Transcript P-Card Program Overview

Department of Medicine
P-Card Program Overview
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Define the P-Card & its purpose
Summarize personnel responsibilities
Review WORKs procedures
Provide DOM cardholders and liaisons
with updated P-Card information
What is a P-Card?
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It is a Visa credit card issued from Bank of America
It is issued to a specific employee
It is to be used for official MUSC business only
It is fast and flexible purchasing for authorized items
under $2,500
Authorized v Non Authorized
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Purchases UNDER $2,500
Memberships (see exceptions)
Airline tix (for non-employees as long as
direct benefit to MUSC)
Advertising
Registration fees
Radioactive substances (with prior approval
from Radiation Safety)
Computers, parts, equipment, accessories (if
Apple product, always get approval from
Vertelle Seabrook in Purchasing prior to
purchase and note in internal notes section
in UMS)
Computer Software through Compusult
(always get prior approval for computer
software from Vertelle Seabrook in
Purchasing prior to purchase – especially if
license/maintenance involved & note in
internal Notes section in UMS)
Books
Lab supplies
Postage / Stamps
Temp employment agencies
Freight/express/delivery
Office supplies
Office furniture
Lab coats (w/o personal embroidery)
Use vendors on contract whenever possible
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Purchases OVER $2,500
Memberships/dues - especially for
organizations that are political Action
Committees or that function as
Charitable Organization (Ex: SCMAMEDPAC)
Hotel room charges
Maintenance agreements (written-signed
contracts)
Lease agreements (contracts)
Microwaves, refrig., freezers - unless
specified for patient care or research
Consultants
Employee meals
Entertainment; meals, florists
Telephone, cell phones
Individual professional licenses – except
SC Medical License & SC DHEC License
1099 reportable – purchase of individual
services
Personal charges (gifts, plaques,
embroidry, etc)
Authorized Items:
Guidelines for Memberships
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Must be a direct benefit to MUSC
Must be institutional not individual
Must relate specifically to an employee’s job or function
Memberships with subscriptions are allowable if both
benefit MUSC and subscription is kept in a departmental
library
• Memberships to SC Medical Association or American
Medical Association is permitted for students only (no
faculty)
• Memberships to charitable organizations is strictly
prohibited
Authorized Items:
Guidelines for Radioactive Materials
• Radioactive materials (substances) may be purchased
with the P-Card only if approved by Radiation Safety
prior to purchase.
Key Players
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Cardholder
Department Liaison
Department Manager
P Card Program Administrator
Cardholder
• Must be employee of MUSC (or affiliate;i.e. UMA)
• Department Head must approve employee as cardholder
• P-Card request forms must be completed and submitted
to P-Card Administrator for approval
• Attend training
• Be knowledgeable of authorized and unauthorized Pcard purchases
Cardholder Responsibilities
1. Review procurement request to determine if Pcard allowable. If allowable, then…
2. Enter information in UMS’ procurement screen.
This is important because
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UMS will know if there is sufficient funds to pay for this P-Card
request
UMS will provide a document control/reference number.
This is important as it will tie your P-Card purchase to a
SmartStream transaction (important for reconciliations)
Print the UMS document control/reference number form
3. Place order to vendor
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Give vendor the document control/reference number from UMS form.
This will be like a PO and will be helpful in identifying specific purchases
Cardholder Responsibilities, CONTD
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Print a copy of UMS voucher
Give Liaison a copy of the UMS voucher
Receive the item(s)
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Attach the invoice, packing slips, and any other paperwork to UMS
voucher. Sign and date the voucher indicating receipt of items
- Give the paperwork (UMS voucher w/ all attachments) to Liaison
- Note: One transaction may contain 10 items. The vendor could possibly
ship each item individually meaning there could be 10 receipts/packing slips.
All must be given to liaison.
7. Ensure proficient knowledge of P-Card policies and
procedures as violations can result in loss of privileges
Examples of Cardholder Violations
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Purchase of alcohol
Split a purchase to circumvent the $2,500 limit
Use another cardholder’s card
Provide your card to another person for use
Purchase of personal items
Continuous purchase of unauthorized items
Failure to provide liaison with required documents
Action Taken for Violations
Violation 1:
Notification of infraction sent to cardholder,
liaison, dept. manager, and department
compliance file.
Violation 2:
Meet w/ P-Card Administrator. Receive
additional training. Notification will be sent to
cardholder, liaison, dept manager, and
department compliance file.
Violation 3:
Termination of P-Card rights for the cardholder,
liaison, and potentially the department.
*If the infraction is deemed to be deliberate, fraudulent, or illegal, then card
will be immediately terminated, and cardholder/liaison/and potentially department
will lose P-Card privileges. This can occur for any violation depending upon the
severity.
Liaison
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Be appointed by Department Administrator
Attend training
Be knowledgeable of P-Card policies & WORKs procedures
Be organized
Maintain filing system for P-Card transactions
Liaison Responsibilities
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Maintain proficient knowledge of P-card policies,
procedures, and allowable/unallowable charges;
Retain organized filing system of all UMS forms, receipts,
packing slips and bank statements;
Allocate P-card transactions in WORKs
Update P-card Administrator (Sarah Wall):
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new UDAKs
change in default UDAK
lost/stolen card
terminated cardholders
Liaison Responsibilities, CONTD
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Obtain department administrator signoff on transactions if
cardholder serves as own liaison
Match all transactions w/ receipts, packing slips, etc to the
bank statement
Sign bank statement verifying that statements match
attached paperwork.
WORKs
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Allocate each transaction from default UDAK to correct
UDAK
Enter UMS reference # (this is necessary and important
for UMS reconciliation purposes)
Identify those transactions that require sales tax
Identify and resolve any disputed transactions
Report any questionable transactions to Department
Manager
Department Manager Responsibilities
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Oversee the P-card program for the department
Establish and maintain departmental policies and
procedures that are in-line to the institution’s
Establish best practices for:
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WORKs
filing system (hard copy and/or electronic)
Disputes
UMS reconciling
Communicates user requests to university officials
Conducts monthly internal audits of P-card transactions
Report any unallowable/unauthorized purchases to
Internal Audit and Program Administrator
Notify and counsel cardholders and liaisons of any
violations or fraudulent activity associated w/ the P-card.
http://academicdepartments.musc.edu/vpfa/finance/purchasingap/pcard/Index.htm
Keys to Success
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Be proficient in the institutional P-Card policy
Know and practice DOM procedures (that are in line w/ MUSC)
Understand your role
Act responsibly
Communicate with other P-Card Players
Ask questions