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PURCHASING CARD

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Title: PURCHASING CARD


1
PURCHASING CARD
Training
September 30, 2008 P-Card Training
2
Atlanta Journal-Constitution
Because of the abuse of the p-card and AJC
headlines back in December 2007 and ongoing
scrutiny concerning the p-card, state policy is
now closely monitored.
The state has revised its guidelines and we now
have in place not only policy but a State P-Card
Manager to guide all agencies to assure
compliance.
This has created stricter policy and procedures
by Clayton State and the Board of Regents to
assure compliance to state guidelines
September 30, 2008 P-Card
Training
3
Atlanta Journal Constitution

Handled right, a handy perk! Effective tool
P-cards are useful, cost-efficient, but
oversight and training in their use are
essential. AJC February 28, 2008
P- Card Training is why we
are here today!
September 30, 2008 P-Card
Training
4
Agenda
  • General Overview
  • Spend Limits
  • Usage of the P-Card
  • Returns and Disputes
  • Reconciliation Process
  • Summary

September 30, 2008 P-Card
Training
5
What is a P-Card?
Overview
  • A Visa card issued by Bank of America
  • Accepted in person, by phone, fax and on the
    internet
  • Must be a State employee
  • Authorization required

September 30, 2008 P-Card Tra
ining

6
P-Card Issuance Requirements
Overview
  • Cards are not issued to part time or temp
    employees.
  • Cards are not issued in a department name to be
    shared by other employees.
  • Cards are not issued to employees of foundations
    associated with Clayton State University.

September 30, 2008 P-Card
Training
7
Overview
  • P-cards are limited to one per cardholder
  • Complete a Purchasing Card Request form found on
    website.
  • Approved by Head of Department etc.
  • Submit form to us.
  • Signed employee agreement.
  • Mandatory user training.
  • http//adminservices.clayton.edu/procurement

September 30, 2008 P-Card
Training
8
P-Card Security
Overview
  • Responsibility for P-card rests with the
    cardholder
  • Cardholders are accountable for all transactions
    on their card
  • Protect your p-card number as your own personal
    credit card
  • Card sharing is prohibited do not lend your
  • card to anyone.
  • Familiarize yourself with Clayton State/State
    policy and procedures located on website
  • http//adminservices.clayton.edu/procurement

September 30, 2008 P-Card Training
9
Training
Overview
  • All cardholders and Approvers must
  • Read and understand the policies and procedures
    of Clayton State and State of Georgia.
  • Complete periodic mandatory refresher training
    once a year.

September 30, 2008 P-Card Training
10
Definitions
Overview
  • Inventoried Items
  • Any item that is a non consumable and
    non-expendable in nature, such as motor vehicles,
    servers, high end office equipment and furniture.
  • Any item with a life expectancy of three or more
    years.
  • Single item cost over 3000 is an asset.

September 30, 2008 P-Card
Training
11
Spend Limits
September 30, 2008 P-Card
Training
12
Spending Limits
Spend Limit
  • Each cardholder has a 5000 single transaction
    limit
  • Each cardholder has a 10,000 cycle limit
  • Cycle Limits may be increased with a special
    approval of the State of Georgia.

September 30, 2008 P-Card
Training
13
CSU Spend Policy
  • Due to mandated budget cuts, CSU must currently
    be very restrictive on p-card spend.
  • All purchases over 500 must be approved by the
    Head of Department, Dean and Vice President of
    that Division.
  • This is an internal process within the
    departments and must be adhered until further
    notice.

September 30, 2008 P-Card
Training
14
Sales Tax
Spend Limit
  • All University purchases are exempt from sales
    tax
  • Make vendors aware of tax exemption prior to
    purchase
  • Sales tax exemption form on website
  • Exception Agency accounts are subject to all
    applicable sales taxes.
  • Out of state purchases may require sales tax



September 30, 2008 P-Card
Training
15
Usage of the P-card
September 30, 2008 P-Card
Training
16
P-Card May be Used for
Usage
  • Subscriptions
  • Registrations
  • Lab/Research Sup
  • Nursing/Dental Sup
  • Printing
  • Office Supplies
  • Office Furniture
  • FedEx Charges
  • Non Inventory Equipment
  • (Items under 3,000)
  • Services
  • Items on State Contract
  • Membership Dues (Institutional)
  • Software (MSD/UGA)
  • Airline travel/Rental Cars

September 30, 2008 P-Card
Training
17
Services to Include
Usage
  • Maintenance and repair
  • Car Detailers (State/Public Safety Vehicles)
  • Payment of cell phone/pager service (Must submit
    itemized bill-complete billing)
  • Rentals such as vehicles, small item rentals

September 30, 2008 P-Card
Training
18
Blackberry/Cell Phones
Usage
  • Statewide Contract for Blackberry/Cell
    phones-ATT, Verizon, Intel, Sprint.
  • Written approval for Blackberry/Cell phones and
    pager purchase from the Vice-President of each
    division.
  • Must be purchased through Procurement Services.

September 30, 2008 P-Card
Training
19
Advanced Airline Travel
Usage
  • Air travel for Clayton State employee only
  • No statewide contract for airlines
  • Assure best value for airline travel
  • Can use Travelocity, Orbitz, Cheap Tickets,
    Expedia for flight reservation.
  • Travel must take place in same fiscal year
  • Must submit through PS Travel Expense module
  • Request to Travel must be submitted manually.

September 30, 2008 P-Card
Training
20
Automobile Rental
Usage
  • Must use Enterprise or National Car Rentals
    (Statewide Contract)
  • Used for official Clayton State business
  • Gas cannot be purchased for rental car this is a
    reimbursable expense.
  • Must be coded correctly as employee travel 640100

September 30, 2008 P-Card
Training
21
P-Card May Not Be Used for
Usage
  • Automotive Fuel
  • Cash Advances
  • Motor Vehicle Repairs and Maintenance
  • Professional Services
  • Personal Services
  • Lodging, personal vehicles and meals

September 30, 2008 P-Card
Training
22
P-Card May Not Be Used for
Usage
  • Alcohol
  • Tobacco Products
  • Gift Cards
  • Food
  • Equipment (single item over 3000)
  • Promotional items (using appropriated funds)
  • Personal items
  • Purchases for resale

September 30, 2008 P-Card
Training
23
P-Card May Not Be Used for
Usage
  • Firearms/explosives
  • Computers
  • All computers must be approved by OITS and
    ordered through Procurement Services

September 30, 2008 P-Card
Training
24
Purchases Not Allowed
Usage
  • SPLITTING an order to remain within the spending
    limits 4,999.99.
  • Purchases over 5,000 must go through the bid
    process. This is mandated by the State of
    Georgia.

September 30, 2008 P-Card
Training
25
Compliance
Usage
  • Official Code of Georgia Annotated (O.C.G.A.)
  • Applicable requirement of GPM
  • State Purchasing Card Policy
  • Internal policies procedures governing
    procurement p-card program
  • http//statepurchasing.doas.ga.gov/vgn/images/port
    al/cit_1210/21/9/102587319PCard_Policy.pdf

September 30, 2008 P-Card
Training
26
Cardholder Background Checks
Usage
  • Criminal background checks for existing and new
    purchasing card holders
  • Policy as of July 1, 2008
  • Background check reveals misdemeanors or felonies
    related to financial wrongdoing, theft or other
    act of dishonesty, the cardholders privileges
    are terminated.

September 30, 2008 P-Card
Training
27
Limitations?
Usage
  • A cardholders Department VP, AVP, Dean, Director
    or head may identify additional limits. (ex)
  • Cycle limit has been reached (10,000)
  • P-card will be denied
  • Purchase exceeds transaction limit (5,000)

September 30, 2008 P-Card
Training
28
Athletic Team/Student Club Event
Usage
  • Must have special approval from State Department
    of Administrative Services (DOAS)
  • May purchase food for campus sponsored events
  • Exempt form from BOR for food purchases for
    approved campus events
  • Some departments may keep a sign-in log
  • Must attach a flyer or e-mail of event to the
    Visa Packet

September 30, 2008 P-Card
Training
29
Team/Club Travel
Usage
  • Special approval from DOAS
  • May use the card for airline lodging and rental
    car, van, etc. for students/team on University
    sponsored trips
  • Sponsors who are employees must submit via online
    PS travel expense form.

September 30, 2008 P-Card
Training
30
RETURNS AND DISPUTES
September 30, 2008 P-Card
Training
31
Returning Purchases
Returns
  • Request a return address from vendor
  • Obtain return authorization number
  • P-card credit to be issued by vendor
  • Request a fax or e-mail confirmation of the
    credit for reconciling your records
  • Must have company name, credit amount and
    identify item credited

September 30, 2008 P-Card
Training
32
Resolving Disputes
Disputes
  • If you cannot settle with the supplier/vendor
  • Notify P-card coordinator
  • Complete a P-card dispute form
  • Investigation of dispute is lengthy-attach a copy
    of dispute form to monthly statement.
  • Check each statement to assure credit has been
    issued

September 30, 2008 P-Card
Training
33
RECONCILING P-CARD
  • Record Keeping
  • WORKS Payment Manager
  • Monthly Statements
  • Approver Responsibilities

September 30, 2008 P-Card
Training
34
WORKS
Reconciliation
  • On-line P-card transactions are available through
    WORKS. The bank posts transactions daily. (In
    real time)
  • Each transaction must be reconciled
  • Under general tab identify the purchase
  • All WORKS reconciling must be completed by last
    day of each month. (ex)
  • Downloaded into PeopleSoft Financials

September 30, 2008 P-Card Training
35
Records
Reconciliation
  • Create file to keep documentation
    (invoices/receipts) and monthly bank statements
    easily accessible
  • State and BOR auditors may request this
  • file for compliance
  • Bank statements sent to cardholder come via USPS
    directly to cardholder around 19-22th of each
    month

September 30, 2008 P-Card
Training
36
Activity
September 30, 2008 P-Card raining
37
Monthly Statements
Reconciliation
  • Check paper statements for
  • Are charges accurate?
  • Ensure that all receipts match charges
  • Itemized list of purchase
  • State business purpose on receipt
  • Print report from WORKS

April 24, 2008 P-Card Training
38
Monthly Statements
Reconciliation
  • Check paper statements for
  • Are charges accurate?
  • Ensure that all receipts match charges
  • Itemized list of purchase
  • State business purpose on receipt
  • Print report from WORKS

September 30, 2008 P-Card
Training
39
September 30, 2008 P-Card raining
40
Reconciliation
Monthly Statements
  • Due by the 5th of each month (ex)
  • Attach VISA approval form
  • Signed by Cardholder
  • Signed by Approver, VP, AVP, Dean, Director or
    Head of Department.
  • May have more than one approver
  • Compile VISA Packet

September 30, 2008 P-Card
Training
41
Missing Receipt
Reconciliation
  • Cannot obtain or locate receipt/invoice for
    verification to statement
  • Must be less than 100
  • Complete a Missing Receipt Report located on
    website
  • Attach to VISA Packet as receipt.

September 30, 2008 P-Card
Training
42
Approver Responsibilities
Reconciliation
  • Assure that all transactions in WORKS are
    completed by the last day of each month
  • Ensure that the reconciliation is completed by
    the 5th of each month
  • Verify that all documentation is attached
  • Verify that all purchases have been approved

September 30, 2008 P-Card
Training
43
Approver Responsibilities
Reconciliation
  • Signing the VISA approval form indicates
    acknowledgement of all purchases
  • VP, Dean, Director, Department head or Supervisor
    with budget authority for the department is
    responsible for the action of the cardholder(s)

September 30, 2008 P-Card
Training
44
Card is Lost/Stolen
  • Immediately notify Bank of America at
  • 1-888-449-2278
  • Notify campus P-card coordinator

September 30, 2008 P-Card
Training
45
Forms
  • Missing Receipt Form
  • Request for Purchasing card form
  • Employee Agreement Form
  • Visa Approval Form

September 30, 2008 P-Card
Training
46
  • If in doubt…….
  • ASK BEFORE
  • YOU PURCHASE

September 30, 2008 P-Card
Training
47
Misuse of the Card
Summary
  • If cardholders
  • Do not submit documentation on required dates
  • Do not complete WORKS transactions following
    deadline
  • Split purchases to avoid bid process
  • Allow other employees to use your card
  • Do not read or adhere to HB 1113.

September 30, 2008 P-Card
Training
48
Misuse of the Card
Summary
  • Use wrong card for personal purchases.
  • Use card instead of purchase requisition
  • Make unauthorized purchases
  • Make personal purchases
  • This misuse can result in disciplinary action or
    termination of
  • employment by the Vice-President of Business
    Operations

September 30, 2008 P-Card
Training
49
Policy Not Followed
  • If P-card policy is not followed, the cardholder
    will be notified (e-mail or phone).
  • The cardholder must respond to the notification
    and resolve the outstanding issue.
  • If no response is received within 3 days, a
    second notification will be made.
  • Failure to respond to second notification will
    result in suspension of P-card.

September 30, 2008 P-Card
Training
50
Summary
  • Responsibility of card
  • Spending Limits
  • Reconciliation process
  • Authorization and approvals
  • Document, Document, Document
  • CSU Official business only

September 30, 2008 P-Card
Training
51
Contact Information
  • Procurement Services website
  • http//adminservices.clayton.edu/procurement/
  • Contact us via e-mail or phone

September 30, 2008 P-Card
Training
52
  • QUESTIONS?

Thank you!
September 30, 2008 P-Card
Training
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