Transcript TTHHSC PURCHASING CARD PROGRAM

TTUHSC
PURCHASING
CARD PROGRAM
Purpose of Presentation
Program Overview
 Responsibilities of Cardholder
 Policies of Purchasing Card
Program
 Recordkeeping
 Reviews
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Program Overview
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Utilizes a MasterCard credit card
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Issued by the State of Texas
Allows users to purchase directly from vendors
Allows for single purchases up to $5000 and
monthly card limit based on estimated usage
Prohibits some items and merchants
Transactions managed online with Pathway Net
Requires Training
Personal Responsibility
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Proper use and protection of card
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Verify proper recording of transactions to
Banner FOAPs
Abuse results in disciplinary action
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Use only for official TTUHSC allowed purchases
Keep in locked drawer or safe place
Liable for unauthorized purchases
Possible termination of employment
No personal credit check
Personal Responsibility (Cont.)
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Report lost or stolen card immediately
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Inform JPMorgan
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Inform TTUHSC Purchasing Card Coordinator
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MasterCard Hotline (800)890-0669
Lindsey Myers (806)743-7826 ext 230
JPMorgan is 100% liable for fraudulent use
after card is reported lost or stolen
Obtaining a Purchasing Card
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Complete Purchasing Card Application and
Agreement Form
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Complete required training module and
questionnaire
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http://www.fiscal.ttuhsc.edu/busserv/pcard/forms.aspx
http://www.fiscal.ttuhsc.edu/busserv/pcard/
Return questionnaire to Payment Services, MS 6283
Contact Purchasing Card Program Coordinator for
additional questions
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Lindsey Myers at [email protected] or (806)7437826, ext 230
Upon Receipt of Purchasing Card
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Card must be activated
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See strip on card for instructions
Purchasing Guidelines
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Compliance
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State of Texas Policies
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http://www.fiscal.ttuhsc.edu/purchasing/manual/
TTUHSC Policies & Procedures
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HSC OP 72.15 Purchasing Card Program
 http://www.ttuhsc.edu/hsc/op/OP72/
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HSC OP 72.03 Direct Pay Expenditures
 http://www.ttuhsc.edu/hsc/op/OP72/
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HSC OP 72.01 Purchasing Supplies, Equipment &
Services
 http://www.ttuhsc.edu/hsc/op/OP72/
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Departmental Rules
Purchasing Card VS. Purchase Order
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Use Purchasing Card
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If item not available through a contracted supplier
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Allowed purchases of $5,000 or less
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Office Supply, Medical Supply and Pharmaceutical purchases must have
deviation approval from Purchasing before Purchasing item
Must use purchasing card
Use Purchase Order
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Allowed purchases of greater than $5,000
If vendor does not accept purchasing card
Contracts
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Summus/Staples – Office Supplies – Online Ordering & Automated PO
Cardinal – Medical Supplies & Pharmaceuticals - Online Ordering & Automated
PO
Fisher – Lab Supplies – Online Ordering & Automated PO
Dell – Computer Equipment
Allowed P-Card Purchases
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Supplies (If not available through a contracted
supplier)
Books & Subscriptions
Conference Registration
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Flowers
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Must use P-Card
Official TTUHSC functions
Employee and immediate family only
No substitution for this type of purchase
Prohibited on state accounts
Allowed Purchases (Cont.)
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Food & Entertainment
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Must be documented by one of the
following:
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Direct Pay http://directpay.texastech.edu
Food & Entertainment Information Form
http://www.fiscal.ttuhsc.edu/busserv/pcard/forms.aspx
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Include Event ID or form in documentation
Prohibited on state accounts
Allowed Purchases (Cont.)
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Hand Held Computer Devices,
Books, Equipment, Supplies, etc.
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Items are property of TTUHSC
An “Ownership Certification” Form is
required that certifies that user has been
informed that the item remains the
property of TTUHSC should be attached
as supporting documentation
http://www.ttuhsc.edu/hsc/op/OP72/o
p7203g.pdf
Prohibited Purchases
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HSC OP 72.15 Purchasing Card Program Item
2.b.
http://www.ttuhsc.edu/hsc/op/OP72/
Controlled Assets > $500 (Shipping included)
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At any cost – Hand guns, rifles, machine guns, etc.
With a cost between $500 and $4,999.99 – Fax
machines, sound systems, cameras, printers, TVs,
video equipment, computers (including peripherals),
etc.
Consulting & Professional Services
Temporary Personnel
Prohibited Purchases
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Lease or Rental of Space
Office Supplies
 Required use of Institutional Suppliers
Cellular Phones, Services & Air Time
 HSC OP 72.03 Direct Pay Expenditures
http://www.ttuhsc.edu/hsc/op/OP72/
Computer Hardware, Peripherals & Software if
total invoice >$500
Gifts, Donations, Contributions & Sponsorships
Prohibited Purchases (Cont.)
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Malpractice Insurance – School of
Medicine
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Medical Supplies & Pharmaceuticals
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For State Accounts
Required Use of Institutional Suppliers
Medical Licenses for states other than
the State of Texas
Memberships Dues
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For State Accounts
Prohibited Purchases (Cont.)
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Awards and Prizes
Internet Provider Services
Patient/Study Participant
PayPal Services
Phone Cards
Tech Express Cards
Travel Related Purchases
Prohibited State Purchases
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Alcoholic Beverages
Food and Entertainment
Flowers
Malpractice Insurance
Promotional Items
Membership Dues
Funds 10XXXX, 11XXXX
and 12XXXX
Prohibited Merchant
Types
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Financial Institutions – Manual Cash Disbursements
Furriers & Fur Shops
Internet Service Providers - For offsite access while
on travel status see page 9 of HSC OP 72.03
http://www.ttuhsc.edu/hsc/op/OP72/
Jewelry Stores
Office Supply Stores
Package Stores, Bars, Taverns & Night Clubs
Travel Agencies, Hotels & Hotel Complex
Restaurants, Airlines & Rental Car Agencies
Placing an Order with a P-Card
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Ordering Methods
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Itemized Invoices Required
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Telephone
Fax
Internet (Print screen for proof of purchase for documentation)
Ask vendor for an itemized invoice
Sales tax (State of Texas) on an invoice must be
credited by the vendor or personally reimbursed
to TTUHSC.
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Tax Exemption Forms are available at:
http://www.fiscal.ttuhsc.edu/busserv/ap/collateral/Texas%20
Sales%20Tax%20Exempt%20Letter.pdf
Placing an Order (Cont.)
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Departmental Reference Number
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Request vendor to use the form “CCStop _ _ _ _
Last Name” for the reference number
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CC means Credit Card
Stop _ _ _ _ is the departmental mail stop
 Or RM _ _ _ _ for Amarillo, El Paso or Odessa
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Last Name is the credit card holder’s last name
Placing an Order (Cont.)
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Ship to Address
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TTUHSC
ATTN: CCStop _ _ _ _ Last Name
3601 4th Street, Stop _ _ _ _
Lubbock, Texas 79430
For Regional Centers
Use Address and Room # instead of Stop #
Transaction Log
http://www.fiscal.ttuhsc.edu/busserv/pcard/forms.aspx
Available, but not required
If log is maintained - required information:
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Credit Card Number
Card Holder’s Name
Banner Default FOP
Transaction Date
Merchant Name
Amount
Must be entered in log in the same order as the Credit Card
Statement
Credits or returns must also be logged and included in
documentation
If Transaction Log is not used, each receipt or invoice
must reflect the required information to support the
purchase as a legitimate state expense
Supporting Documentation
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All forms of supporting documentation
must be included
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Cash Register Receipts, Credit Card
Receipts, Paid Invoices or Packing Slips
Meeting Agenda and List of Attendees
Food & Entertainment Attachment
Credits and returns
Screen Print of Internet Order
Supporting Documentation (Cont.)
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Required Information on Invoice or Receipt
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Last four numbers of the credit card
Date
Merchant Name
Amount
Sales Tax (If applicable)
Tape small receipts on documentation form
or blank sheet of paper
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Do not place tape on top of any of the above
information
Additional Documentation
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Flowers
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If official function
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Date and time
If illness or death
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Name of employee
Name of employee’s immediate family
member and relationship to employee
Additional Documentation (Cont.)
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Hazardous Materials
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Fill out the online
Materials Ordering Form
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http://www.ttuhsc.edu/ad
min/safety/
Attach approved form to
documentation
Food and
Entertainment
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Not allowed on State Funds
Permitted on Local Funds unless restricted
by account
Must establish business purpose
Proper documentation is required
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Must include an Event ID or Food & Entertainment
Information Form
Food & Entertainment
Documentation
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Follow IRS guidelines
Documentation for:
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Amount
Time, place and description of entertainment
Business purpose and benefit to TTUHSC and
the State of Texas
Business relationship of person(s) entertained
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Name, title and occupation
Include Event ID form from Direct Pay System
Missing Receipts
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Cardholder must attempt to get a copy of the
original documentation
If unsuccessful
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Three attempts to get copy must be documented
Missing Receipts Form must be completed
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http://www.fiscal.ttuhsc.edu/busserv/pcard/forms.aspx
Account Manager/Supervisor signature required
Keep form with other documentation
Missing receipts should be a rare occurrence and
will be carefully scrutinized in reviews
Monthly Statement
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Bank sends statement to cardholder or cardholder can
download from Pathway Net
Lists all transactions
Cardholder must verify that all transactions are legitimate
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Match each transaction on statement to your receipts
Match credit card statement to your Cognos Operating
Transaction reports
Place receipts and any other required documentation behind your
statement
Receipts and required documentation must be in the same order
as transactions appear on the credit card statement
Statement must be signed by cardholder and account
manager, supervisor or department administrator every
month
Monthly Statement (Cont.)
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HSC Payment Services will pay the bill then the
transactions will be expensed to your
departmental account
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Transactions are reflected in your Cognos
Operating Transaction reports
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Transaction ID - CHXXXXXX
Transaction description – statement date, first six
letters of the cardholder’s name and merchant
name
All transaction lines for each cardholder added
together should equal the statement total
Adjustments
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Pathway Net http://www.fiscal.ttuhsc.edu/busserv/pcard/
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Re-allocate transactions for current month to Banner FOAP
if different than defaults
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If you re-allocate a transaction, note the new information on
the actual receipts for ease in transaction identification
Transaction shows up in Pathway Net two to three
business days after purchase
Can avoid Cost Transfer if reallocated before statement
close date
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Close date for statements to load to Banner is 10 - 14
calendar days after the fifth of the month following the
purchases
Adjustments to a Prior Month
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Should be a rare occurrence due to the ability to reallocate transactions in Pathway Net before
statement close date
Submit a Cost Transfer Form to Accounting
Services MS 6274 for approval
Account Manager signature is required
Reference document number that recorded original
transaction and attach a copy of the Cognos
Operation Transactions report showing the expense
Time limit of 60 days after original transaction
Disputed Items
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Call vendor first – resolve with them
If item not resolved with vendor, call JPMorgan – they
will set up a conference call to resolve the dispute
 (888)297-0768
If dispute is not resolved, flag the transaction in
Pathway Net, complete and print the online form in
Pathway Net and fax to JPMorgan (847)931-8861 and
TTUHSC Payment Services (806)743-7826
File Dispute Form with your documentation for that
month and notify your account manager
Purchasing Card Cancellation
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Cut card in half and return it to the
Purchasing Card Coordinator
Send a written card cancellation
request to the Purchasing Card
Coordinator
Terminated Employees
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Account Manager has the obligation to reclaim the
card from the terminated employee
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Fraudulent charges incurred between employee
termination date and card cancellation date do not have
liability coverage
Call Purchasing Card Coordinator within two
days:
Lindsey Myers (806)743-7826, ext 230
or email at [email protected]
Card must be returned with the transaction
documentation since the last review date to the
Purchasing Card Coordinator
Record Keeping
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Simple system
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3-Ring binder
File Folder
One binder or folder for each card identified
by cardholder name or last four digits of the
card
Monthly tabs
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Statement
Transaction Log if maintained
Receipts, along with all supporting
documentation, in same order as transactions
on statement
Records Retention Period
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Standard Retention Period
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Grant & Contract Accounts
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Current year plus 3 previous fiscal years
Life of Grant or Contract, plus 3 years
Terminated employees
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Must be reviewed as soon as card is
cancelled
Standard retention period
Reviews and Spot Checks
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Spot Checks
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Reviews
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Previous day’s transactions reviewed daily
Transactions Logs or required documentation
Supporting invoices and receipts
Required signatures on statements
Compliance with policies and rules
Report of Findings
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Emailed notice to cardholder
Emailed notice to account manager if in noncompliance
Procurement Card Contacts
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Program Coordinator
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Lindsey Myers
Email: [email protected]
Phone: (806)743-7826, ext 230
Fax: (806)743-7847
MS: 6283
Director of Payment Services
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Celeste Kulinski
Email: [email protected]
Phone: (806)743-7826, ext 231
Procurement Card Contacts (Cont.)
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Director of Purchasing
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Don Sarchet
Email: [email protected]
Phone: (806)743-2190
JPMorgan
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Customer Service
Phone: (800)890-0669
Purchasing Card Application and
Training Questionnaire
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Go to the Purchasing Card site and click on “Forms”
http://www.fiscal.ttuhsc.edu/busserv/pcard/
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Applications
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Training Questionnaire:
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Select “Purchasing Card Application and Agreement”
Print and complete the form including all cardholder information, default
FOP and Account Manager signature
Select “Purchasing Card Training Questionnaire”
Print and complete the quiz with signature on second page
Completed forms should be mailed to Payment Services,
MS 6283
All forms will be processed by the Program Coordinator
If a card is requested it will be available in about two weeks