Transcript Plymouth State University Purchasing Card Department Supplies Card Training November 6, 2015 Getting Started • Verify name and spelling on the Purchasing Card • Review the.

Plymouth State University
Purchasing Card
Department Supplies Card
Training
November 6, 2015
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Getting Started
• Verify name and spelling on the Purchasing Card
• Review the PCard application; confirm accuracy of the information
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Mother’s maiden name
USNH ID #
Home Address
FOAPAL
• Turn over the card and sign on the white strip
• Activate your card today by calling (866)602-8170
• After activation, remove the sticker from the front of the card
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Introduction
• The purpose of the Purchasing Card program is to establish a more
efficient, cost-effective method of making small dollar purchases. The
program is meant to reduce the time between identifying a need and
delivery of the goods. Whenever possible, a card holder should make
every effort to purchase from University vendors or preferred suppliers
where a contractual relationship exists on behalf of the University. If a
particular product or service is not available through the University or a
contracted vendor, the card holder may choose a qualified supplier.
• A list of preferred vendors can be found
at: http://www.unh.edu/purchasing/contracts.html
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Roles & Responsibilities: The Cardholder
• The Cardholder is responsible for the security of their card and for all
transactions made against the card.
• The card is the property of University System of New Hampshire
however, and as such, will have no impact on the credit rating of the card
holder.
• The Cardholder acts as an agent of the University System and its
member institutions for activity specifically related to this Purchasing
Card.
• They have agreed to adhere to all system and institutional policies and
procedures and to use the Purchasing Card in compliance with the
information set forth in their Cardholder's Guide.
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Roles & Responsibilities: The Cardholder
• The Cardholder is responsible for:
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Attending cardholder training session
Activating the card with the bank
Protecting the card
Reporting a lost or stolen card immediately
Compliance with authorized purchases and account limits
Providing documentation to your Account Manager
• Including Department Card Sign-out Sheet
• Reviewing transactions on your PCard notices
• Assisting in resolution of problems
• Staying within your limits or requesting proper approval for a temporary/permanent limit
increase
• Turning in your card to your account manager upon transfer or termination/separation
• Asking questions and provide feedback on the program
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Roles & Responsibilities: The Account Manager
• The Account Manager is the liaison between the cardholder and the
Campus Card Administrator.
• Account Managers will need to remain in close communication with
both their users and the Campus Card Administrator.
• Any changes in policy or practice will be communicated to the Account
Manager with the expectation that they will inform their cardholders of
the change.
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Roles & Responsibilities: The Account Manager
• The Account Manager is responsible for:
• Establishing and monitoring (along with the department head) card eligibility and the authorized
limits
• Attending cardholder and manager training sessions
• Knowing all of the cardholder's responsibilities
• Making sure the cardholder is in compliance with the authorized uses of the card
• Communicating all changes in cardholder account information to the Campus Card Admin.
• Reviewing all purchases at least weekly
• Resolving all funding issues in a timely manner
• Distributing/correcting charges as required
• Reconciling all accounts under your responsibility on a monthly basis
• Maintaining documentation on all purchases for 7 fiscal years
• Working with the Campus Card Administrator to resolve problems and improve the process
• Communicating all changes in policy and/or procedures to your cardholders
• Communicating all questionable activity to department head and/or Campus Card Administrator
• Complying with all audit requests of documentation in a timely manner
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Roles & Responsibilities: The Business Manager
• Business Managers will be responsible for reviewing, reconciling, filing
and retrieving documentation on all purchases made against cards under
their supervision.
• The Business Manager is responsible for:
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Monitoring cardholder limits and card types for the department.
Serving as backup for the account manager
Investigating suspected misuse or fraud and initiate disciplinary action if needed
Ensuring transaction disputes are resolved in a timely manner
Ensuring appropriate steps were taken to report lost/stolen cards
Re-training cardholders on PCard policies if the need arises
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Purchasing Card Loss, Theft and Fraud
• Avoid loss or theft by keeping your Pcard secure and protected
• Keep your card in a lock box or safe if possible
• Never use your Pcard on unsecure websites
• Verify web URL’s begin with https:// before entering credit card numbers
• Review your daily Pcard statements thoroughly
• Report any unfamiliar/fraudulent transactions to the bank immediately.
• If your card is lost, stolen or you suspect fraudulent activity, contact the bank
immediately
• (800)316-6056
• If you suspect the card has been compromised, contact the bank immediately. The card can be
“suspended” until recovered or cancelled.
• Next, notify your Account Manager, who must report to the Campus Card
Administrator.
Jennifer Mike
Associate Director|Interim Campus Card Administrator
(603)535-2587
[email protected]
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Replacement Cards
• If your card is compromised, a replacement card will be mailed to your
Campus Card Administrator.
• The Administrator will notify your Account Manager and Business Manager to
discuss resolutions which may include additional training.
• If resolutions are not warranted, the Administrator will contact you directly
and you may pick up your card at the Purchasing Office:
Speare Administration Building
Room 113
17 High Street
MSC 35
Plymouth, NH 03264
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Your Purchasing Card Limits
• The following transaction restrictions apply to your card:
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Maximum dollar value per transaction ____________
Maximum dollar value per month _____________
Maximum number of transactions per day ______________
Maximum number of transactions per month _____________
• The cycle ends the 10th day of the month; limits renew on the 11th day.
• It is your responsibility to assure transactions do not exceed these limitations.
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Supplies Card Authorized Purchases
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General Supplies
Conference & registration fees
Equipment (if under $5,000 including shipping, handling and any other fees)
Membership dues & fees
Postage (campus Mail Services excluded)
Printing & copying (campus Printing Services excluded)
Rentals with no intent of eventual purchase
Limited services - if the total labor/service charge is equal to or less than 15% of
the total invoice amount, no prior authorization will be needed from Accounting
Services or Purchasing provided the labor is not performed on campus grounds.
Additional exceptions may be made on a case by case basis. Note that services
may never be purchased via convenience checks.
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Supplies Card Restricted Purchases
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Advertising (promotional)
Air conditioners/Space heaters
Air/Rail tickets
Alcohol
Animals
Automotive repairs
Awards, gifts, and prizes
Cash Advances
Consulting services
Movies
November 6, 2015
• Radioactive materials
• Services* (see Procedure 9-106)
• Telephone equipment (campus
dependent)
• Travel & entertainment
• Weapons or ammunition
• Entertainment & hospitality
• Flowers
• Gasoline (Rental and Fleet only)
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Supplies Card Un-Authorized Purchases
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Donations
Equipment (over $5,000)
Help Wanted Advertising
Personal Items (regardless of intent to reimburse)
Purchases from University employees, their spouses, parents, children or from
any other individual where a conflict of interest exists.
• Personal Meals (utilize per diem when traveling more than 50 miles from your
campus address of record or staying overnight on business)
• Leases of real property or lease-to-own costs
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Invoicing and Shipping
• Provide the vendor or on-line site with your campus address and telephone
number:
• Plymouth State University
17 High Street, MSC #
Plymouth, NH 03264
• All invoices and shipments must go to the cardholder. Any on-line ordering will
request this address.
• If your card is denied, call the bank’s customer service immediately
• (800) 316-6056
• Contact your Campus Card Administrator when advised by the bank:
• Jen Mike – [email protected] – 535-2587
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Documentation
• Documentation must address the 5 W’s: Who, What, Where, When, Why.
• Who: Vendor/Supplier Name
• What: Itemized description of goods purchased
• Must include how many units, unit price and total charges
• Where: Vendor/Supplier Address
• When: Date of transaction
• Why: Business purpose
• The cardholder’s name and campus address must be on all documentation.
• If listed on documentation – block out the card number
• Some vendors do not print itemized receipts, you must ask for itemization. This
may require a hand written receipt from the vendor. (e.g. Biederman’s)
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Sign-out Sheet
• Department Cards may be used by other members of the department and
students.
• The card must be signed out using a department sign-out sheet.
• Your Campus Card Administrator can provide you with this document if your department
does not already have a procedure in place.
• The Cardholder is responsible for distribution of the card and must follow
documentation procedures.
• All Department Card users must provide appropriate documentation:
• Documentation must address the 5 W’s: Who, What, Where, When, Why.
• Who: Vendor/Supplier Name
• What: Itemized description of goods purchased
• Must include how many units, unit price and total charges
• Where: Vendor/Supplier Address
• When: Date of transaction
• Why: Business purpose
• Hand written receipts must be requested when printed itemized receipts are not available.
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PCard Notices – Daily & Monthly Examples
From:
Banner PCard
To:
Cardholder
Subject:Daily PCard Notice (05/17/2011)
These transactions have been received.
Please provide proper documentation to your account manager as soon as
possible.
If you have questions regarding your statement, then please contact your
account manager.
============================================================================
Credit Card No: **********000000
Cardholder Name: Cardholder
============================================================================
Invoice Date
Bank Date
Sweep Date
Invoice Num
Vendor Name
Transaction +Charge/
Amount
-Credit
Seq Num Fund
Orgn
Acct
Prog
Actv
Line Amount
---------------------------------------------------------------------------5/14/2011
5/16/2011
5/24/2011
NORTHEAST AUDIO VISU
482.61
+
1
1UT000 UTABSC 711100 020
482.61
Banner PCard
From:
Cardholder Subject:
To:
Subject: Monthly PCard Statement (05/01/2011-05/31/2011)
These transactions have been received.
Please provide proper documentation to your account manager as soon as
possible.
If you have questions regarding your statement, then please contact your
account manager.
===========================================================================
Credit Card No: **********000000
Cardholder Name: Cardholder
============================================================================
Sweep Date
Bank Date
Invoice Date
Transaction +Charge/
Vendor Name
Invoice Num
-Credit
Amount
Line Amount
Actv
Prog
Acct
Orgn
Seq Num Fund
---------------------------------------------------------------------------5/21/2011
5/11/2007
5/09/2011
+
45.00
VOLUNTEER NH MEMBERSHIP
S0279442
45.00
UGAPRG
1DG3CH UGAOFF 710300 020
1
5/18/2011
1
November 6, 2015
5/21/2007
OFFICEMAX PRODUCTS
1DG3CH UGAADM 711000 020
5/29/2011
164.95
UGAL6I
+
164.95
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Disputed Charges
• The cardholder is responsible for contacting the merchant to resolve disputed
charges.
• If dispute cannot be resolved with the merchant:
• Complete the JPMorganChase Dispute Form
• http://finadmin.usnh.edu/pol_proc/chapter_09/Documents/disputeform.pdf
• Mail or fax the form to as noted on the form
• The bank will issue a credit to the account within 2-3 business days while conducting an
investigation
• The bank allows 60 days to dispute a transaction with a vendor
• The bank may reverse the transaction if the investigation does not support the dispute
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Information & Support
• Your Campus Card Administrator is available to help!
• Jen Mike
Speare Room 113
MSC 35
[email protected]
535-2587
• USNH PCard Policies
• http://finadmin.usnh.edu/pol_proc/chapter_09/Pages/default.aspx
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