1 department of community affairs purchasing card cardholder training
TRANSCRIPT
1
Department of Community Affairs
Purchasing Card Cardholder
Training
2
Introduction The objective of this State Purchasing
Card training is to instruct cardholders on the proper usage of the State Purchasing Card (PCard).
Periodically throughout this training session you will be required to answer questions that test your knowledge of the PCard program. Each question will need to be answered correctly before you are able to proceed with the training session.
3
AGENDA
Part 1 – GENERAL INFORMATION
Part 2 – TRAVELERS
Part 3 - BUYERS
4
Part 1 – General Information
The topics that will be covered are:
The P-Card Program
Cardholder Responsibilities
General Information
5
P-card Program
Allows each P-Card group to map out its own plan for using the card.
Travel Buyer (Commodities and Service) Both (Buyer & Traveler)
6
The Purchasing Card Program
The Purchasing Cards are restricted use, non-revolving credit cards issued to state employees for official state business only.
It may be presented to any Merchant who accepts Visa.
The Purchasing Card is the property of Bank of America and the state. Only YOU, the cardholder can use the card.
The Purchasing Card Program
When possible, use Merchants that are nationwide.
The Purchasing Card works like a personal credit card or corporate card, treat the card with care, respect and confidentiality.
7
8
How does the Purchasing Card Work?
When you use your Purchasing Card, the vendor is paid electronically by Bank of America, usually within 72 hours. Bank of America then transfers the charge to our agency within FLAIR. (SAMAS)
The Agency approval process authorizes FLAIR to create the appropriate disbursement transaction to repay Bank of America.
9
P-Card Program Each card is issued with transaction limits
Single Purchase Per Day Per Month
The limit is stated on the Cardholder Profile form that you and your supervisor signed. If your limit needs to be changed due to changes in your job duties or an unexpected agency event or emergency, your supervisor will be required to send an email to the Purchasing Card Administrator requesting the change in transactions limits.
10
P-Card ProgramReasons for Decline
Over allowable credit limits: Per transaction Daily Monthly
Type of merchant being used. You may be unable to use certain Merchants as a result of conflict between Merchant codes assigned to your cardholder account and those assigned to the Vendor.
Card is no longer active.
How does the Purchasing Card Work? All your transactions (charges & credits)
are applied directly to your cost center and paid by the agency.
When a zip code is required to complete a transaction, use zip code 32399.
11
12
Cardholder Responsibilities
If the card is lost or stolen, the bank must be informed immediately. Be prepared to give your security code, which is your Mother’s maiden name. Do not order a replacement card, notify your Purchasing Card Administrator, who will order the replacement card for you.
You may also need to comply with financial disclosure requirements, if you have been authorized for purchases over $1,000.
Upon notification of Employment termination, discontinue using the card to allow sufficient time to turn in all your receipts.
13
Cardholder Responsibilities - continued
Prior to making a purchase, remind the vendor of your Agency’s Tax Exempt status. The Agency’s Tax Exempt # is printed on the face of your Purchasing Card. A “Consumer’s Certificate of Exemption” card may be issued to you as well that indicates the Agency’s Tax Exempt number.
Obtain, sign and forward receipts with a receiving date to your Agency within 3 working days of each transaction. Keep a copy of the receipt and submit the original to your reconciler.
Cardholder Responsibilities
Identify disputed items and attempt to reach a resolution directly with the vendor.
If the Vendor refuses to resolve the dispute, you must complete the “Commercial Card Claims Statement of Disputed Item” form within 60 days of the transaction date of the dispute and forward the completed form to the Purchasing Card Administrator.
14
Cardholder Responsibilities
The same purchasing rules apply when using the card as when using other forms of procurement.
You are expected to know and follow appropriate Florida statutes, state laws, and guidelines.
15
16
Cardholder Responsibilities
Cardholder Profile Information: Must be completed with all the required information and signatures before a card can be ordered.
Cardholder Agreement: Must be signed and dated after you have received your purchasing card training.
Cardholder Responsibilities
If a cardholder makes a reservation and the trip is canceled, it is the cardholder’s responsibility to cancel the reservation.
If a receipt is lost or the cardholder can’t obtain a receipt, the cardholder must complete the, “Replacement Receipt” form, and have the form signed by their supervisor.
17
18
When your card is about to expire, Bank of America will automatically mail a replacement card to the Purchasing Card Administrator. You should submit your old card to the Purchasing Card Administrator, who will destroy your old card and issue the new one to you.
Cardholder Responsibilities
19
Part 2 – TRAVELERS
The topics that will be covered are:General informationCardholder ResponsibilitiesProhibited P-Card purchasesAllowable P-Card purchasesReceipt RequirementsTimeframesRequired Paperwork and FormsPenalties for Improper Use
20
General Information
Intended use - Official State Business ONLY traveler purchasing card transactions must be
in compliance with Section 112.061, F.S.
Traveler may decline or accept the P-Card.
When declined, traveler will not be eligible for … travel advances or use of DCA’s central billing accounts.
21
Cardholder Responsibilities
Travel Voucher must be submitted to resolve any outstanding advances prior to receipt of your P-Card.
Have you previously used DCA Central Billing Accounts . . . Alpha? If so, have them change your ID in their system to
reflect that future charges will be placed on your P-Card.
. . . Avis? If so, have them change your Wizard ID in their
system to reflect that future charges will be placed on your P-Card.
22
Prohibited P-card Purchases
FOOD/MEALS
TOLLS and Associated Fees
VALET PARKING (non-mandatory)
FUEL, except for a rental vehicle in your name for official state business
Hotel charges other than room cost and mandatory hotel parking
23
Prohibited P-Card Purchases
Cash advances from ATM machines Cash refunds for returns Non-business or Personal Items Laundry Internet or Telephone Charges Maps Supplies
24
Allowable P-card Purchases
TransportationAirfare Charges
Responsibility of traveler to find the most economical fare possible.
If you book your flight over the phone or on-line, make sure to get a print out of your confirmation and receipt.
25
Allowable P-card Purchases
TransportationAvis Car Rentals
Reservations for vehicles should be made using the AVIS contract - Class B compact car.
Any upgrade requires … pre-approval from your supervisor and written justification when your receipt is submitted for
processing.
26
Allowable P-card Purchases
TransportationAvis Car Rentals – Fuel
The P-Card may be used for fuel purchases only for Avis Car Rentals, while on official state business.
The receipt for fuel purchases must show vendor name, price per gallon, total gallons, and total cost of fuel purchased.
If a Zip Code is requested, use 32399.
27
Allowable P-card Purchases
LODGING Cost of the Room ONLY REMEMBER:
Non-mandatory charges are not allowed. . . Some examples: non-mandatory valet parking, room
service, phone charges, internet charges, hotel restaurant charges, safe charges, or movies;
must be charged to your personal card or paid with cash;
Request that non-mandatory charges be put on a separate invoice/receipt from any other charges
28
Allowable P-card Purchases
Parking
Airport Parking
Mandatory parking at hotels
29
Allowable P-Card Purchases
Registration Fees for Conference/Convention
If this charge is denied . . . The problem may be the vendor merchant code Contact the Purchasing Card Administrator for further direction
Charges must be pre-approved An approved “Authorization to Incur Travel Expenses”
form must be submitted with your receipt for processing
30
Receipt RequirementsIt is required that . . .
Original receipts are submitted to the agency
Every receipt must be legible in order to audit and process the charges.
(Reference - Department of Financial Services - Reference Guide for State Expenditures, Purchasing Card Transactions)
31
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.
32
Receipt Requirements
All receipts must be signed and dated by the cardholder per Section 215.422, F.S., to indicate the receipt,
inspection and acceptance of the goods or services
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.
33
Timeframes Department of Financial Services and Bank of
America (BOA) timeframes: Payment is due to BOA within 10 days Clock starts when your card is charged
A signed “Authorization to Incur Travel Expenses” form and the receipts must be sent to your Approver within three business days.
Timely compliance at each level of the approval process is very important.
34
Required Paperwork and Forms Monthly P-Card Reconciliation Report is submitted
to the General Accounting Office for processing
Original P-Card receipts for each cardholder are attached to this report by your approver or division liaison
Purchasing card transactions must be supported by itemized merchant/vendor sales receipts (i.e., documentation that identifies items purchased and amount paid for each item).
Purchasing card transactions are post-audited by the Bureau of Auditing for compliance with applicable guidelines and disbursement rules and regulations
35
Required Paperwork and Forms Complete the Voucher for Reimbursement of Travel
Expenses form See your division liaison for assistance in completing
this form Voucher for Reimbursement of Travel Expenses must
include the original receipts of the allowable travel expenses
to be reimbursed, and a copy of the receipts for charges made to your P-
Card
36
Penalties for Improper Use
The cardholder is responsible for . . . proper use of the P-Card in accordance with state
law and agency policies and procedures. reimbursing the state if charges are determined to
be Unauthorized/Invalid/Prohibited Misuse of the P-Card may result in . . .
suspension of the card possible disciplinary action
37
Penalties for Improper Use
If P-Card is revoked, the employee will . . . be responsible for paying all travel expenses out
of pocket and not be eligible for advances or use of DCA central
billing accounts.
38
The Purchasing Card has been a great success, so do your part and let’s keep it successful!
Questions and Answers
Any travel questions?
39
Part 3 – BUYERS
The topics that will be covered are:Levels of ApproversProhibited ChargesAllowable Charges
40
Level of Approvers
Level 1 – Cardholder-Approve the charges made on their P-Card. (Varies between travel charges and commodity charges.)
Level 2 - 7 – Division Approvers-The line of approvers assigned to a single cardholder who review the receipts and any supporting documentation.
Level 8 – General Accounting
41
General Accounting: The 008 Approver This Approver level is required and is the final
approver.
The General Accounting Office will reconcile/audit the charge to ensure proper financial data is used.
Charge is approved by the General Accounting Office and then an EFT payment is sent to Bank of America by DFS.
42
Prohibited Charges Cash advances from ATM machines Cash refunds for returns Non-business or Personal Items OCO (Operating Capital Outlay) Items Employee Moving expenses Gasoline & petroleum products-Employees on official
travel business may purchase fuel only with the P-Card when using a rental vehicle.
Tolls Services $35,000 & above (Including Manpower) Perquisites
43
More Prohibited Purchases Per Rule 69I-40.103, F.A.C., expenditures from state
funds for the items listed are prohibited unless “expressly provided by law”:
(a) Congratulatory telegrams.(b) Flowers and/or telegraphic condolences.(c) Presentment of plaques for outstanding service.(d) Entertainment for visiting dignitaries.(e) Refreshments such as coffee and doughnuts.(f) Decorative items (globe, statues, potted plants, picture frames, etc).
(h) Greeting Cards, per Section 286.27, F.S.
44
Allowable Charges:Business-Related Purchases Only
BUYERS Purchase of Commodities Repairs & maintenance-Not Allowed for personal
owned or rental vehicles. Training registrations Newspaper ads
(Personal items must never be purchased using the P-Card.)
45
The Purchasing Card has been a great success, so do your part and let’s keep it successful!
Cardholders are encouraged to:
1. Use Minority merchants.
2. Use vendor’s registered in MFMP.
3. Purchase commodities that are made from recycled materials.
46
Contacts
PURCHASING Steve Schmidt
Purchasing Administrator [email protected]
(850) 922-1622
(Fax) 922-2979
Christine Savage, Supervisor
Budget & Revenue Manager
(850) 922-1658
General AccountingNancy QuaneyGeneral Accounting Manager [email protected]
(850)922-1717
DEM FinancePat Smith, Supervisor
Finance Manager(850)413-9875 [email protected]
Michelle Riley, DEM P-card Administrator(850)[email protected]