Transcript State of Oklahoma OMES SWC 200 State P-Card  The State of Oklahoma P-Card is a Visa Purchasing Card issued by the Bank of.

State of Oklahoma
OMES
SWC 200
State P-Card
 The State of Oklahoma P-Card is a Visa Purchasing Card issued
by the Bank of America (BOA), corporate liability card
 The BOA P-Card contract is administered by OMES Central
Purchasing Division (SW200)
 There are no fees associated with the program
 Zero liability for unauthorized charges or for lost/stolen cards
(Bank must be notified within 24 hours)
 The terms of the Statewide Contract allow Higher Education
and Political Subdivisions to participate in the program
 It is the only credit card authorized by the State of Oklahoma
Conditions of Participation
• State Entity’s P-Card Procedures must be included in Entity’s
Internal Purchasing procedures
– Must designate where P-Card transaction documentation is securely
retained
• Revised Internal Purchasing Procedures must be submitted
to Central Purchasing within six (6) months of completing PCard implementation
• Agencies should update their internal procedures every few
years.
• P-Card participants must be a full time or permanent part
time employee of a State Agency
– Cannot be a temporary or contract employee
P.O. vs. P-CARD
P.O. transaction
P-Card transaction
Savings
$91
$17
$74
*Based on the 2012 Purchasing Card Benchmark Survey results by RPMG Research Corporation
** Rounded transaction count; based on average monthly card spend of $1MM and, per the results, of the 2012 NAPCP poll,
average transaction size of $359 (based on 2,786 transactions).
• Provided to all
participants based on
– Total Dollar Spend
– Average Transaction Size
– Speed of Pay
• Divided among participants
based on agency spend. The
more you spend on the
p-card the bigger your
rebate check.
Implementation
• To Join the Program:
– Submit a request on entity letterhead, signed by the Entity’s Chief
Administrative Officer with approval by the board, to the State PCard Administrator via email or fax and include the Entity’s P-Card
Administrator name and contact information
– State P-Card Administrator will forward an “Implementation Actions”
worksheet advising the next steps
– State Entities new to the P-Card program must attend OMES P-Card
Voucher Training- Contact Patricia Garcia @ CORE/OMES
– [email protected]
– 405-521-4475 fax number
Maintenance
• Changing the Entity’s P-Card Administrator or Back-up:
– Submit a request on entity letterhead, signed by the Entity’s Chief
Administrative Officer, to the State P-Card Administrator via email or
fax advising of the changes
– Please do so in a timely manner so we can get this updated.
• Why do we keep a list? We want to know who to contact if we have an
announcement or issue. We let the bank know who the P-Card Admin and
Back-up are for security reasons.
The agency decides
who has a card and
who the approvers
are.
Executive Steering
Group
State Purchasing
Director
State P-Card
Administrator
Scott Schlotthauer
Tammy Howard
Agency
P-Card
Administrator
Agency
Approving Officials
P-Cardholders
P-Cardholders
Agency
Approving Officials
P-Cardholders
P-Cardholders
Procedures
• P-Card Procedures must be included in
Entity’s Internal Purchasing procedures
• Must designate where P-Card transaction documentation
is securely retained
• Procedures should be updated every few
years.
Encumbering Funds
• Purchase Order
– PO should have sufficient encumbrance to cover all transactions
prior to making the transaction (Encumbrance Law §62-34.62)
• Change Orders to amend the encumbrance may be processed as necessary
• A new PO should be issued each new fiscal year
– Establish a Purchase Order in PeopleSoft using:
•
•
•
•
•
•
•
Vendor ID - 0000001101
Vendor Location – 0002
Item Number – 1000010910
Category Number – 84141602 (defaults in with Item Number)
Set Matching to “No Match” (No 11 on header)
Account Number – 601100
Mark as “Amount Only”, Optional Receiving
SAFEGUARDS
• Agency appoints cardholders
• Training provided
• Set limits on each card
• Approving official review
• Tracks fraud and misuse data
Definitions
Cycle – means the period of time between billings; our cycle
closing date is the last business day of the month;
Low Dollar Acquisition – means an open market acquisition
that is fair and reasonable and does not exceed $5,000.00;
Merchant Category Code (MCC) – means a standard code the
credit card industry uses to categorize merchants based on
the type of goods or services provided by the merchant;
Merchant Category Code Group (MCCG) – means a defined
group of merchant category codes. MCCGs are used to
control whether or not P-Cardholders can make purchases
from particular types of merchants;
Definitions
Statewide Contract means a contract issued by OMES for
specific acquisitions for a specified period, with a provision
allowing the agencies and Political Subdivisions to place
orders as acquisitions are needed;
Transaction Documentation means all documents pertaining to
a transaction
ParticipantsEntity P-Card Administrator and Back-ups, Entity Approving
Officials and Back-ups (Must be one level above P-Cardholder)
P-Cardholders (Includes Lodging Only P-Cardholders)
Employee Agreement
• All participants must read and sign the
Purchase Card Employee Agreement.
• If participant holds multiple roles, separate agreements must be
completed for each role.
• State Entity P-Card Administrator is responsible for completing and
maintaining page 2 of the Agreement. This page includes your P-card limit
information.
• State Entity P-Card Administrator retains original and provides P-Card
participant with a copy.
• All P-Card participants must complete initial training conducted by Central
Purchasing;
• Refresher Training is required every 2 years, it is now available on Skillsoft
All purchases shall be made in accordance with State
statutes, rules, and these Procedures, which include but
may not be limited to:
Central Purchasing Act, 74 O.S. § 85.1 et seq.
State Travel Reimbursement Act, 74 O.S. § 500 et
seq.
OMES, Central Purchasing Codified Rules, OAC
580:16
Office of Management Enterprise Services (OMES)
State Travel Procedures
State Agency Internal Purchasing and P-Card
Procedures
Issuing the P-Card
• Once training is completed, the Entity P-Card Administrator
orders the card online
• P-Card Admin. must provide:
– Monthly credit limit;
– Single Transaction limit;
– MCCGs that are blocked
• Once P-Card is ordered, it is
– Delivered to the State P-Card Administrator
• Checked for accuracy
• Training is verified
– Forwarded to State Entity P-Card Administrator for distribution
– Must sign the Employee P-Card Agreement upon receipt of the P-Card (be
sure and get your copy)
Property of the State
• Corporate Liability card;
• Upon termination of employment with the state agency,
cardholder must surrender the card to the State Entity P-Card
Administrator prior to leaving;
• State Agency and State P-Card Administrator may also request
the cardholder to surrender the card;
• Upon surrendering of card; State Entity P-Card Administrator
shall document page 2 of the Employee P-Card Agreement
and destroy the card;
– State Entity P-Card Administrator shall also deactivate the card in
Works and delete the User information
Card Replacement
• Expired Cards
– BOA will automatically issue a replacement card prior to expiration
• Defective Cards
– Entity P-Card Administrator can order replacement cards online
• Cut expired, defective, or canceled cards through magnetic strip
and forward to Approving Official who forwards it to the Entity
P-Card Administrator for documentation and destruction.
Card Limits
There is no limit on the amount of a P-Card
transaction for the following:
Statewide Contract purchases
Regulated Utilities
Interagency Payments
Professional Services as defined in 18 O.S. § 803
For any other transaction with a state purchase
card, the transaction shall not exceed $5,000.00
Card
RoadSecurity
and Highway Contracts
•
•
•
•
P-Card is limited to person whose name is on the card;
Do not loan your card;
Do not use another person’s card;
If possible, file card in a secure, locked place when not in
use;
• Must return card to the Entity P-Card Administrator if you
leave employment
• Immediately report any lost, stolen or compromised cards to
BOA at (888) 449-2273; Entity is responsible for purchases on lost,
stolen or compromised P-Cards until BOA is notified
OpenBooks
– All transactions are listed on the State of Oklahoma Open Books
website, listing
• Cardholder’s last name, first initial
• Vendor
• Amount of transaction
Using the Card
 Purchases can only be made within your Single
Transaction Limit and Credit Limit assigned to your
card;
 Cardholder is responsible for reconciling all
transactions;
 P-Card is not intended to avoid or bypass
appropriate purchasing or payment procedures;
 P-Card is not for personal use
 P-Cardholder shall ensure prices paid are
fair and reasonable
Methods of Purchase
• Walk-In;
SW 690 – Road Oil
• Telephone;
SW 670 – Aggregate
SW 081 – Asphalt
• Internet
– Make certain internet site is a secure location, for
example:
• “s” on the end of https means it is a secure site; or
• Lockbox will appear on the site
Convenience Fee
Merchant must adhere to the following rules :
The fee:
•Must be disclosed to the customer as a charge
for the alternative payment channel convenience
•Is applied only to non face-to-face transactions
•Must be a flat or fixed amount, regardless of the
amount of payment due
•Is applied to all forms of payment products
accepted in the alternative payment channel
•Is included as part of the total transaction
amount
•Cannot be added to a recurring transaction
•Is assessed by the merchant that provides the
goods or services to the cardholder and not a
third party
Prohibited Purchases
Split Purchasing;
Entertainment;
Per diem food;
Cash or cash advances;
Purchase of goods or services for personal use or
not for official State use;
Any transaction or series of transactions exceeding
your P-Card limits;
Motor fuel and automotive general maintenance;
Automatic Drafts (we do not want them to have the card
# on file);
Gift Certificates except for employee recognition in
§74-4121
Receipts
• Itemized Receipt must be obtained for all
purchases
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–
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Vendor
Date of Purchase
Description
Unit price and quantity
Transaction total
• Sign each receipt and include with Statement at
end of cycle
Utility Bills
• P-Card may be used to pay utilities:
– Regulated Utilities:
• Unlimited Dollar Amount;
• Print page verifying it’s a regulated utility and file with statement;
– Non-Regulated Utilities:
• Yearly total must be less than $5,000;
– Identification of Regulated vs Non-Regulated Utilities
• Oklahoma Corporation Commission website – www.occ.state.ok.us
• Divisions > Public Utility then select the applicable utility
What happens if I am gone for a period of time
from work?
• The P-card Admin. can put your card in
“suspense” $0.00 while you are away.
• Your p-card transaction log must still be signed
and turned in at the end of the month.
• P-card holder is responsible for making sure
this is done.
Request for Exception
• A “Request for Exception” form can be completed requesting
to make a purchase contrary to the Procedures
– Found on the OMES website at www.OMES.ok.gov, Central Purchasing
> P-Card Information > P-Card Forms > Form 030
– Forward to the State P-Card Administrator by email or fax for approval
prior to making the purchase (if declined, cardholder will not be able
to make the purchase with the P-Card)
Construction & Properties (CAP)
• Is there a minimum dollar project amount where an
agency is not required to go through CAP to enter
into a contract and pay by P-Card?
– Yes, public construction contracts for less than Five
Thousand Dollars ($5,000.00) for minor maintenance or
minor repair work may be negotiated with a qualified
contractor by the agency. However, no work shall be
started until a written contract is executed and proof of
insurance has been provided by the contractor to the
awarding public agency.
IT & Telecom Purchases
• Agencies may purchase items under $5,000
without the prior approval of the ISD Business
Segment Director.
• The agency is to submit an ePro requisition with
an estimated amount of IT P-Card purchases for
FY-2014 to ISD Procurement.
• Each month, the agency is to print a RPT 170
report (Transaction Detail Data) from Works and
download it to an Excel spreadsheet and email it
to the OMES help desk.
Registration Payments
•
P-Card purchases are subject to OMES Procedures Manual, Section
319, Special Procedures, Chapter L., Advance Prepayments
• Can use P-Card for advance conference registration when:
– Discount is provided for paying in advance;
– Can substitute a participant;
– If event is canceled, cardholder receives a full refund
•
Registration fees for conferences, meetings, seminars, and similar
events whereby in special situations an organization requires
preregistration along with payment and by standard policy will not
accept a state purchase order/contract in lieu of payment,
documentation on the vendor's stationary describing this fact must
be sent together with the claim to OMES for consideration of
approval or disapproval.
Interagency Payments
 Interagency is defined according to 74 O.S. § 1003 (Interlocal Cooperation Act) and includes, but not limited to:
◦ Political subdivisions
◦ Federal Government
◦ Public Trusts
 Interagency payments between State Agencies, Universities,
and Colleges:
◦ Should be made by voucher, selecting the payment method “WIR”
◦ DCAR Newsletter, Vol. 21, No. 7, dated February 18, 2011 (page 3)
◦ Agencies can choose to take P-Card payments from other agencies.
Audit
• Audit
– All transactions are subject to audit by
• State Auditor and Inspector
• Central Purchasing Division
• OMES- Comptrollers Office
– Detailed transaction documentation supporting P-Card
transactions shall be securely retained by the State Entity
and made available upon request
– State Entity P-Card Procedures shall designate where PCard transaction documentation is securely retained
Records Retention
• Maintain in a secure location;
• Records include any transaction documentation, such as,
statements, receipts, disputes, correspondence, etc.;
• Includes documentation in paper or electronic form and must
meet:
– OMES Information Security Policies, Procedures & Guidelines
– Oklahoma Archive Commissions Rules
• Must be maintained for seven (7) years;
– If audit or litigation occurs, the records are required to be retained
for two (2) years after issues are resolved or until the end of the
seven (7) year period, whichever is longer
• Return item to merchant in manner agreed
upon
• Credits- If the agency is credited for any items
or services that were originally paid for with
the purchase card, then the credit MUST be
processed through the merchant system. The
vendor should not be allowed to maintain a
store credit or use the credit toward other
invoices.
• Merchant provides credit receipt
documentation
– Place with end of month transaction
documentation for reconciling
• Include with the payment at end of month
– Credit may not appear until subsequent statement
Coding Transactions
• All transactions must be coded with the correct GL information in Works
for downloading to PeopleSoft;
• Can be performed by the Cardholder, Manager, or Accountant;
• Object codes may default into the transaction, but they must be verified
they are correct;
Must complete at a
minimum:
Account Number
Fund Type and Class
Dept ID
Business Unit
PO Number and
Lines
Approving Official
 Approving Official reviews Cardholder’s
reconciled statement and transaction
documentation for:
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


Accuracy;
Completeness;
Appropriateness of the purchase;
Verifying transactions were conducted according
to Statutes, Rules and Procedures
◦ To indicate concurrence, Approving Official shall
sign and date the statement and forward the
statement and documentation for payment
P-Card Administrator
• State Entity P-Card Administrator is responsible for
performance or appropriate delegation of the following
duties:
– Processing and retaining P-Card Program Reports:
•
•
•
•
Monthly Statement;
Invoice;
RPT 170 Transaction Report
TXN Detail w/Level 3 - Gen Purchase Report
– Other reports are available in Works and urge P-Card Administrators to
utilize these as well
– Processing and retaining P-Card Employee Agreements
 State Entity P-Card Administrator is responsible for
performance or appropriate delegation of the following
duties:
◦ Establishing written P-Card program policies and procedures;
◦ Processing authorized requests for P-Cards, maintaining control over
active cards, and closing accounts;
◦ Establishing and maintaining usage controls and determining
cardholder’s need for the P-Card;
◦ Auditing of reports and transactions to identify unauthorized use;
◦ Auditing a random selection of cardholder’s monthly statements for
accuracy
◦ Setting Lodging Only P-Cards in “Suspense” status in Works with Credit
Limits at $0.00 when not in use
• State Entity P-Card Administrator is responsible for performance or
appropriate delegation of the following duties:
– Retaining detailed transaction documentation supporting
– P-Card transactions
• Make available upon request
– Establish procedures for maintaining necessary data before it is
removed from Works
• Paper Copies
• Electronic Copies, must meet:
– OMES Information Security Policies, Procedures and Guidelines
– Oklahoma Archive Commission Rules
• Payment Center
– Official VISA Site
– https://www.centresuite.com/Centre/Public/Logon.aspx?Return
Url=%2fcentre%2fDefault.aspx%3fpaymentcenter&paymentcent
er
– P-Card Administrators Only
• Print Company Statement- attached a copy to voucher
• Compare to Works Totals
• File with Monthly P-Card Records
The State makes one combined payment to the bank
each month
Late payment or non-payment of P-Card purchases will
result in State Entity’s P-Cards being frozen or canceled,
and may include additional action to obtain the payment
and/or interest accrued
There is tons of information on our website about the
program, free training we offer, and deadline schedule
•Disputes may be reported to BOA who will assist the State
in resolving the dispute;
•Must be initiated within 30 days of the purchase date;
•Always try to resolve with the vendor first prior to
contacting the bank if possible;
•Include with the payment at the end of the month – if win
the dispute, a credit will appear in a subsequent statement.
Effective 11-1-13 HB1464 will provide OMES Director to approve
lodging stay up to 150% of the current standard if it is determined
that no lodging is available at the current maximum rate. Request
for exception must be turned in. Form 035
Effective 11-1-13 HB1987 clarifies language already stated in title
580 that Counties can use the P-card Program.
Lisa Bradley
405-522-4480
[email protected]
State Travel
SWC 100 & 100B
Statutory References
 All purchases shall be made in accordance with State statutes,
rules, and these Procedures, which include but may not be
limited to:
 Central Purchasing Act, 74 O.S. § 85.1 et seq.
 State Travel Reimbursement Act (STRA), 74 O.S. § 500 et
seq.
 Central Purchasing Codified Rules, OAC 580:16
 State Purchase Card Procedures
 Office Management Enterprise Services (OMES) State
Travel Procedures
 State Agency Internal Purchasing and P-Card Procedures
Contracts
• We are currently rebidding these contracts for
a one stop online solution.
• Currently 19 travel agents on the contract, you
can work with anyone of them (SW100)
• City Pairs- American Airlines (SW100B)
 Airfare and Lodging considered separate transactions ($5,000.00
limit on each)
 Active State Employees or Officials of the State
 Non-State Employees (as allowed by STRA) when
Performing substantial and necessary services to the State and
Directed or approved by appropriate department official
 Does not apply to Contractors or their agents
 Must follow the STRA statutes and OMES State Travel
Procedures
 OMES may audit travel documentation (100% audited at this time)
 Non-compliance may result in loss of P-Card travel privileges and/or
additional travel training being required
Travel Purchases – P-Card
 Except for airfare, lodging, taxi, shuttle, parking, & rental car all
other travel-related expenses are prohibited on the P-Card,
such as:
 Meals, including room service
 Hotel Telephone (not business related)
 Internet (not business related)
 Traveler must pay out of pocket for all other travel related
expenses
 Travel Claim may be submitted by the Traveler for
reimbursement of travel related purchases prohibited on the
P-Card (OMES Reimbursement Form 19)
Notes:
• Must list the following information for travel
in the Allocation Description field in Works:
– Airline & Lodging Purchases:
•
•
•
•
Traveler’s Name and Employee ID Number
Itinerary or Ticket Number or Confirmation number
Date of Travel and Purpose of Travel
If authorized non-state personnel, include traveler’s
name, justification for travel; to and from destination;
and dates of travel
• If reservation is not made through a Travel Agent on
Statewide Contract, must list applicable statutory
exception
Reservations made by:
Agency Travel Coordinator
Card is in Travel Coordinator’s name
Must complete Lodging Letter and send to hotel
Traveler
Card is in the Traveler’s name
Exceptions
 Statutory exceptions (74 O.S. § 85.45k(B)) to using SW
Travel Agent:
 State agency can acquire air travel at less cost
 Must get a quote from the Travel Agent and keep with transaction
documentation
 Air travel originates outside the state and it is impractical for the
agency;
 Air travel is due to an emergency and time does not permit use of the
contract travel agency;
 Air travel is part of a package arrangement by an organization that
schedules a meeting or conference
 Reason for the exception must be documented in the
Allocation description field in Works
 State of Oklahoma is exempt from Oklahoma State Sales Tax
 State Entities also have immunity from taxes imposed by
Oklahoma municipalities, which includes, but not limited to:
◦ City Sales tax;
◦ Occupancy tax;
◦ Tourism tax;
See DCAR Newsletter Vol 20, No. 6, dated 03/11/2010
regarding immunity from local taxes
The State of Oklahoma is not exempt from Tribal Tax.
Travel no-shows
• If an employee is signed up to attend a
Conference, stay at a hotel, or has scheduled a
flight and does not show up for said event it is
up to the employee to payback the money to
the agency.
• Please check with your agency’s internal
purchasing rules
BOA- Works
https://payment2.works.com/works/
Login Page
If you currently have access to the old system, your old password and
login will be used for this site as well.
Home Page
Announcements from
State P-card Admin.
SWC# and Description
Comments
Comments
End of Month Report
At the end of each month you will need to run your P-card
Statement. Please follow the steps below to run your
report.
End of Month Report
Choosing type of information on
report
Remove the dashes
Scrolling down
Choose your card and
the cycle date
Scrolling down
Ready to view my report
Click to view report
• State P-Card Team:
Tammy Howard, CPO
– [email protected]
– 405-522-1654
Vickie Rivas, CPO
– [email protected]
– 405-522-4970