Transcript 11/6/2015 Purchasing Card (Pcard) Process Definitions  Business Manager Responsibilities  Documentation  Authorized Purchases  Unauthorized Purchases  Exceptions  Contact Information  11/6/2015

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11/6/2015
Purchasing Card (Pcard) Process
Definitions
 Business Manager Responsibilities
 Documentation
 Authorized Purchases
 Unauthorized Purchases
 Exceptions
 Contact Information
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Purchasing Card (Pcard): MasterCard issued to individual PSU
employee from which transactions are automatically charged to
PSU departmental budget. (NOTE: May be “Regular "or “Group
Air” Pcard or Convenience Checks)
Cardholder: PSU employee who is issued a Pcard.
Account Manager: Employee designated to collect supporting
documentation (a.k.a. “receipts” or “backup”) from cardholders,
provide proper accounting for transactions and review
cardholder transactions for compliance with policies and
procedures. Also – make accounting changes in Banner.
Cardholder/Account Manager: Cardholder who is ALSO their
own Account Manager (generally in small departments).
Business Manager: Individual with budgetary authority in a
department who oversees a Cardholder/Account Manager
and/or Account Manager for compliance with policies and
procedures.
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On a Weekly basis the Business Manager will:
Review Business Manager statement (sent via E-mail).
Request any and all supporting documentation from
the Cardholder/Account Manager.
 Review all documentation/receipts for the following
› Appropriate purchase for the department
› Clear & concise description of who it is for; what it is
(layman’s terms); when purchased; and where it
will be used; and why (the 5 Ws)
› Clearly stated business purpose for the purchase
 If any documentation is missing, not clear, or
incomplete, make a note on the Statement. Also ask
Cardholder/Account Manager to complete and
follow-up during next weekly review.
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(continued)
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To determine propriety of purchase ask
yourself:
Is this item essential to carry out the mission
of our department?
 Is this an appropriate, or an excessive
amount of supplies?
 Could this purchase be viewed as “of a
personal nature” and therefore should be
bought with personal funds?
 Would the students, public, and/or local
media think this is a good use of their funds?
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(continued)
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On a Monthly basis the Dept. Business Manager will:
Request a printed copy of Cardholder monthly Email statement with attached
documentation/receipts from Account
Manager/Cardholder.
 Compare Business Manager statement with
Cardholder statement to ensure they are the same.
 When statement is complete and all charges
deemed appropriate, initial and date Cardholder’s
statement.
 If any questions on purchases or procedures
contact the Campus Card Administrator
immediately.
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Program Advertising (No “Help Wanted” – must go through HR)
Conference & Registration Fees
Dept. Library Acquisitions – includes books, videos, cds, etc
Membership Dues & Fees – institutional or departmental only -
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Enterprise Rentals or Merchants Van and Truck rentals
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Postage
Printing & Copying
Rentals (with no intent of eventual purchase)
Subscriptions
SUPPLIES – includes supplies needed for maintenance & repairs.
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excludes personal memberships.
(only rental agencies allowed because of the USNH contract)
Office supplies should all be purchased from OfficeMax our
contracted supplier.
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•
Advertising (help
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Alcohol
Automotive Repairs
Awards, Gifts, Prizes
Cash Advances
Construction or
Renovation
Consulting Services
Donations
Entertainment &
Hospitality
Equipment
Flowers
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Gasoline
Hazardous
Materials
Lease or Rentals
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Meals
Personal items
Services - including
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Telephone
equipment
Travel & Related
Expenses
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wanted)
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(real property & lease purchases)
maintenance & repairs
Purchase from an
Employee or where a
conflict of interest
exists.
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Exceptions may be granted for items that are
generally used as supplies for one department,
but would not be appropriate for other
departments – something which is essential to
their mission.
Exceptions are requested and handled by the
Cardholder/Account Manager – who must copy
the Business Manager (Dept. Chair) on the
exception request to the Campus Card
Administrator
Approvals for any exceptions granted should be
printed & kept with statements (if general keep in
front of folder; if transaction specific keep with
that transaction). The Business Manager should
look for these during their review process.
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Sample Business Manager Statement
Subject:
Monthly PCard Statement (01/01/2012 – 01/31/2012)
Date:
Tue, 1 Jan 2012 07:57:40 -0500
From:
BANNER PCard <[email protected]>
To:
[email protected]>
Business Manager: Barbara Fahey
[email protected]
###################################################################
#########
Account Manager: Mary-Ellen Godville
Email: [email protected]
###################################################################
#########
============================================================================
Credit Card No: **********123456
Cardholder Name: Mary-Ellen Godville
============================================================================
(continued)
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Invoice Date
Bank Date
Invoice Num Vendor Name
Sweep Date
Transaction +Charge/
Amount
-Credit
Seq Num Fund Orgn Acct Prog Actv Line Amount
---------------------------------------------------------------------------01/01/2012
01/11/2012
01/13/2012
S0142629
1
USPS 3248030264
6U0000 PFBS01 714030 020
4.76
+
4.76
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Subject: Daily PCard Notice 01/01/2012
Date: Mon, 01 Jan 2012 08:37:29 -0500
From: BANNER PCard <[email protected]>
To: [email protected] >
Business Manager: Barbara Fahey
[email protected]
###########################################################################
#
Account Manager: Mary-Ellen Godville
Email: [email protected]
###########################################################################
#
============================================================================
Credit Card No: **********1234
Cardholder Name: Mary-Ellen Godville
============================================================================
Invoice Date
Bank Date
Sweep Date
Invoice Num Vendor Name
Transaction +Charge/
Amount
-Credit
Seq Num Fund Orgn Acct Prog Actv Line Amount
---------------------------------------------------------------------------01/01/2012
01/13/2012
01/20/2012
USPS 3248030264
4.76 +
1
6U0000 PFBS01 714000 020
4.76
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Mary-Ellen Godville, Campus Card
Administrator and Travel Manager
 Ext. 5-2252
 [email protected]
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