office of procurement william & mary small purchase charge card training
TRANSCRIPT
Office of Procurement
William & Mary Small Purchase Charge Card Training
SPCC Program Administrators
Dave Zoll, CPCP, VCASPCC Program Administrator – Primary
Marra Austin, VCOAssociate Director - Secondary
Nina EarlBusiness Manager - Backup
Office of Procurement Website http://www.wm.edu/procurement/
Acronyms
Acronym:
Stands for:
SPCC Small Purchase Charge Card
PA Program Administrator
STL Single Transaction Limit
CL Cycle (Monthly) Limit
BOA Bank of America
eVA Electronic Virginia (statewide online based purchasing system) – Mandatory use
SWaM Small, Women- and Minority-Owned businesses
VASCUPP Virginia Association of State College and University Purchasing Professionals
Introduction to the SPCC Programo The SPCC Program offers the College an opportunity to streamline
procedures for obtaining and paying for goods and services.
o Program Benefits include:o Allows cardholders to quickly obtain needed goods and services.
o Preserves vendor relationships by providing payment in as little as 3 days.
o Supports compliance with the Virginia Prompt Pay Act.
o Reduces operating expenses associated with invoices and check processing.o Results of the 2014 RPMG Purchasing Card Benchmark Survey
show that organizations realize significant costs savings by moving payments from traditional PO processes to the Small Purchase Charge Card.
o Average administrative costs per order based on RPMG Surveyo Purchase Order-based process - $90 o SPCC procure to pay process - $ 20o Administrative cost savings per SPCC order - $70
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014$0
$500,000
$1,000,000
$1,500,000
$2,000,000
$2,500,000
$3,000,000
$3,500,000
$2,021,850$2,218,230 $2,240,100 $2,329,290
$3,074,760
$449,300 $492,940 $497,800 $517,620$683,280
$1,572,550$1,725,290 $1,742,300 $1,811,670
$2,391,480
Procure to Pay Administrative Costs (PO) Procure to Pay Administrative Cost (SPCC) Cost Savings by Moving from PO to SPCC
*Average administrative cost includes sourcing, purchasing, and payment activities
Introduction to the SPCC Program
FY 2010 FY 2011 FY 2012 FY 2013 FY 2014
Total 22465 24647 24890 25881 34164
2,500
7,500
12,50017,500
22,50027,500
32,500
37,500
Total SPCC Transactions by FY
Introduction to the SPCC Programo The College of William & Mary is a Tier 3 institution.
o Allows the College more autonomy to meet the needs of the institution.
o The SPCC program is administered in accordance with the College’s Small Purchase Charge Card Procedures found on Procurement web page.
http://www.wm.edu/offices/procurement/index.php
o The SPCC should be used for all allowable business purchases under $5,000 where a credit card is accepted.
o SPCC cycle dates run from, roughly the 16th of the month to the 15th of the following month.
o New user interface (Works 4.0) – http://payment2.works.com/works
Card Security
o Your card must be kept in a secure but accessible location.
o Do not share your card. The card may only be used by the person whose name is embossed on the card.
o NEVER make a photocopy of your card or fax or email your full card number.o Cardholders may fax ordering information to a vendor and call a
vendor to provide the card number live, but do not fax or email the full card number to vendors.
o Internet purchases are permissible only on secure sites – look for a padlock icon and the https:// designation in your browser’s address bar.
o Report lost or stolen cards immediately to BOA and the Program Administrator.
Spending Limitso Each card has a transaction limit and cycle (or monthly) limit.
o Single transaction limits may be set to a maximum of $5,000 (departments’ delegated authority).
o Cycle limits are set based on cardholder spending requirements up to a maximum of $100,000.
o Limits may be increased by the Program Administrator with a business justification and supervisor approval via email.
o Limit changes may be processed on a temporary or permanent basis.
o If temporary, include the date your account should be returned to its original settings in the email request.
Spending Limits
o KNOW YOUR LIMITS
o DO NOT authorize charges in excess of your SPCC single transaction or monthly limits for ANY reason.o If a limit increase is needed, email the Program Administrator
with a justification and supervisor approval.o If a transaction is processed by a vendor without your
consent, talk with the vendor directly, document your conversation and advise the Program Administrator to dispute the charge.
o Splitting orders to circumvent limits is STRICTLY PROHIBITED and may be cause for card revocation.
Industry Restrictionso All cards are issued with standard restrictions against:
o Fraud (may never be removed from a card account)o Gaso Restaurantso Lodging
o Any charge attempted in the above categories will decline unless an exception is requested and the restriction is removed by the Program Administrator.
o As with limit changes, an email to the Program Administrator from the cardholder containing a business justification and supervisor approval is needed to process an exception.o Exceptions are also available on a temporary or permanent
basis. o If temporary, include the date your account should be
returned to its original settings in the email request.
Tax Exempt Statuso As an agency of the Commonwealth of Virginia, we are tax exempt
from almost all in-state purchases, exceptions are:o Prepared Foodso Air and Rail Ticketso Lodging
o Some out of state purchases are not applicable to the exemption policy: http://www.wm.edu/offices/financialoperations/tax/salestax/index.php
o Advise vendors of tax exempt status BEFORE providing your card for payment.
o The cardholder is responsible for obtaining a refund from the vendor if VA Sales tax is charged.
o The College State Sales and Use Tax Exempt # 10-546001718o VA Certification form available from Procurement Office. All other
states, contact Cindi Fellows in Tax Account office [email protected] ph: 757-221-2497
SWaM Vendorso The College is committed to increasing expenditures with Small,
Women-Owned and Minority-Owned businesses.o To be recognized as a SWaM, businesses must be certified
with the Virginia Department of Small Business & Supplier Diversity (SBSD)
o The College and State have a 42% expenditures goal for utilization of SWaM businesses.
o Cardholders should consider ordering from a DMBE certified SWaM for their purchasing needs.
o Search SBSD certified SWaM businesses:o http://www.dmbe.virginia.gov/cgi-bin/search.cgi
Allowable PurchasesExamples of allowable purchases include:o Advertisements in newspaperso Air/rail ticketso Books (do not enter SPCC information into personal online retailer
accounts.)o Office supplies (furniture is not included)o Vehicle rental (must decline insurance offered)o Magazine & journal subscriptionso Conference registrationo Lab supplieso Professional organization dues, fees & licenseso Technology – computers, servers, software, consulting (IT must
approve all purchases prior to the transaction. Approval must be attached as a receipt)
o Additional “Allowable and Non-Allowable Expense's” can be found in the College’s Small Purchase Charge Card Procedures.
Business Meals
All standard meal reimbursement guidelines apply
The SPCC may not be used for per diem meals during individual travel.
Documentation for Restaurant Purchases / Supermarket Purchaseso Include the itemized receipto Meal Type: Breakfast, Lunch or Dinnero Average cost per persono Description of meeting / business justification for mealso The number of people attending the meeting (if more than 10
attendees) or the full name of each attendee (if 10 or less)o Over per diem rate justification – up to 50%
o Business meals above 150% of per diem are NOT permitted.
o The SPCC Business Meal Form (located in the SPCC section of the Procurement Forms page) has been created to help ensure that you have completed all of the required documentation.
Air and Train Travelo Airline and train travel cannot exceed the rates charged for a
coach fare.
o Documents that validate the passenger name and class of service are required for all air and rail purchases.o The email confirmation may not be sufficient, documentation
must include a copy of the ticket or boarding pass to validate class and traveler.
o Travel Authorization form must also be included.
o Appropriate business justification must be included for additional airline fees and receipts.
o Another option to purchasing tickets is using the university’s contract travel agencies (Covington Travel)o Covington – W&[email protected] – (804)344-3244 – (888)-344-
3244
Vehicle Rentalso Vehicles rented using the SPCC may ONLY be rented through Enterprise
Rent-A-Car or National Car Rental
o When reserving a vehicle, Cardholders must reference the VASCUPP contract to obtain contracted pricing. (Contract#: XZ21032; PIN: WIL)o The contract includes a Damage and Waiver (D&W) fee – relieves
renter of liability of damages that may occur during rental
o Cardholders must decline rental insurance – Employees and students are covered under College’s insurance policy.
o Cardholders are prohibited to enter into “Fuel Agreements”.
o Employee must ensure rental is refueled before returning vehicle.
o Business reason in lieu of Travel Authorization must be stated in documentation.
o The rental car receipt must be attached to the transaction in Works.
Restricted PurchasesThe following purchases may be made ONLY with prior written
justification and PA approval.
Type of Purchase Contingency
Gasoline Only for Enterprise rental & state owned vehicles - for instances when Voyager Card would not work.
Furniture Will need a release from Virginia Correctional Enterprises (VCE) first.
Lodging/Accommodations
The SPCC may be used to reserve a room – You cannot pay for the total stay.
Conference Bundling If conference fees are only available as a package – fees, travel, lodging, meals, etc.
Restaurant Meals Business related meals only
Prohibited PurchasesExamples of prohibited (non allowable) purchases include:o Alcoholic Beverages (alcoholic beverages cannot be purchased with SPCC under any
circumstances)
o Ammunitiono Automobileso Boatso Firearmso Gift cardso Purchases from State employeeso Purchases of goods and services for personal useo Radioactive materialso Renovation/Construction (including carpeting) – must go through
FPDC
o Additional “Allowable and Non-Allowable Expense's” can be found in the College’s Small Purchase Charge Card Procedures.
Contracts and Agreementso Cardholders asked to approve vendor/contractor forms must
contact the Office of Procurement for assistance.
o Only employees who have received written delegation of signature authority may sign contracts or other agreements entering the College or VIMS into a legal, binding agreement.
o Unauthorized individuals who sign contractual agreements on behalf of the College may be held personally liable for those contracts and may be subject to additional disciplinary action, up to and including termination of employment.
Returns and Disputeso Contact the vendor immediately.
o Start documenting from the beginning. o Date and time of communication.o Person you spoke with and what he/she advised you to do.o Item(s) in dispute and resolution.
o If you need to return the goods, verify the proper way to return the items with the vendor.
o A credit on the SPCC must be obtained. Store Credit is not acceptable.
o If you and the vendor are unable to resolve an issue regarding a credit or a return, contact the Program Administrator for guidance.
What is Online Reconciliation?OLR replaces the paper reconciliation process with an online process
o As transactions posts to the bank, the Cardholder will receive an automated email notification.
o The Cardholder logs into the bank’s online system to perform allocation, receipt imaging and sign off,
o After signoff, an automated notification email is sent to the Cardholder’s Approver
o The Approver logs into the bank’s online system to review the transaction and supporting documentation and then sign off,
o Transactions are reviewed by Procurement, Accounts Payable and Sponsored Programs for accuracy and compliance then the batch is uploaded to Banner.
o Transactions will post to Banner faster and the system will allow you to edit the Banner description.
OLR TimelineSchedule for allocation, receipt imaging, file transmission, and Banner upload.
o Throughout the billing cycle, Cardholders place transactions – Cardholders and Approvers complete allocation, receipt imaging and signoff.
o The billing cycle closes ~ 15th of the month.
o Automated reports are delivered to Cardholders and Approvers 2 days after cycle close.
o Cardholder and Approver allocation, receipt imaging and sign off must be finalized by 23rd.
o Transactions are reviewed by Accounts Payable, Procurement and Sponsored Program from the 24rd through the 28th.
o A transaction file is transmitted to W&M around the last day of the month for upload to Banner.
Failure to complete monthly reconciliation will result in transactions posting to the SPCC’s default index and unreconciled funds will be withheld from the cardholders available funds until signoff is completed.
Use the navigation bar to search through expenses or view/create reports.
Upon login you will land on the Works home page.
Items requiring your action will appear in the Action Items section of the page. Your SPCC account will appear in the Accounts Dashboard section of the page
Works 4.0 Overview (Cardholder)
As transactions post to your account they will appear as transactions available for sign off.
In this example, the cardholder has 2 transactions pending sign off.
Click on the Pending link to view the transaction detail and sign off on the transaction.
Cardholder Action Items: Signing off on transactions
Clicking on the Pending link will bring you to the Expenses screen where you can review transactions pending sign off.
Click on the document number to access the transaction’s sub-menu.
Notice that the transaction has automatically allocated to a default index and an account code based on the vendor’s merchant category code (MCC).
From this sub-menu you can view the transaction details, reallocate the transaction, sign off on the transaction, attach a receipt, or dispute the charge.
Cardholder Action Items: Signing off on transactions
You can change the default index or account code by typing the new code or selecting it from a pick-list. Descriptions are provided for all codes.
Click the Save button then Close when finished.
You can allocate to multiple index and account codes by adding or duplicating a line and entering the accounting information.
Allocating Transactions
Enter a description for the transaction. This description will be loaded to Banner.
Attaching Supporting Documentation
A pop-up box will then appear where you can add a new receipt by uploading a file from your computer.
To add supporting documentation to a transaction, select the Manage Receipts option from the sub-menu.
Comment and Sign off
Click the Sign Off button when allocation is complete and you have added a receipt.
A comment box will pop-up after you click the Sign Off button. Add any information the Supervisor/ Reviewer might need to approve the transaction. (examples, PCO numbers, detailed description of transaction, confirmation of receipt of goods or services, etc.)
Click OK to route to the Supervisor/Reviewer.
Supervisor / Reviewer Sign OffUpon login the Supervisor/ Reviewer will see the same Works home page showing items requiring review.
To signoff on items, click on the Pending link in the Action Items box.
In the Action Items box, you will see transactions that you have flagged as well as transactions ready for sign off and reports ready to download.
Supervisor / Reviewer Sign Off
Clicking on the Pending link will bring you to the Expenses screen where you can review transactions pending sign off.
Click on the document number to access the transaction’s sub-menu.
Clicking on the Sign Off item will show the Sign Off pop-up box.
This is an example of a flagged transaction.
Clicking on the View Full Details item will bring you to the transaction details.
Transaction DetailsAt the top of the Transaction Detail screen you will see general transaction data.
The next section will show allocation information.
Followed by transaction reference and tax information.
The Transaction Detail section will show the individual items purchased. Transaction detail will not be available for all transactions.
Click the Save button if you made any changes.
Use the Actions drop-down arrow to sign off.
Click on the Receipts tab to view the attached receipt.
Bulk Signoff
After reviewing the cardholder transactions you can select the check-boxes next to each transaction to perform a bulk sign off. You can also select the check-box in the header row to select all transactions.
Click the Sign Off button to approve the transactions.
Record Retentiono All paper SPCC documentation must be retained for 5 years for
auditing purposes.
o Cardholder must retain:o All paper documentationo Works will be the repository for electronic documentation.
o Receipts uploaded to Works will remain in the system for 7 years.
Violations / Disciplinary Process
o Cardholders and Supervisors will be held accountable for any misuse of the card.o Cardholders and Supervisors are responsible for reading the
College’s entire SPCC Procedures Manual for complete details.
o Reference the College’s SPCC Procedures Manual regarding Violations.
o Disciplinary action for violations of the SPCC policies and procedures range from a courtesy notification for a 1st offense, card suspension from 6 months to permanent revocation of the card, or possibly termination of employment.
Travel and Food DocumentationAir/Train Ticketo Attach a copy of ticket purchased or boarding pass to show passenger name and
class of service.o Documentation to confirm rates charged were coach fareo Travel Authorizationo Any additional baggage receiptso Appropriate explanation for any additional airline fees with receipts
Business Related Food Purchaseso Include the itemized receipt o Valid business justification including the purpose of the functiono A list of attendee names (if 10 or less) or the number of people attending (if more
than 10)o Type of meal (breakfast, lunch or dinner)o Itemize the average cost per persono Over Per-Diem Rate: Justification is required for meals up to 150% state limitso Business meal reimbursements above 150% are not permittedo Standard meal reimbursement guidelines apply to both restaurant and supermarket
purchases
Enterprise Vehicle Rentalso Copy of the detailed rental receipto Copy of any gas receipts (if applicable)o Business purpose and travel location should be included in documentation if no TA
Cardholder and Supervisor ResponsibilitiesCardholder Responsibilitieso Take the mandatory training as advised by the Program Administrator.o Keep your card secure.o Reconcile SPCC account on a monthly basis.o Certify that all transactions are valid business purchases.o Report non-compliance to the Program Administrator.o Notify the PA immediately of any potential fraud.o Send email to the PA with justification and supervisor approval for any
account changes.o If supervisor information changes, the PA must be contacted immediately.
Supervisor Responsibilitieso Take the mandatory training as advised by the Program Administrator.o Monitor transaction/monthly limits for appropriateness.o Certify that all transactions are valid business purchases.o Sign off on cardholder transactions on a monthly basis.o Report non-compliance to the Program Administrator.
Contact SheetContact Email Phone #
SPCC Program Administrator
Dave Zoll [email protected] 221-3953
BOA Cardholder Customer Service
888-449-2273
BOA Fraud – available 24/7
866-500-8262
SWAM Contact (Secondary PA)
Marra Austin [email protected] 221-7636
eVA User Setup & Training
Lynnette Jenkins [email protected] 221-3957
Enterprise Rent-A-CarBusiness Rental ID: XZ21032; PIN: WIL
757-220-1900877-881-5500
VA Tax Exempt Certificates(Backup PA)
Nina Earl [email protected] 221-3952
Out of State Certificates Cindi Fellows [email protected] 221-2497
Supply Room (Office Supplies)
CWM: Kathy MabeSR: Regina Shackelford
http://www.thesupplyroom.com/wm.asp
866-712-1313 x. 2017
Voyager Gas CardAuxiliary Services – Anna
[email protected] 221-2500