Transcript Slide 1

WellsOne Commercial Card
Boise State University
P-card Approver Role Review Presentation
Overview This session provides an overview of P-card Approver procedure and is
recommended for all existing or new p-card approvers.
 This session is also recommended for the P-card Authorizer or any staff
member involved in managing p-card expense for their area.
1
Department Responsibility
 Purchasing delegates small dollar purchasing authority to departments via
use of p-card.
 The department is responsible for overseeing their cardholders, maintaining
p-card records, and ensuring each purchase complies with policy, and serves
a legitimate business purpose.
Excerpt from BSU P-card Policy
“P-card transactions will be sampled and audited on a monthly basis to confirm
compliance with federal and state law, state policy, and BSU policy and procedure.
Violations may result in deductions from employee paychecks for unauthorized, illegal, or
undocumented purchases; suspension or revocation of card; and personnel action up to
and including termination, as appropriate based on the violation.”
2
Department Responsibility- Detail
P-card expense requires 3 levels of review as a check and balance to ensure purchases serve a
legitimate business need and have been authorized by the department.
3
Level 1:
Cardholder Review
The cardholder reviews, allocates, and approves expense online during the
Cardholder Review period. As an additional audit verification, all cardholders must
review and sign their printed p-card statement each month.
Level 2:
Approver Review
The Approver (usually administrative staff member) is responsible for reviewing
and editing online cardholder statements for posting of p-card expense to university
financial records. The Approver is responsible for reporting any non-compliance
issues discovered during approval process.
Level 3:
Manager Authorization
The Manager (Department Head, Director, Dean, or Business Manager) is
responsible for reviewing hardcopy statements and authorizing expense as
legitimate via signature including that of the assigned Approver. The Authorizer is
responsible for ensuring all non-compliance issues are resolved, or escalated to
University P-card Administrator or Internal Audit.
Level 1: Cardholder Review
Cardholders are required to
 Review policy and training materials
 Request Sales Tax Exemption at point of sale
 Obtain a detailed receipt for each purchase (original receipt is required)
 Provide an understandable business purpose for each purchase
 Complete Meals And Refreshments (Events) form for events
 Complete p-card reconciliation by required due date including submission of p-card
documentation to department
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Level 2: Approver Review
Approver is responsible for reviewing cardholder statements in CCER to ensure data is valid
for posting to university financial reports including:
 Editing or designating Dept ID/GL/Project code for each transaction
 Ensuring Description Box includes a business purpose understandable to someone
outside your own area
 Ensuring employee Travel Authorization number is included for travel expense
 Ensuring required documentation is submitted by cardholder
 Reporting non-compliance issues to cardholders using the Non-compliance Warning
Form
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Level 3: Manager Authorization via Signature
The AUTHORIZER (Department Head, Director, Dean, or Business Manager) is
responsible for ensuring cardholder expense is necessary and serves a legitimate
business purpose. This individual is held ultimately responsible for expenditures within
their particular unit, so it’s important they understand their role in the process.
 Authorization is completed by reviewing hardcopy statements monthly and
authorizing expense as legitimate by signing the P-card Authorization of Expense
form ( a.k.a. Manager Authorization of Expense form available online under P-card
Forms).
 Manager should report any unresolved non-compliance issues to University P-card
Administrator or Internal Audit.
 Any delegation of signing authority must be granted in writing, and
approved by respective Dean or VP, and Purchasing.
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Review of P-card Expense
Staff members (including management) involved in reviewing, approving, or authorizing
p-card expense must have an understanding of BSU purchasing and p-card policy.
 Purchases that appear to be outside of policy should be reported to P-card
Administrator or Purchasing Compliance Specialist.
 Report Fraud, Waste, or Abuse to Internal Audit
 Cardholders should be notified of non-compliance issues in writing immediately upon
discovery.
 Use the Non-Compliance Warning form consistently and attach copy to the
cardholder statement.
Any unresolved non-compliance issues should be escalated to University P-card
Administrator.
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Know The Procurement Process…
General Guidelines for purchasing goods and services approved by your department:
Orders or commitments by faculty or staff are not binding on the University unless supported by a valid purchase order (PO), an approved contract**, or the authorized
use of an institutional procurement card (P-card).
Purchases under $1,999 Use P-card for purchases authorized per p-card policy
Purchases over $1,999
Purchasing Requisition or Approved Contract
•
Purchasing Requisition
 Complete a Purchasing Requisition form.
 Submit form to University Purchasing with specifications from vendor.
Note: Purchases over $10,000 require bids from 3 Idaho vendors.
•
Approved Contract
 An approved contract is one that has been signed by an individual with an appropriate level of signing authority as
established by the VPFA's office and has been reviewed by General Counsel's office or written using the University approved
Contract for Services form.
Employee reimbursement should be the last option for business purchases. The use of personal funds for business-related
non-travel purchases is strongly discouraged. However, employees may be reimbursed for a maximum of $300 when it is
necessary to purchase business-related goods and services with personal funds. Reimbursement is subject to department
approval, availability of funds and must be in compliance with university policies.
We’ll be focusing on p-card as payment method in this presentation.
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Authorized P-card Purchases
P-card is intended for small dollar purchases of products and supplies needed during the course of
business. Purchases against State Contracts up to the single transaction limit on your account may
be made from vendors willing to accept MasterCard. Some common purchases include:

Office and class supplies

Advertising expense (newspaper ads, other media)

Books, subscriptions, work-related membership/organizational fee

Meal and refreshment expense in compliance with university policy

Employee business travel and field trip expense listed below is allowed with approved
Travel Authorization:
 Student event fees and meals related to field trip
 Pre-paid hotel or hotel/airfare packages (Room and tax only)
 Conference registration
 Airfare
 Rental car and related purchases (gas, parking for rental car)
 Employee use of rental car only

Non-employee expense for the following is allowed:
 Job candidate airfare and lodging
 Consider purchasing airfare that is refundable in case of cancellation.
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State Contracts and University Price Agreements
Cardholders are required to use state contracts and university price agreement for purchases.
Frequently used contracts include:
Vendor
Commodity:
OfficeMax Solutions.com
Office Supplies (includes paper, toner,
keyboard/mouse)
Fisher Scientific
Laboratory Equipment/Supplies (2 online vendors)
VWR International
Intermountain Design (Kimball Furniture)
Office Furniture (3 local vendors)
Office Pavilion (Herman Miller)
Office Environment Co (Steelcase Furniture)
University Price Agreements include:
University Dining Services
Foodservice/Catering
Treasure Valley Coffee
Bottled water/coffee
View the Vendor Contracts link on the University P-card Information site for complete list and contact
information.
Price cannot be a factor in choosing an off-contract vendor. If you do find a considerable price difference
between contract vs. non-contract cost, please notify Purchasing with specific detail.
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Unauthorized P-card Purchases
Any purchase not approved by your department , above account limits, or not allowed per Boise
State policy is considered unauthorized. Here are some examples of unauthorized purchases:







Alcoholic beverages
Cash advances, salaries and wages
Computers, laptops, notebooks and other personal computing devices such as iPad.
 Purchase through OIT (Office of Informational Technology )
Cellular phones, communication devices including PDA’s
 Accessories and service related to above
Fuel for personal vehicles
 Check with Travel Services for mileage reimbursement (vicinity travel)
Payment to or on behalf of Independent Contractor
 This includes lodging and airfare payment for IC
Personal expense *including accidental, or partial
 Keep p-card separate from personal credit cards
 Do not store account number online
BLOCKED MERCHANT CATEGORY CODES
If a purchase is declined or won’t process it could be due to a Blocked Merchant Category Code (MCC). Certain categories
are blocked to prevent purchases that may violate policy or to prevent fraud. At times, it may be necessary to complete a
purchase from a blocked merchant. Use the P-card Account Maintenance form to request an unblock for purchases
necessary for business.
(find it on the University P-card Information site as link Blocked Merchant Categories)
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BSU P-Card Website
http://www.boisestate.edu/finad/pcard/
Menu on
left
provides
links to
policies,
forms,
vendor
contracts,
training
tools, and
more
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Meals and Entertainment Purchases
Boise State University has three meals and refreshments policies governing
expense:
Meals and Refreshments Local Fund Policy #6260
 Meals and Refreshments Appropriated and Grant funds #6240
 Meals and Refreshments Public Relations funds #6250


Casual meetings do not qualify for meals or refreshments-
There is a department retreat policy governing retreats:

Department Retreat Policy #6280

Note:
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Recreational or entertainment activity alone does not qualify as an employee retreat-
Meals & Refreshments (Events) Form must be completed for most events including
meals, refreshments or entertainment and filed with departmental p-card
records in case of audit. The form provides manager signature authorization and a
detailed explanation regarding the business purpose for auditor review.
Meals And Refreshments (Events) Form
Section 1:
Payment MethodExpense paid by
P-card: “YES”
Enter cardholder
name
Note total event
cost and fund
source
Section II:
Provide event
Description, time,
date, attendees,
etc-
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Meals And Refreshments (Events) Form, continued
Completed form is attached to P-cardholder statement and
must be available for auditor review.
Continued…
Complete Section II.
Event Description,
time, date,
attendees, etc..
Cardholder is the
‘Requestor’
And must sign the
form here
Form must signed by
manager
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What Has Changed?

Gift purchases allowed on p-card.


All gift transactions regardless of dollar value will be included on a monthly gift report.


The Gift/Award/Incentive form has been updated and will no longer be required for gifts
with a value of less than $75 for employees or $250 for non-employees.
Monthly report will be prepared by University Financial Services and will include all
transactions regardless of payment method.
Monthly report will be provided to Business Managers for various colleges on campus.
 Each business manager will review the list for completeness and accuracy and return the
report to Purchasing.

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University Financial Services (UFS) will forward a cumulative list of gifts to Dean and/or VP
on a quarterly basis for informational purposes only.
Approver Role Management Tips
 Approx 1st of month: Review the CCER Due Date Calendar
 Due dates change monthly Calendar is available on the Boise State P-card Information site
 Approx 5th of month: Check your Approval Queue
 Remind cardholders to complete statements before due date if their statement is “Open”-
 Approx 15th of month: Check your Approval Queue, again
 Status should be “Approved” for each cardholder (even those with non-compliance issues
can be approved if the Non-compliance Warning Form is attached to the statement) Print Statement Approval Queue after approval is complete for all cardholders Department head/manager must review all statements (hardcopy statement &
back-up) by end of month.
 Manager Authorization of Expense Form must be signed after review is complete.
 Signed original form must be kept on file with departmental p-card records. It will be
required during audit-
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CCER Due Date Calendar
Available online @ http://www.boisestate.edu/finad/pcard/pdf/CCERDUEDATES.pdf
Approvers
have an 8
day window
to complete
approval.
The due dates change monthlyApprovers: Set a Google reminder to check your queue by the 10th of
each month.
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Non-Compliance with PolicyThe Non-compliance Warning Form should be used to notify a cardholder of
an issue that needs to be resolved. These are the most common noncompliance issues:




Cardholder Review was not completed online by CCER due
Cardholder did not submit p-card documentation by due date
Incomplete or missing receipt
Sales tax paid
 Report non-compliance to the cardholder immediately and ask for resolution by a deadline.
 If the cardholder corrects the issue within specified time frame, no further action is needed.
 Each instance should be documented (attach a copy of the NC form to the statement) in case the
issues escalate and to make it clear to auditors the issue was handled appropriately.
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Non-Compliance, continued Missed Due Date
Cardholders who do not complete account reconciliation online by required due
date should be notified immediately of non-compliance.
 Notify cardholders in writing if they miss a due date (either online review of statement
or submission of p-card documentation).
 Cardholder who miss the online review due date must sign a Cardholder Authorization
Of Expense form stating review is complete in case of future audit.
 P-card accounts may be immediately suspended pending receipt of required paperwork.
 Cardholders who repeatedly miss due dates may have their account suspended or
permanently deactivated.
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Non-Compliance, continued Missing or Incomplete Receipt
It is the cardholder’s responsibility to contact the merchant and ask
for a duplicate receipt, or a detailed receipt. If the vendor can’t or
won’t supply this information, cardholder should:
 Document fully what was purchased include supporting back-up
(packing slip, packaging, description from vendor website, etc)
 Provide a written explanation including signature authorizing the
expense as legitimate.
Missing receipts are considered a violation of P-Card Policy.
 We are expending state funds, and must be able to fully account for each
purchase.
 Frequent cases of missing receipts can be grounds for account suspension,
or permanent deactivation.
 Purchases without receipt detail may be considered “personal” purchases
if BSU is unable to determine what was purchased or why.
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What qualifies as a receipt?
P-card receipt should provide
 Merchant name, and contact information, invoice or receipt number,
date of sale.
 Brief description of items purchased, quantity and amount paid per
item with total amount paid.
 Last 4 digits of the credit card number.
What is considered an original receipt?
 The original receipt is produced directly by the merchant. Because
many of our orders are placed online, receipts are often emailed or
faxed to cardholders.
Who maintains the original receipts?
 The department is required to maintain original receipts in a
centralized location for 5 years.
 Cardholders may keep copies of receipts for their records, but not the
originals.
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Receipts, continued…
 If you pay an invoice with p-card, you should have a confirmation from the
vendor of payment received which you can attach to your invoice.
 If you purchase airfare online, you should have a confirmation from the
airlines which includes itinerary, traveler name, cost, & last 4 digits of your
account number.
 If you purchase from a restaurant, obtain an itemized receipt detailing what
was purchased and a cardholder signature slip stating total paid on account.
 Cardholder signature slip does not provide required detail and is not a complete
receipt. Be sure the restaurant provides you with an itemized receipt.
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Non-Compliance, continued –
erious issues
Some non-compliance issues may require management intervention, account
suspension or other action. Here’s some examples:





Unauthorized purchase (not approved by your area, not authorized per policy)
Sharing of account number or card
Split Transaction to avoid bid, card limits
Failure to Purchase from Contract Vendors
Repeat non-compliance by cardholder
“Violations may result in deductions from employee paychecks for unauthorized, illegal, or
undocumented purchases; suspension or revocation of card; and personnel action up to and
including termination, as appropriate based on the violation.”
 Check with the University P-card administrator or Internal Audit for assistance
with any non-compliance issues as necessary.
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Other Approver Responsibilities
 Requesting new accounts for employees using the P-card Application Assisting department cardholders with account changes using the P-card Account
Maintenance Form. Account changes include:
 Closure of existing accounts
 Limit changes
 Unblock of MCC’s (Merchant Category Codes)
 Requesting replacement cards due to damage or name change
 Maintaining p-card documentation for a minimum of 5 years (including original
receipts, statements, and any back-up supporting business purpose)
 Serving as the point of contact for auditors requesting department p-card
documentation.
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P-card Account Maintenance Form
Used to request a change to existing accounts
(find it on the Boise State P-card Information site under “Forms”)
Complete the top
portion of the
form for all
requests.
Complete this box
to request a Limit
Change
(temporary or
permanent)
Complete this box
to request an
Unblock of a
Merchant
Category Code
(MCC)
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P-card Account Maintenance Form, continued
Complete this box
to request a
Replacement Card
due to damage or
name change.
Complete this box
to request
Account Closure
(Employee
signature is
optional)
Signature from
Approver and
Authorizer required.
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Report a lost
or stolen
card directly
to WF
P-cardholder Application
Used to request a new account for an employee (find it on the Boise State Pcard Information site under “Forms”)
Complete
the
Cardholder
Information
section—
Continued
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P-cardholder Application, continued
Designate limits appropriate for the
cardholder’s purchasing needs
Default Dept-The Dept Id that will be
used MOST OFTEN by the cardholder
is the Default Dept ID
Print the Approver’s name & email
Print the Authorizer’s name & title
Form is signed by the Cardholder,
Approver, and Authorizer.
Fax or email form to University
P-card Administrator
Original form is maintained by the
department .
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Non-compliance Warning Form
(find it on the Boise State P-card Information site under “Forms”)
The purpose of this form is to document the issue for both cardholder, and auditor.
This form is used to
alert a cardholder of a
non-compliance issue.
Depending on the issue,
complete either the
Reconciliation
Incomplete, or
Transaction Compliance
issue section
Specify how the
cardholder can correct
the issue (if possible)
and provide a date for
completion.
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Non-compliance Warning Form, continued
Provide action the
cardholder needs to
take to resolve the
issueIf issue is resolved,
file the form with
your p-card
documentation.
If the cardholder
fails to remedy the
issue, forward the
form with both
approver and
manager signature
to the University Pcard Administrator
with recommended
action.
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Manager Authorization of Expense Form
(find it on the Boise State P-card Information site under “Forms”)
Manager
Authorization of
Expense Form
must be signed
after manager
completes review
of cardholder
transactions.
Keep the form on
file
with departmental
p-card records.
It will be required
during audit.
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Manager Authorization of Expense Form, continued
Attach the
printed
Approval
Queue to this
form.
Manager must
review all pcard expense
and sign form
authorizing
expense.
Form is filed
with
department
p-card records
and will be
requested
during audit.
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Approver Experience
online using CCER
P-card accounts are reconciled monthly using an online application provided by
Wells Fargo: Commercial Card Expense Reporting (CCER)
 CCER allows users 24/7 access to cardholder statements via the Internet.
 CCER provides the university with the ability to automate our p-card allocation
process which speeds posting of financial data.
 CCER stores transaction data for 13 months allowing cardholders and departments
access to past purchase detail including reporting functions useful for budgeting
purposes.
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Wells Fargo Commercial Card
Password Security
Access to CCER requires the use of an individual and unique password.

CCER users are required to change passwords EVERY 120 days.

Individual passwords may not be shared with others.
Passwords are considered an electronic signature.
Please don’t share passwords!
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Wells Fargo Commercial Card
CCER LOG-IN
SCREEN VIEW
Use Microsoft Internet
Explorer as your
browser
(recommended by
Wells Fargo for
optimum performance
with CCER)
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Wells Fargo Commercial Card
After successful login,
the Wells Fargo
Commercial Electronic
Office (CEO) screen
appears.
Select the
Commercial Card Expense
Reporting
link available under the
My Services menu.
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Select “My Profile” tab to review or edit
your secret questions. *Wells Fargo uses
these question to authenticate your
identity for password reset or other
assistance.
Wells Fargo Commercial Card
This is the Commercial Card Expense Reporting (CCER)
home screen for cardholders and reconcilers, and
approvers.
IMPORTANT- Some Approvers have more than 1
role in CCER (I.E. Cardholder and Approver).
Switch between roles by clicking on the link for
Approver or Cardholder Role.
Use the navigational menu on
the left to manage your
account
•Select Review Open
Statements to allocate
expense for the statement
currently due.
•Select View Cycle to Date to
review current expense for the
new month•Select View Previous
Statements to review past
statements
•Select Reports to review
declined transactions or to
produce a transaction report
for budgeting or review
purposes
•Select User Information to
review your cardholder profile
39 (limits, remaining credit, etc)
JANE BRONCO
Role Approver
Cardholder
BUSTER BRONCO
BUSTER BRONCO
Tip: Review statements in spreadsheet format
Use the Report function in CCER:
 Run a CCER Detail Transaction Report for the billing period after your cardholders
have completed their review (all statement have status of Card Holder Reviewed or
once cardholder review window closes)
 Run the report for ‘ALL’ cardholders in your area
 Use the billing period dates noted on the CCER Due Date Calendar
 Download to Excel spreadsheet
 Use the report to view cardholder entry of Dept ID, Account Code, Proj Code,
Description:
 Correct any inaccurate or missing information in CCER
 Complete a non-compliance form if necessary
 Approve statements in CCER.
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Transaction Detail Report View
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CCER Detail Transaction Report
Tracking p-card expense
To accurately track p-card expense:
 Run a CCER Detail Transaction Report for the billing period after you have completed
Approval (all statements have Approved status)
 Use the billing period dates noted on the CCER Due Date Calendar.
 Download to Excel spreadsheet.
 Store this information in spreadsheet form by fiscal year.
Important All data linked to canceled p-card accounts disappears from Approver view in
CCER.
 Use your Transaction Detail Report spreadsheet to review past p-card expense
allocations and to keep accurate budget information.
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Wells Fargo Commercial Card
Approve Statements in CCER
Status Indicator:
Open -Statement is
ready for review by
cardholder.
Cardholder Reviewed
-Cardholder has
completed review
Approved
-CCER Approver has
completed approval of
statement for posting
Statement Approval Queue: Select an individual cardholder statement and select
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43
View button.
WellsStatements,
Fargo Commercial
Approve
continuedCard
Options for
reviewing
transactions:
Select All, or
Select
individual
transactions.
Then, select
the Reclassify
button to
allocate
expense.
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Print Version
Click on a red hyperlink heading
name to sort columns by amount,
merchant, date.
TIP!
Use the
Print
Version
link to
review
the entire
statement
on one
screen.
Wells Fargo Commercial Card
Reclassify Screen-
Update the Dept ID, account code and enter description information for each transaction .
Some transactions may require entry of project codes, chartfield codes, or travel authorization number
1)General Ledger code
(6 digit Account Code which
identifies the type of expense)
BUSTER BRONCO
2)Description field
(Enter the business purpose for
the expense)
3)Dept ID
(10
digit code identifying the
expense fund for the
transaction)
BUSTER BRONCO
4)Project Code
(Grant
funds and Athletics Dept ID’s
require entry of a project
code)
5)Chartfield Code
(Use
this field only if directed by
your department)
6)Travel Authorization
Number
(Required for
all employee business travel
or student field trips)
1
2
3
4
Fields 4, 5, 6 are not required with every transaction. Check with your department
for guidance. Or, 5
contact the University P-card Administrator.
6
Save your entry
Reclassifying (allocating) P-Card Expense
CCER automatically defaults each p-card transaction to a preselected Dept ID (or Default
Dept ID) and an account code based on the merchant’s bank-assigned MCC (Merchant
Category Code). Some transactions can be difficult to categorize automatically and
default to a 999999 GL Account Code.
Cardholders (or reconcilers) review p-card transactions to ensure expense is allocated correctly.
(Some expense will need to be reclassified)
 Expense can be Reclassified by the cardholder or approver as necessary during the allocation
process.

Term definitions
 Reclassify- The allocating of expense to correct department fund source identified by the Dept ID;
and assigning of a GL Account code that best defines the type of expense.
 Dept Id is the 10 digit code used to identify individual department funds.
 GL Account Code is the 6 digit code used to identify an expense category for the purchase (i.e.
office supply, lab supply, etc)
If the Dept ID or Account Code you need can’t be found in CCER, or your expense is not defaulting to
the correct Dept ID, please contact the University P-card Administrator.
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Business Purpose
Cardholders must supply a valid business purpose for each p-card transaction. The CCER
Description Box should provide a condensed version of the detail below:
For purchases of goods or services Relate the purchase to a specific business need.
 Description should be understandable to auditors who may not be within your
particular business unit.
For an event Who- names & titles of attendees
 What- description of the event
 When- date & time
 Where- name of the venue
 Why- detailed description of the purpose of the event-Include agenda, invitation, or
any back up provided to participants.
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.
Approve Statements,
Wellscontinued
Fargo Commercial
Card
Click
Approve
Statement
once all charges
have been
reviewed
and statement is
ready for posting.
Once the
statement has
been approved,
no further
changes are
allowed by the
Approver.
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Contact the University P-Card Administrator to make changes after approval has been completed.
Wells Fargo Commercial Card
Print your approval queue when you’ve completed all approvals:
Check
status to be
sure all
statements
with
transactions
have been
approved.
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Wells Fargo Commercial Card
After Approval is Complete:
50

Approver submits cardholder statements with all back-up, including printed
Approver Queue to Manager after CCER approval has been completed.

Manager (Department Head, Director, Dean or Business Manager) must review
and ‘Authorize’ via signature on the Manager Authorization of P-card Expense
Form.

The Approver Statement Queue may be used for signature if the required
signature line detail is clearly provided on the queue.

Any non-compliance issue should be discussed with the cardholder and in some
cases reported to University P-card Administrator.
Record Keeping
Departments are required to maintain p-card documentation in a central
location a minimum of 5 years.
 Cardholders may not retain original receipts
Departments may be asked to provide p-card documentation from past 5
years during an audit (either internal or external). This includes:
 Cardholder Statement (including business purpose) with original
detailed receipts and cardholder signature
 Back up documentation
 Signature form (designating expense was authorized by Manager)
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P-card Security
Lost or Stolen P-card
Cardholders should immediately report lost, misplaced, or stolen cards
directly to:
Wells Fargo P-card Account Services
1/800-932-0036
Safety online –
Wells Fargo does not request or send sensitive information – such as account
numbers or passwords – in an unsecured email, or by directing you to an
unsecured website. You can forward suspect emails to [email protected]
Questions, concerns? Contact:
University P-card Administrator: Anna Pollworth Ext 6-1795
Purchasing Compliance Specialist: Greg Kunde Ext 6-2964
Remember to check the Boise State P-card Information site for forms,
references and more http://www.boisestate.edu/finad/pcard/
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