardholder should contact merchant to obtain a copy of a lost receipt. If unable, complete the Missing Receipt Form. ProCard privileges will be revoked on the 3 rd missing receipt offense. ProCard privileges will be revoked on 1 st offense when missing a receipt from a department-type store (i.e., HEB, Target, Wal-Mart, etc.)
12 Cardholder Responsibilities Selecting HUB Suppliers State Agencies must make a good faith effort to do business with Historically Underutilized Businesses (HUB) ProCard holders are encouraged to receive quotes and purchase from HUB suppliers when available To search for a vendor, visit the Centralized Master Bidders List - HUB Directory Search https://mycpa.cpa.state.tx.us/tpasscmblsearch/index.jsp Vendors must be in good standing (not on vendor hold/debarred) with the State of Texas for credit card purchases of $500.00 or more http://www.window.state.tx.us/procurement/prog/vendor_performance/debarred/ For more information, call the HUB Program Office at 210-562-6300
13 ProCard Usage All State and UT Health San Antonio Purchasing Policies and Procedures must be followed - HOP 6.7 Use is for UT Health San Antonio business only Personal purchases are considered a misappropriation of University funds and constitute a criminal offense Misuse of the ProCard is subject to disciplinary action Cardholders are responsible for the security and proper use of the ProCard and it will be assumed that any purchases made will have been made by the cardholder
14 Acceptable Usage Conference/Training Registrations (excluding Travel Expenses: Hotel, Airfare, etc.) Meeting/Conference expenses for on-campus events ONLY (the expense must be allowed by the fund group used and an itemized receipt and attendee list must be provided) Classified Advertising Freight Charges (FedEx, USPS, etc.) Journal Reprints & Professional Article Submissions Lab Supplies and Equipment (Except Capital Equipment) Office Supplies & Equipment (Except Capital Equipment) Medical Supplies and Equipment (Except Capital Equipment) Oligos & DNA Sequencing Safety Supplies
15 Acceptable Usage Printing Services Magazine Subscriptions containing no membership Floral Shops (Only floral purchases that follow HOP 6.1.7) Excerpt from HOP 6.1.7: Purchases of floral arrangements and similar specialty items may be purchased for occasions of achievement, recognition or congratulations, sympathy condolences, and official visitors. Such purchases should be limited to employees and family members of employees; other University, State, or Federal officials and officers; and local dignitaries. Minor Repair Services for Equipment Minor Peripheral Computer Parts or Supplies (mouse, keyboard, computer cable, etc. Not intended for the building of a computer system.)
16 Unacceptable Usage The Unacceptable Purchase List is based on current University HOP Policies and Purchasing Guidelines and is not limited to the examples below: Any Purchase Exceeding Single Transaction Limit (No splitting of transactions greater than the single or monthly purchase limit.) Any Purchase Not Allowed on a Project ID/ Fund Group Animals or Veterinary Services NO travel expenses rooms, meals, meeting/conference room rental fees Cash Advances or Cash Refunds (See Refund Instructions in Procurement Card Manual) Chemicals, Radioactive Materials, or Biological Agents Requiring Environmental Health & Safety s Approval (HOP 8.5) Computer Networking Devices (ex. wireless access points, routers, networking hubs/wireless hubs) that extend the University s network (HOP 5.2.4, 5.2.9, 5.8.8)
17 Unacceptable Usage Computer Software ALL (including click-wrap agreements) Cloud Storage (ex. DropBox) (HOP 5.8.31) Consulting or Professional Services (HOP 6.1.6) Donations Entertainment (HOP 6.1.8) Ethyl Alcohol or any Alcoholic Beverages (HOP 8.2.1) Firearms and Ammunition Fuel / Gasoline (HOP 6.2.25) Gift Cards Imported Goods Memberships and Dues (HOP 6.1.7) Motor Vehicle Purchases/Rentals (HOP 6.2.7) Online Auctions, including ebay Personal Gifts, Items, or Services Prescription Drugs/Substances Controlled by the DEA
18 Unacceptable Usage Printing or reproduction services Processing of invoices for products or services already received Radioactive or hazardous materials Rental of Equipment Booth Rentals Restaurant, Fast Food, and Catering Services State Comptroller defined controlled items $500.00 or greater subject to a numbered property tag. Personal computers (laptops, ipads, surface tablets) and servers are prohibited purchases regardless of cost. Telecommunication Equipment or Services (Including Office Phones, Cell Phones, and Pagers) (HOP 5.2) Temporary Employment Services Travel Expenses (airfare, meals, lodging, car rental, etc.) (HOP 6.2) Utilities Any transaction that requires a contract to be signed
19 ProCard Misuse Misuse Examples WRONG! Missing Receipts Charges for personal use Violation of the ProCard Policies Violation of UTHSCSA policies and procedures Personal purchases are considered misappropriation of UT Health San Antonio funds and constitute a criminal offense. Privileges may be revoked upon the first misuse of the card.
20 ProCard Termination Cardholders are responsible for all charges until ProCard is cancelled. Accounts without any transactions in a 12-month period will be cancelled. Cardholder or Account Manager must contact Commercial Card Office to cancel the ProCard once notice is given of termination or if transferring to another department. Terminating employees must submit the ProCard to their assigned Account Manager prior to exiting their department. Employees transferring to another department must return their ProCard prior to exiting and the new department must submit a new application for employee. Accounts cancelled due to missing receipts or other misuse are subject to a 12- month suspension. Cardholder must reapply and retake the ProCard Training. Reinstatement of privileges is the decision of the Plan Administrator (Director of Purchasing).
21 ProCard Security Do not loan out your ProCard. The cardholder is the only authorized user for that ProCard. If necessary, please inform suppliers not to keep your credit card number on file. Phishing Emails Do not respond to emails claiming to be CitiBank. CitiBank will not contact you by email asking for ProCard information. If you are unsure, contact the Commercial Card Office.
22 Certificate of Completion Go to your Certificate of Completion Save to your desktop to activate electronic signature Sign and email to ProCardAdmin@uthscsa.edu Print a copy for your files