Transcript Slide 1

UNC Charlotte Purchasing Card Program
Presented to the Admin Forum by
Kendra Cooks, Controller
Brian Richardson, Assistant Director of Purchasing
September 16, 2010
What is a Purchasing Card?
• VISA Credit Card issued by Bank of America (BOA)
• Widely accepted by vendors who support VISA Card
purchases.
• Simplifies the procurement and payment processes for
low dollar, high volume business commodities
• Maintains accountability while reducing the cycle time
and administrative burden of procurement procedures
–
–
–
–
Purchase requisitions/orders
Direct pay requests
Expense reimbursements
Facilitates procurement from vendors that do not accept
purchase orders
• Enables streamlining of business travel processes
2
UNC Charlotte Purchasing Card
Benefits to the Cardholder
• Eliminates the need to use personal funds and obtain
reimbursements.
• Provides convenience, security, and flexibility to make
small dollar purchases.
• Empowers cardholders with choices and immediate
access to goods.
Benefits to UNC Charlotte
• Significant cost savings in the purchase-to-pay cycle.
• Increased expense analysis power.
3
Who's who . . .
•
•
•
•
Program Administrator
Department Head
Card holder / Reconciler
Department Approver
4
How do I get a card?
• Step 1 – Fill out the application and the Purchasing Card
Agreement
– Materials Management, Purchasing, Purchasing Card
Program
• Step 2 – Attend mandatory training
• Step 3 – Receive your card
5
Limits and Restrictions
•
•
•
•
Single purchase limit $2,500
Daily limit $5,000
Monthly limit $25,000
Splitting of purchases to circumvent spending and
bidding limits is not allowed
• Merchandising Category Codes (MCCs) are blocked
to restrict unauthorized purchases
6
Monthly Reconciliation Package
• Occurs at the end of each billing cycle (7th)
• Includes
– Monthly statement
– Receipts
– Support documentation if needed (e.g. Travel
Authorization)
• Reviewed by the Departmental Approver
• Submitted to the Purchasing Card Administrator
• Will be reviewed/archived by Travel & Complex
Payments department
7
8
• Program participants will be provided training:
– Purchasing and purchasing card basics
– Works online system
• View transactions
• Assign fund(s) and account(s) to each transaction
• Add remarks as needed
– Reconciliation process
• Works is accessible from any internet-enabled computer
and has excellent reporting tools.
9
Travel Processes
• Travel authorization process resides in the department
• Upon departmental and special fund approval, a
department card should be used to make all possible
travel prepayments (e.g. airfare, registration)
• Original or online receipts retained with the purchasing
card packet
• Total trip expenses, including prepayments, documented
on the Travel Reimbursement
• Travel Reimbursement routed to the Travel & Complex
Payments department for final review, approval and
archiving
10
Important Contact Information
For additional information about he UNC Charlotte Purchasing
Card Program, please contact our Purchasing Card
Administrator:
Germaine Chisholm
Phone:
704-687-5435
Email:
[email protected]
11