HILLSBOROUGH COMMUNITY COLLEGE PURCHASING DEPARTMENT

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HILLSBOROUGH COMMUNITY COLLEGEPURCHASING
DEPARTMENT

• Vonda Melchior, Purchasing Card Program Budget
  Officer
• [phone]Terry Fryman, Purchasing Card
  Program Administrator
• [phone]
• Revised Date 05/12/2016

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BENEFITS OF THE HCC PURCHASING CARD

• P-Cardholders
• Can purchase small dollar consumable supplies
  faster
• Makes specific purchases easier
• Allows groups and individuals to focus on the
  value-added aspects of their jobs
• Travel arrangements faster and easier

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BENEFITS OF THE HCC PURCHASING CARD

• Benefits to the College include
• Allows Purchasing and Accounts Payable to focus
  on higher-yield, value-added activities
• Reduces the number of purchase orders, invoices,
  and checks for payment
• Reduces costs associated with processing invoices
  for payments
• Reduces costs of issuing checks related to travel

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BENEFITS OF THE HCC PURCHASING CARD

• Benefits to the Supplier include
• Payment is more expedient two days vs. 30 days
• Invoices do not have to be prepared, mailed, or
  tracked

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HCC P-CARD PROGRAM OVERSIGHT

• Budget Officers Responsibilities
• Must have an overall knowledge of the HCC P-Card
  Purchasing Programs policies and procedures
• Must review and monitor expenses
• Must review receipts and monthly statements for
  expenses incurred for respective P-Cardholders
  under the purview

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A P-Cardholders Responsibilities include

• The authority to make purchases for HCC business
  purposes only and to obtain receipts for all
  transactions
• The requirement to process transactions in Works
  by the 3rd business day of the following month
  for Accounting financial reporting purposes
• The requirement to submit monthly statements with
  all receipts attached, signed by your Budget
  Officer should be sent directly to the Purchasing
  Department (GWSC-617) by the 25th of each month
• Security and proper use of HCC P-Card only the
  P-Cardholder should utilize their HCC P-Card
• Ensuring timely receipt of materials purchased
• Timely follow-up with suppliers regarding any
  delivery issues, erroneous charges, disputable
  items, or returns for credits.
• Immediately contact Bank of America and the HCC
  Purchasing Office if your p-card is ever lost or
  stolen
• Note Abuse of these privileges including
  repeated incidents of missing receipts may result
  in disciplinary action, up to and including,
  termination

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Cardholders can easily obtain account information
by signing into WORKS

• Available information includes
• Your current account balance
• Your recent transaction information
• Your available credit
• General information about the HCC P-Card Account
• Commercial Card Activation
• HCC P-Cards are activated when the P-Cardholder
  calls Bank of America

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P-CARD GENERAL USAGE GUIDELINES

• Travel Arrangements and Small-Dollar Purchases
  (1,000 per transaction)
• Physical Plant and maintenance supplies
• Conference registration, subscriptions, and
  memberships
• Authorized Campus-sponsored events catered
  through Metz Culinary Services
• Library and Learning Resource Materials
• Freight Expenses and Postage Charges
• Replaces Petty Cash Purchases
• Off-Campus P-Card Sponsored Events (room rentals,
  refreshments if authorized, audiovisual
  equipment, etc.)
• Emergency repair services
• Background checks
• Security for rental equipment
• Ongoing small purchases
• Emergency purchases of gas or repairs for College
  vehicles
• Office supplies from Independent
  Stationers/Office Products Solutions
• Office supplies may not be ordered or picked-up
  in-person from other suppliers. IS/OPS offers
  desktop delivery twice per week.

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ACCEPTABLE USAGE FOR TRAVEL EXPENSES

• Registrations
• Lodging Expenses
• Airfare, rail, or car rental charges
• Parking and tolls
• NOTE The card may not be used for meals while on
  business for the College. Meals are to be
  reimbursed through your travel authorization
  documentation.

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CONSEQUENCES OF IMPROPER USE OF THE HCC P-CARD

• The HCC P-Card represents the Colleges trust in
  Cardholders with empowerment as a responsible
  employee of the College to safeguard and protect
  College assets.
• Your HCC P-Card CANNOT be used to purchase the
  following
• ATM/Cash Advances of any Type
• Alcoholic Beverages (e.g. beer, wine, liquor)
• Consulting Services
• Construction and Renovations
• Contracts and Agreements of any type that require
  a signature
• Insurance except when authorized by Purchasing

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CONSEQUENCES OF IMPROPER USE OF THE HCC P-CARD

• Capital Outlay Purchases with the 70000
  sub-account. Small dollar purchases under 500
  for equipment are allowed.
• Computers cannot be purchased
• Computer Peripherals over 500
• Furniture cannot be purchased
• Office Equipment over 500
• Athletic Equipment over 500
• Items more than 1,000 requiring a property
  control asset tag

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CONSEQUENCES OF IMPROPER USE OF THE HCC P-CARD

• Additional Prohibited Items (Except SGA)
• Gratuities
• Gifts
• Office and Holiday decoration
• Flowers
• Pictures
• Food items for staff parties
• Office refrigerators
• Microwaves
• Coffee pots
• Coffee and condiments
• Holiday Greeting Cards

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CONSEQUENCES OF IMPROPER USE OF THE HCC P-CARD

• Additional Prohibited Items Continued
• Gasoline for Personal Vehicles
• Pyramiding Purchases several smaller dollar
  purchases are made over a short period of time in
  lieu of combining the purchases. To avoid the
  competitive quote requirement of purchasing
  policy and/or the P-Card daily or monthly
  limits).
• Firearms of any Type
• Leases and Lease Purchases Personal Purchases of
  any Type
• Prescription Drugs and Controlled Substances
• Radioactive and Hazardous Materials
• Reimbursement of any Type
• Donations
• Controlled Substances
• Long-Term Rentals

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CONSEQUENCES OF IMPROPER USE OF THE HCC P-CARD

• Additional Prohibited Items Continued
• Retail stores (on-site) or on-site at vendors
  location. Costs the College the employees time,
  exposes the employee and the College to
  unnecessary risk, takes the employee away from
  their normal duties.
• Occasional trips to retail stores are permitted.
  Repeated trips to retail stores or the suppliers
  location will be scrutinized and may be grounds
  for disciplinary action.
• First call Purchasing to determine if other
  solutions will meet your needs.

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CONSEQUENCES OF IMPROPER USE OF THE HCC P-CARD

• Purchasing goods or services from a business of
  which the employee, or employees spouse or child
  is on officer, partner, director, proprietor, or
  in which any of them has a material interest (per
  Florida Statute 112.313)
• Additional items that may be added to this list
  as needed.

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HCC P-CARD ABUSE

• Abuse of the HCC P-Card may result in revocation
  of your HCC P-Card and appropriate disciplinary
  action that may include discharge. Policy
  violations include, but are not limited to
• Purchasing items for personal use
• Allowing another individual to use your HCC
  P-Card
• Using the HCC P-Card for unauthorized purchases
• Failure to retain proper documentation
• Repeated use of the Affidavit for missing
  receipts
• Failure to submit signed monthly statements
  directly to the Purchasing Office (GWSC-617) by
  the 25th of each subsequent month

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HCC P-CARD ABUSE

• Consequences
• Written warning to the cardholder with copies to
  the responsible Budget Officer and Cabinet
  Member.
• Suspensions of the HCC P-Card account.
• Additional training.
• Violations may be reported the CFO, Cabinet
  Members and Executive Director of Human
  Resources.
• Possible termination and criminal prosecution
• College may report personal purchases as taxable
  compensation

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ISSUANCE GUIDELINES

• Any employee who travels, requisitions, or
  purchases supplies and approved contracted
  services is a prime candidate to receive the HCC
  P-Card.
• Employees who travel regularly or coordinate
  travel arrangements
• Employees managing specific site programs
  (general maintenance supplies, repairs, supplies,
  tools, safety supplies, uniform rentals, etc.)
• Secretarial and administrative personnel (office
  supplies, misc. items, etc.)
• Any employee whose job responsibilities generate
  small-dollar purchasing activity
• College Administrators and Budget Officers

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MAKING A PURCHASE

• All purchases made on the HCC P-Card must exclude
  sales tax. You will need to provide the supplier
  with a copy of the Colleges Tax Exemption Form
  if they dont already have it on file.
• If problems are encountered with supplier
  obtaining purchase authorization and/or declining
  your purchase, confirm
• Supplier has documented credit card number and
  expiration date correctly.
• If your HCC P-Card is still declined, contact the
  Purchasing Office
• Terry Fryman at ext. 7130 (tfryman_at_hccfl.edu) or
  
• Corey Murphy at ext. 7102 (cmurphy28_at_hccfl.edu)
  or
• Stefanie Faber at ext. 7101 (sfaber_at_hccfl.edu).

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PURCHASING OVER THE INTERNET

• The HCC P-Card is a good tool when purchasing
  supplies for travel services over the Internet.
• Confirm you are dealing with a reputable supplier
• Confirm site is secure (padlock in one of the
  four corners of a secure website)
• Use extreme caution when providing credit card
  and personal information

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ITEMS SHIPPED TO CENTRAL RECEIVING

• Instruct supplier that address label/packing
  label accompanying the package(s) must contain
  the following information
• Hillsborough Community College
• Central Receiving
• YOUR NAME, CAMPUS, BLDG, ROOM
• 10414 E. Columbus Dr.
• Tampa, FL 33619-7856

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If the item must be installed or is unusually
large or heavy and requires special delivery
arrangements, please call Purchasing before
placing the order.
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EMPLOYMENT TERMINATION AND TRANSFERRING TO
ANOTHER POSITION

• Employment to a New Position
• Notify the HCC P-Card Administrator
• Terry Fryman, ext. 7130, tfryman_at_hccfl.edu

• Transferring to a New Position
• Notify the HCC P-Card Administrator
• Terry Fryman, ext. 7130, tfryman_at_hccfl.edu

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PROCESSING RECEIPT DOCUMENTATION

• Acceptable, original receipt documentation
  includes a supplier-produced or non-College
  document that records the relevant details for
  each item purchased, including
• Quantities
• Amounts
• Description of what was purchased
• Total charge amount
• Supplier's name and address

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PROCESSING RECEIPT DOCUMENTATION

• A receipt must be obtained from a Supplier.
• If all avenues for obtaining a missing receipt
  have been exhausted, use the P-Card Replacement
  Receipt Form that requires the following
• Name of Supplier
• Purchase amount
• Date of transaction
• Description of the item(s) purchased (include
  enough information for College Personnel and
  State Auditors to understand what has been
  purchased)
• Cardholders signature and Budget Officers
  Signature
• Attach to monthly statement
• This should be used for rare exceptions only.
  Repeated and/or inappropriate use may result in
  audit infractions and/or repayment of the full
  purchase price to the College.

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PROCESSING REALLOCATION, RECEIPTS STATEMENTS

• Each purchasing card will be set up with a
  default general ledger (GL) account tied to the
  card.  When items are purchased that fall under
  the default GL account, no re-allocation is
  needed. Example, if your default GL account is
  XX-XXXXXXXX-65502-XX (office materials and
  supplies) and you pay for a hotel room in
  Tallahassee using you p-card, the charge for the
  hotel room must be re-allocated to GL account
  XX-XXXXXXXXX-60502-XX (out of district travel).

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PROCESSING REALLOCATION, RECEIPTS STATEMENTS

• P-Cardholders are responsible for their own
  transaction re-allocations and signoffs in WORKS
  no later than the 10th of the subsequent month. 
• The P-Cardholder makes a purchase using the
  p-card.
• If the purchase is for an item that falls under a
  General Ledger (GL) Account that is different
  from their default GL Account, then the
  Transaction must be reallocated to the correct
  (GL) account number in WORKS.
• The P-Cardholder then must signoff the
  transaction which moves it to the Accountants
  queue.

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PROCESSING RECEIPTS STATEMENTS

• Review transactions for the month and attach the
  associated receipts.
• The Card Holder will sign the statement and send
  it to their Budget Officer.
• The Budget Officer will review the transactions,
  sign the statement, and forward the statement and
  receipts to the Purchasing Office in a sealed
  envelope
• Note that all Budget Officers must have their
  statements approved and signed by their Budget
  Officer. This means that the Campus President or
  Vice Presidents must sign statements for
  Administrators who report to them. These
  statements are to be turned directly into the
  Purchasing Office by the 25th. Example August
  statement dated 08/01/2016 should be turned into
  the Purchasing Office by 08/25/2016.

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HCC P-CARD AUDITS

• P-Cardholder expenses will be reviewed on a
  monthly basis by staff from the Compliance Office
  to confirm adherence to internal controls and to
  the policies and procedures outlined in this
  Guide.
• Cardholders will be contacted via email for
  clarification when unclear transactions appear.
• Action may be taken against the Cardholders HCC
  P-Card account depending on the severity of the
  non-compliance and the Cardholders history of
  non-compliance.
• Examples of issues of non-compliance
• Use of the HCC P-Card for the purchase of
  restricted commodities
• Use of the HCC P-Card by an unauthorized
  individual
• Failure to comply with Purchasing policies and
  procedures

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RETURNS, CREDITS, AND DISPUTES

• As soon as possible, the Cardholder should
  contact supplier for any erroneous charges,
  disputed items or returns
• See manual for steps
• http//www.hccfl.edu/media/91475/p-card20program
  20manual.doc

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P-CARD SECURITY

• HCC P-Cards should always be treated with at
  least the same level of care as personal credit
  cards.
• Sign your HCC P-Card as soon as you receive it.
• Keep the HCC P-Card in an accessible, but secure
  location that is accessible only to you.
• Guard the card account number with care.
• Do not post the account number at a desk or in a
  day planner.
• Do not enter the HCC P-Card number in an email or
  fax.
• Only enter the charge card number on a secure
  website
• Keep an eye on your HCC P-Card during ALL
  transactions.
• Always know where your HCC P-Card is located
• Be aware of what you are signing your signature
  can copy through to other slips placed
  underneath.
• Do not discard p-card related paper work in
  public areas. Always be sure to shred all
  documents that contain credit card account
  number.
• Do not give your HCC P-Card number over the
  telephone unless you know you are talking with a
  reputable supplier.

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PHISHING SCAMS

• College emails continue to receive messages that
  appear to be sent by financial institutions,
  internet services or companies asking the users
  to update personal information.
• Financial institutions DO NOT request information
  via email that requires you to follow a link to
  another site.

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BUDGET OFFICER RESPONSIBILITIES

• HCC P-Card Issuance
• Review All Monthly Statements
• Appropriateness of the expenditure and
  reasonableness of the amount
• Availability of funds
• Compliance with budget allocations
• Timely Notification of Terminated Cardholders