Transcript Document

Department of Community
Affairs
P-Card Training
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Introduction
The objective of this training class is to
educate the cardholders on the proper
usage of the State Purchasing Card.
 A question and answer session will follow
the presentation. So please make sure to
write your questions down as we go.
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Agenda
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The topics that will be covered are:
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General information
Allowed P-Card purchases
Receipt Requirements
Disallowed P-Card purchases
Timeframes
Required paperwork and forms
Penalties for Improper Use
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General Information
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You have been offered a P-Card to be used to help with
the cost of traveling for the state.
The P-Card is to be used only for legitimate authorized
state business trips.
Since you have been offered a P-Card you are no longer
eligible for any travel advances or use of DCA’s Central
Billing Accounts with Alpha or Avis.
Any outstanding advances must be resolved before a PCard will be issued to you.
You must keep the original receipts of every charge made
to the P-Card in order to provide the required
accountability.
Every receipt must be legible in order to audit and
process the charges.
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Allowed P-Card Purchases
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Hotel Room Charges – You may only charge the cost of the room
and mandatory hotel parking to your P-Card.
When checking into the hotel, ask for tax exemption. The tax
exemption number is on the front of your P-Card.
Also ask that your room charge and mandatory parking (if any) be
put on a separate account from any other charges (non-mandatory
valet parking, room service, phone charges, internet charges, hotel
restaurant charges, safe charges, or movies)
The non-mandatory charges must be charged to your personal card or
paid with cash.
If you are going to stay in the hotel room for an extended period of
time (two weeks, a month, or longer) find out when the hotel will
charge your card.
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Allowed P-Card Purchases
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When checking out, LOOK AT YOUR RECEIPT to
verify that the hotel has charged you properly.
Verify that the hotel charged only the room and
mandatory parking to your P-Card.
If the hotel has charged your P-Card incorrectly, DO
NOT LEAVE until they have issued a credit to your PCard.
Get the original receipt with the invalid charges and the
original credit receipt from the hotel, as well as the
revised, correct receipt.
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Allowed P-Card Purchases
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There are only two types of parking that are
allowed to be charged to your P-Card.
Mandatory parking at hotels and airport parking
VALET PARKING is not allowed
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Allowable P-Card Charges
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Airfare Charges – It is your responsibility to find the most
economical fare possible.
If you have previously used our Central Billing Account with Alpha
to make your airfare arrangements be sure to tell them to change
your ID in their system and not charge our billing account. The
charges instead should be placed on your P-Card.
If you book your flight over the phone or on-line, make sure to get a
print out of your confirmation and receipt.
All receipts must clearly reflect a description of the goods and
services acquired and the merchant/vendor providing such.
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Allowable P-Card Purchases
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Avis Car Rentals – If you have previously rented a car on our Avis
central billing account, be sure to tell them to change your Wizard ID
and not charge our central billing account. Instead, all charges
should be placed on your P-Card.
Make sure to rent the Class B compact car for $ 26.58 per day.
If a larger car is needed, you must have pre-approval from your
supervisor.
Written justification for a vehicle above Class B is required when
your receipt is submitted for processing.
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Allowable P-Card Purchases
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Gasoline for Avis Car Rental ONLY –The P-Card for may be used
for gas purchases only for Avis Car Rentals, while on official state
business.
If you use a state owned car, you must use the state gas card assigned
to that car and not your p-card.
If you use a personal vehicle, you will be reimbursed at the state rate
of 44.5 cents per mile for mileage.
The receipt for gas purchases must show vendor name, price per
gallon, total gallons, and total amount of gas purchased.
Try to use well known companies such as BP, Chevron or Shell.
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Allowable P-Card Purchases
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If the vendor machine does not provide a receipt, you
must obtain a receipt from the store clerk or write your
own receipt
The hand written copy must show vendor name, price per
gallon, total gallons, and total amount of gas purchased.
Do not tape over or highlight the receipt because this will
make the ink disappear.
It is your responsibility to ensure that all receipts are
legible for auditing.
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Allowable P-Card Purchases
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Registration Fees for Conferences or Conventions –
These charges must be pre-approved through the correct
approval process from your division; an approved TAR is
required as backup documentation.
Some Conference Businesses are set up with a merchant
code that will not allow your P-Card to be charged. If
this happens, you must call the P-Card Administrator for
further direction.
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Receipt Requirements
Receipt must clearly reflect description of
goods or services acquired, number of
units and cost per unit.
 When the vendor uses a statement/invoice
as a receipt, it must provide the same info
as a receipt, clearly indicate a “0” balance
and reference as a VISA payment.
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Receipt Requirements
All receipts must be signed and dated by
the cardholder to indicate the receipt,
inspection and acceptance of the goods or
services (per Section 215.422, F.S.)
 Acronyms and non-standard abbreviations
for programs or organizational units within
an agency should not be used in the
supporting documentation unless an
explanation is also included.
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Disallowed P-Card Purchases
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NO MEALS
NO ROOM SERVICE
NO MOVIES
NO LAUNDRY
NO GIFTS
NO INTERNET OR TELEPHONE CHARGES. NO TOLLS or
Associated Fees
NO MAPS
NO SUPPLIES
ABOSOLUTELY NO PERSONAL ITEMS OR USAGE
NO FUEL, except for a rental vehicle in your name for official
state business
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Timeframes
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A signed TAR and the receipts must be sent to
your administrative coordinator within two
business days. Original receipts must be sent to
your administrator for reconciliation of P-Card
accounts.
The clock starts when your card is charged. The
clock does not stop for disasters.
DFS and Bank of America have very strict
timeframes for the processing of P-Card charges.
The total approval process takes eight days from
start to finish. Timely compliance at each level of
the approval process is very important.
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Timeframes
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If an erroneous or disputed charge appears on
your card, the cardholder must contact the vendor
immediately to request they issue a credit to
your P-Card.
If the vendor refuses to issue a credit, contact
your P-Card Administrator to dispute the charge.
We have sixty calendar days from the date of
purchase to dispute a charge with the bank.
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Timeframes
It is responsibility of the cardholder to
monitor the charges on their P-Card and
dispute them as soon as possible, if
necessary.
 If a P-Card charge is determined to be
invalid, the cardholder will be required to
reimburse the state.
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Required Paperwork and Forms
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Complete an application for a P-Card.
Application approved by your supervisor and given to
your Accounting Liaison.
Application is then submitted to the DCA Purchasing
Administrator for submission to the bank.
Purchasing will usually receive your card within a week.
You will receive the P-Card, a laminated card (Allowed/
Un-Allowed Use), an acceptance form, and a cardholder
manual.
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Required Paperwork and Forms
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Keep the laminated card with your P-Card for
quick reference.
Read the entire cardholder manual upon receipt.
The manual provides a lot of useful information
and guidelines.
You must complete the acceptance form the day
you receive your P-Card and send it to
Purchasing.
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Required Paperwork and Forms
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When using your P-Card for travel, record these
transactions on the P-Card Travel Reimbursement Form.
All charges must be listed individually in the appropriate
columns on the front and the back.
Your division liaison will show you how to properly fill
out your P-Card Travel Reimbursement Form.
You have the option to decline or accept the P-Card.
If you decline the card, then you will not be eligible for
any travel advances or charging to DCA’s central billing
accounts.
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Penalties for Improper Use
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As the cardholder you are responsible for the
proper use of the P-Card in accordance with state
law and agency policies and procedures.
Unauthorized/Invalid charges must be
reimbursed to the state.
Misuse of the P-Card may result in suspension of
the card and possible disciplinary action
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Penalties for Improper Use
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If P-Card is revoked, the employee will be
responsible for paying all travel expenses out of
pocket.
The employee will not be eligible for advances or
use of agency central billing accounts.
Responsible use of the card is imperative as the
cardholder will be made accountable.
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The P-Card is a great tool . . .
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When used properly!
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Questions and Answers
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Any questions?
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