2/9/2018

1

VISA PURCHASING CARD

Reference: PCard Standard Operating Procedure

Purchase Card Staff

• Jill Dillon – PCard Administrator

515-6133 jill_dillon@ncsu.edu

• Lyn Naylor– PCard Administrator

515-8097 lyn_naylor@ncsu.edu

• Ashru Shah – PCard Manager

515-8097 ashru_shah@ncsu.edu

• Purchase Card Home Page:https://materialsmgmt.ofa.ncsu.edu/buying-goods-and-services/card-services/

2/9/2018

2

PCard Roles

• Cardholder or Reconciler?

• Backup reconciler – recommended to have more than one assigned reconciler.

• Supervisor and Statement Approver(s)

Information

• Standard Visa with Employee’s Name

• Corporate Account-Issued by Bank of America

• Tax-Exempt number on the card

• Card tied to specific Project-ID

• Daily Reconciliation of Charges

• Multiple Users Discouraged

• Cancel when leaving or transferring

2/9/2018

3

Billing Address

NC State University 2721 Sullivan Drive, Campus Box 7212Raleigh, NC 27695Billing Phone Number: (919) 515-8097

SHIPPING INFORMATION:

When placing orders, give the vendor your Name, campus shipping address and phone number.

**NCSU Ship-to address (not home address)

Rules and Regulations

• Small Purchases: https://materialsmgmt.ofa.ncsu.edu/buying-goods-and-services/before-you-buy/

• Travel Policies apply to all charges:https://controller.ofa.ncsu.edu/thetravelcenter/ (login required)

• Vendors: Preferred (Marketplace) https://materialsmgmt.ofa.ncsu.edu/buying-goods-and-services/marketplace/

Debarred (vendors you cannot use)

https://materialsmgmt.ofa.ncsu.edu/buying-goods-and-services/before-you-buy/

• Spending Guidelines: refer to Controller’s website:https://controller.ofa.ncsu.edu/guidelines-references/

2/9/2018

4

Purchasing and the PCard

• Buying Goods & Serviceshttps://materialsmgmt.ofa.ncsu.edu/buying-goods-and-services/before-you-buy/

• Unique Purchases – Chartered Bus, Employee Movinghttps://materialsmgmt.ofa.ncsu.edu/buying-goods-and-services/purchase-requirements/

• Contract Purchases: State Term Contracts, Convenience Contracts, CPI Computer Purchases, and “Better Pricing”https://materialsmgmt.ofa.ncsu.edu/buying-goods-and-services/convenience-contracts-and-university-specific-agreements/

Merchant Category Codes

• MCC

• Vendors register under a specific code at their bank

• Spending groups – Types of purchases

• Purchase List – What is allowed?

• Some MCC codes blocked to control purchases:

– Restaurants

– Personal Services, 1099 Services, Gift Cards

– No Alcohol

2/9/2018

5

Spending Limits

Standard Limits

• $2,500 per transaction*

• $5,000 per day

• $25,000 per month

• Limits can be raised upon request.

*No splitting of charges is allowed.

Extended Limits

• $5,000 per transaction*

• $10,000 per day

• $25,000 per month

• Upgrade based on College and PCardadministrative approval.

• Limits raised upon completion of form.

Travel and the PCard

• Travel Authorization before booking travel• Hotels/Car Rental/Airfare/Bus/Train/Taxi/Parking fees• Room, tax and Internet only (occupancy tax OK)• No incidental charges (laundry, movies, room service or phone

calls)• Personal meals are not allowed (due to per diem) • Conference registrations acceptable• Extra meal charges allowed if business related – i.e. Awards

banquet• Meals are allowed if part of registration fee – fee includes

breakfast and lunch• For car rental - no additional (CDW/LDW) insurance

See Controller’s office for complete Travel Policy Guidelines

2/9/2018

6

Important Information

• Purchase Declined?– Transaction Limits/MCC Code/CVV/Expiration Date– Contact PCard Administrator

• Lost or Stolen Card?– Contact PCard Administrator– Call Bank of America at 1.888.449.2273– Keep at home for night and weekends

• Validation of Charges– Fraud Statement/Dispute Form– Fax to Bank of America– Include with your statement as

your receipt

Important Information• New Card activation requires verification code

• The PIN technology is very helpful for international travel.

• Cardholders can “swipe” the magnetic stripe and sign or use the Chip with the 4-digit PIN code.

• Forget your PIN?

• Visit our web page to get the instructions for PIN retrieval: https://materialsmgmt.ofa.ncsu.edu/buying-goods-and-services/card-services/pcard/

• Extended absence or leave – notify us to put the card on Hold.

• International Travel: The Cardholder should call BOA at 1-866-500-8262 and provide the exact trip dates and destination.

2/9/2018

7

Documentation/Receipts

• Detailed receipt for each transaction (charge or credit) should include: Description, Unit Price, Extended Price, Shipping, Total Amount and no Sales tax. (See attached Samples)

• NCSU ship-to address (no home address)

• Types of Receipts: Vendor letterhead, detailed packing slip, courier receipts (Fedex or UPS), recurring charges: web print-out

• Food Purchases: Reason for purchase, list of attendees and no State funds (Form AP107 non-travel meals)

• Travel Authorization referenced (Form AP104 for non-employee travel)

• Business purpose clear on each receipt

Available through the NCSU PCard Center

Schedules/Deadlines

2/9/2018

8

Statement Deadlines

• Complete statements due by 20th of following month.

• Statement routed through the Financial system for approval

– First time Late – On hold until submitted– Second time Late – On hold for 4 weeks,

memo from Department Head required.– Third time Late – On hold for 4 weeks,

memo from Department Head and refresher training required.

Statement Review: Reconciler

- Itemized receipt from merchant

- $ Amounts match

- No splitting of charges

- Confirm purchase supported by project-id

- Food/Reason/No State funds

- Business purpose clear on every receipt

- State Contract Vendor

- External Review & Reporting

- Card put on hold or closed if continued misuse

2/9/2018

9

NCSU PCard Center

• NCSU PCARD CENTER (MyPack Portal)– Request changes to your card ($ Limits or Spend types)

– Upload Receipts and Match– Route your Statement for approval– Track approval routing– Transactional Information– Inactivate your card if leaving NCSU or transferring

departments– View Card Summary (Spend types, Project ID,

Supervisor, Statement Approvers and Reconcilers)– View Request History

PCard Receipts

2/9/2018

10

PCard Receipt Upload

• Choose a Business Purpose for every transaction.

• Upload receipts or Match receipts to an existing transaction. (can be .pdf, .tff or .jpg file)– If you have an emailed receipt, create a .pdf file. – File size must be 3mb or less; large documents can be

“compressed”

• Look up the Travel Authorization # (if applicable)

• Tutorial Videos are on the PCard page:https://materialsmgmt.ofa.ncsu.edu/buying-goods-and-services/card-services/pcard

Statement Approval RoutingStatement is submitted upon final approval

2/9/2018

11

Approver Information

CHANGES: Contact HR representative for Supervisor; contact the college/division business office for Alternate Statement Approvers (Back-Up Approvers)

Checklist

• Payment tool – Follow university guidelines

• Documentation– Itemized Receipts from Merchant/Supplier

– Business Purpose

• Sales Tax Exemption – Controller:https://controller.ofa.ncsu.edu/tax-compliance/

• Billing Cycle Calendarhttps://materialsmgmt.ofa.ncsu.edu/buying-goods-and-services/card-services/

2/9/2018

12

Helpful Links

Helpful Links

PCard Services:https://materialsmgmt.ofa.ncsu.edu/buying-goods-and-services/card-services/

Purchasing: https://materialsmgmt.ofa.ncsu.edu/

Prohibited (or debarred) vendors:http://ncadmin.nc.gov/government-agencies/procurement

Controller's Office:Various Forms: https://controller.ofa.ncsu.edu/forms/Sales Tax Information: https://controller.ofa.ncsu.edu/tax-compliance/Spending Guidelines: https://controller.ofa.ncsu.edu/guidelines-references/Travel Policy: https://controller.ofa.ncsu.edu/thetravelcenter/

IT Purchases: Software: https://software.ncsu.edu/CPI - Hardware: https://oit.ncsu.edu/campus-it/it-purchasing/it-purchases-governance/

(01/2018)

PCard Program

Receipt Tips: 1) A detailed receipt is required for EVERY transaction. (debit or credit). If the vendor did not

provide a credit memo, locate the receipt of the original purchase and circle what was refunded with an explanation and reference the credit transaction number. PCard statements can only be Routed for Approval if a receipt is attached to every transaction.

2) Receipts can be either .pdf, .tff or .jpg files and no larger than 3 mb.

3) Complete and detailed Receipts:

a. Vendor name and Address

b. $ Amount on statement and receipt must match.

c. Business purpose is clear on receipts that may be perceived as personal in nature. (Target/Wal-Mart purchases, grocery stores, etc.)

d. Receipts that are larger than 8.5 x 11 should be reduced by copier.

e. Receipts that are longer than 8.5 x 11 (grocery store receipts) can be cut and taped down. If you use tape, be sure the tape isn’t covering any of the ink on the receipt.

f. Discard any ads or non-essential information.

g. Emailed receipt from a vendor – create a .pdf file using Adobe Acrobat software (free download from their website)

4) For an “International Transaction fee”, a receipt will now be required. This is a bank fee for

overseas currency conversion. Use the same receipt of the original purchase, but add both transaction numbers and notate original purchase and international fee respectively. IMPORTANT: Be sure that the full credit card number is not printed on any documentation. (Use white-out and not ink to block the #)

Original documentation should be retained by the department for at least six (6) months. Do not dispose of original documentation until the receipts have been reviewed and verified for completeness.

Allow List (Rev Feb 2013)

Miscellaneous Stores Antique Reproduction - Antique Shops Bars/Beer, Wine & Liquor Stores Cigar Stores & Stands Cosmetic Stores Crystal & Glassware Stores Fireplace & Accessories Stores Hearing Aids – Sales, Service & Supply Pawn Shops – Record Shops Philatelic & Numismatic Supplies Salvage & Wrecking Yards Stamps & Coin Stores

Personal Service Providers Barber & Beauty Shops Counseling Service Debt/Marriage/Personal Health & Beauty Spas Massage Parlors Tax Preparation Service

Professional Services

Accounting/Auditing Services Attorneys & Legal Services Automobile Associations Bookkeeping Services Business & Secretarial Schools Child Care Services Chiropodists - Chiropractors Dentists – Doctors – ALL TYPES Elementary & Secondary Schools Nursing & Personal Care Facilities Ophthalmologists - Optometrists Opticians, Optical Goods & Glasses Political or Religious Organizations Trade & Vocational Schools

Repair Services Clock & Watch Repair Shops Jewelry Repair Shops

Retail Stores Duty Free Stores Mobile Home Dealers

Transportation Boat Leases/Rentals Cruise Lines

Wholesale Trade Precious Stones & Metals Watches & Jewelry

Allow List (Rev Feb 2013)

What’s Allowed

NCSU business purchases only. Your card can be used for the ‘Type of Spending’ requested and approved on your PCard application:

o Standard - includes routine supplies, materials and service expenses. Alsoregistration fees, books, memberships, subscriptions, etc. This does not include traveltype expenses.

o Travel - includes expenses such as airfare, hotels, car rental/gas, other transportationand parking. Not to be used for personal meals while in travel status.

o Meals - refers to the purchase of food and beverages for entertainment purposes only.Not to be used for personal meals while in travel status.

What’s NOT Allowed

This is not an all-inclusive list. It is intended as a guide only. Exceptions can be requested on a case-by-case basis.

Amusement & EntertainmentAmusement Parks - Aquariums Athletic Fields Bands & Orchestras Billiard & Pool Hall Establishments Bowling Alleys Carnivals/Circuses/NC State Fair Commercial Sports Dance Halls, Schools & Studios Motion Picture Theaters Professional Sports Clubs Public Golf Courses Sports Promoters Theatrical Producers Ticket Agencies Timeshares Tourist Attractions & Exhibits Video Amusement Game Supplies Video Game Arcade

Automobiles & VehiclesMotor Home Dealers Motorcycle Shops & Dealers Snowmobile Dealers Motor Home & Recreational Vehicles

Business Services Consumer Credit Reporting Agencies Inbound Telemarketing Merchants Insurance Sales – Premiums/Underwriting Manual Cash Disbursements Money Transfer Securities – Brokers & Dealers Automated Cash Disbursements Direct Marketing – Insurance/Travel Svce Outbound Telemarketing Merchants

Clothing Stores Furriers & Fur Shops

Contracted Services Insulation Contractors Masonry Contractors Plastering Contractors Stonework Contractors Tile Setting Contractors

Government Services Court Costs - Fines Bail & Bond Payments Tax Payments

CPS2332211

TA00654321

Nice, Someone

Someone Nice

Clerk: PAMRUIZGuests: 1

Group #: 84921Folio #:Room #:Guest Name: 1329

1Page No.

R314929269 - 1Someone Nice2721 Sullivan Drive Campus Box 7212 Raleigh, NC 27695 US

HISTStatus:03/01/17Depart:02:10 PM02/25/17 Time:Arrive:

CL #:

02:44 PMTime:

9840 International Drive

Fax: (407) 996-0865Tel: (407) 996-9840

Orlando, FL 32819

Date Description Charges CreditsReference Comment

Authorize.net Pay VISA 098600 20433856551 ($841.01)02/20/2017

ROOM CHARGE 1329 $185.00 02/25/2017

ROOM TAX 1329t ROOM TAX $23.36 02/25/2017

OCCCD FEE 1329t OCCCD FEE $1.85 02/25/2017

ROOM CHARGE 1329 $185.00 02/26/2017

ROOM TAX 1329t ROOM TAX $23.36 02/26/2017

OCCCD FEE 1329t OCCCD FEE $1.85 02/26/2017

ROOM CHARGE 1329 $185.00 02/27/2017

ROOM TAX 1329t ROOM TAX $23.36 02/27/2017

OCCCD FEE 1329t OCCCD FEE $1.85 02/27/2017

ROOM CHARGE 1329 $185.00 02/28/2017

ROOM TAX 1329t ROOM TAX $23.36 02/28/2017

OCCCD FEE 1329t OCCCD FEE $1.85 02/28/2017

FOLIO BALANCES 03011301954 $0.17 03/01/2017

Authorize.net Pay AMEX 098600 REFUND $0.17 03/06/2017

FOLIO BALANCES ISSUE CREDI REFUND PROCESSED ($0.17)03/06/2017

Folio Balance: $0.00

The Hotel will collect one percent of the room rate (not subject to tax exemption) to fund the promotion of the Orange County Convention Center and

tourist services in the vicinity of the Orange County Convention Center District.

If I elect to pay by credit card, I understand that: acceptance is subject to approval by the issuing organization; information necessary to charge my credit card account will

appear on my itemized hotel folio (s) and be transmitted electronically in lieu of a sales draft; my liability for this bill is not waived and agree that in the event the indicated

person, company, or association fails to pay, I will be held responsible.

TA00123456

-f��nterprise579 PETERSBURG RD HEBRON, KY 41048-9630

NCSU GREAT DEPARTMENTATTN: BOSSMANADMINISTRATIVE SERVICES ROOM 1200CAMPUS BOX 7212RALEIGH, NC - 27695

Date/Time Out 10/21/2017 03:59 PM

Renter NICE, SOMEONE

Rental Agreement#: Bill Ref#: Invoice Date: Account#:

Description TIME & DISTANCE

CUSTOMER FACILITY CHARGE 6/DAY

CONCESSION RECOUP FEE 11.11 PCT

KENTUCKY U-DRIVE-IT TAX 6 PCT

BOONE COUNTY LICENSE FEE 3 PCT

VEHICLE UC COST RECOV FEE 1.10/DAY

Total Payments (USD)

Qty/Per 3 DAY

Subtotal 3 DAY

PCT

PCT

PCT

3 DAY

637559565 9009-5857-551

10/24/2017 NC53E01

Rate Amount 31.30 93.90

93.90

6.00 18.00

11.11 10.80

6.00 5.63

3.00 2.82

1.10 3.30

-134.45

������ �� Amount Due (USD) 0.00 \ndivid

�I line Hem charaes such as rental rates f!?(_Time aod Distan�.,. perc

�l!!Qe-ba

Ed char�s

fe;ff.;<le es tax� and- �es or Sufiharii:u, &gl cl/;:'9.m' OIVldeO b�'\),.

tln mu '"t? Pa ·es ma�De

a°n'alor O 'f&o�d fr�o�al ceoJfs.cen to e re at e arges equa e actua otat unt ue

Color License Model Unit WHITE DSY5984 ACCENT 7PD285

VIN:KMHCT4AE6HU371198

Miles/Kms Out In 824 989

Claim#/ PO#/ RO# Insured

Date of Loss

·�-·

Type of Loss

Repair Shop

EMPLOYEE/STUDENT ID #

PROJECT ID#

Type of Vehicle

Thank You For Choosing Enterprise -------------------------------------------------------------------------------------------------------------------------------------

Please Return This Portion With Remittance

Remit To: ENTERPRISE RENT A CAR 4817 HARGROVE RD STE 200 RALEIGH, NC 27616-1893

Fed Tax Id: 43-1241935 Account # NC53E01

Page I of I

Amount Due (USD)

Paid By: NCSU UNDERGRAD ADMIS ADMINISTRATIVE SERVICES CENTER II ROOM 125 CAMPUS BOX 7204 RALEIGH, NC 27695

Rental Agreement 637559565

Amount 0.00

0.00

GPBR 38EO

-

!!!!!!!! --

-

!!!!!!!!!! --

!!!!!!!! -

-

-

!!!!!!!!

TA01234567

CPS1234569 – Materials to build frame for experiment at research site

CPS2094249 Refreshments for Departmental Graduate Review Meeting 01/05/2018

SIGNATURE: John Smith

PRINT NAME DEPARTMENT HEAD: Dr. JOHN SMITH, Department of Agronomy

THIS RECEIPT IS UNACCEPTABLE: NO ITEMIZATION OF WHAT WAS PURCHASED

NO BUSINESS PURPOSE

CPS22334455

NC STATE PURCHASE CARD

BILLING CYCLE CALENDAR

2018

Monthly Billing Cycle Billing Cycle Final Date for Transaction

Statement Name Dates Reconciliation

(by 5:00 PM unless noted)

December 2017 12/20/2017 11/21 thru 12/20 12/21/2017 by 12:00 Noon**** 12/22/2017 1/22/2018***

January 2018** 1/19/2018 12/21 thru 1/19 1/23/2018 1/25/2018 2/20/2018 February 2018 2/20/2018 1/20 thru 2/20 2/22/2018 2/27/2018 3/20/2018

March 2018 3/20/2018 2/21 thru 3/20 3/22/2018 3/27/2018 4/20/2018April 2018 4/20/2018 3/21 thru 4/20 4/24/2018 4/27/2018 5/21/2018***May 2018** 5/18/2018 4/21 thru 5/18 5/22/2018 5/24/2018 6/20/2018June 2018 6/20/2018 5/19 thru 6/20 6/21/2018 by 5:00 PM* 6/22/2018 7/20/2018July 2018 7/20/2018 6/21 thru 7/20 7/24/2018 7/27/2018 8/20/2018

August 2018 8/20/2018 7/21 thru 8/20 8/22/2018 8/24/2018 9/20/2018September 2018 9/20/2018 8/21 thru 9/20 9/24/2018 9/27/2018 10/22/2018***October 2018** 10/19/2018 9/21 thru 10/19 10/23/2018 10/26/2018 11/20/2018November 2018 11/20/2018 10/20 thru 11/20 11/21/18 by 12:00 Noon**** 11/27/2018 12/20/2018December 2018 12/20/2018 11/21 thru 12/20 12/21/18 by 12:00 Noon**** 12/21/2018 1/21/2019***

Transaction Reconciliation: Distribution of charges by reconciler to appropriate project ID and account (expense) code

Statement Approval: Each transaction with correct project ID information and account must have an itemized

receipt from the merchant. The statement must have 3 unique signatures - Cardholder, Reconciler and Approver

*Shortened due to year‐end closeout.

** Billling cycle ends the previous business day since 20th falls on weekend.

*** Statement deadline extended thru next business day since 20th falls on a weekend/holiday.

****Due to the University Holiday schedule, reconciliation must be completed by 12:00 pm on this date.

Any statements not submitted by the deadline will be placed on hold the next business day.If statement is late for a second time, the hold will remain in effect for four (4) weeksfrom date the statement is received and also requires a memo from the Department Head.

Statements AvailableFinal Statement Approval

Deadline

Billing Cycle Dates: Charges posted at the bank on these dates post to Financials in this cycle

NOTE:  All statements are required to be routed and completely approved by 5:00 PM on 20th of the following month.  

Compliance Assurance

In order to assure compliance with state law, university policies and program procedures, the actions listed on this chart will be taken when non-compliance is detected.

Documentation Infractions: Late statement submission Missing or improper receipts Failure to include required additional documentation

First Offense

Card is placed on hold when error is discovered and remains in a hold status until correction is made and PCard Administrator is notified.

Second Offense

(within a 12 month period) The card is suspended. The hold status is in place from the day after the statement due date to four (4) weeks after the statement is submitted. Upon completion of the 4-week hold, an authorization memo from the cardholder's department head is required to release the hold. Address and email the memo to the PCard Administrator. In the memo, the Department Head must explain how departmental function would be impaired if the cardholder were to lose card privileges and propose actions to prevent the behavior from reoccurring.

Third Offense

(within a 12 month period) The card is placed in a hold status. The "hold" status remains in place from the day after the statement due date to four (4) weeks after the correction is made. A memo from the Department Head and PCard class attendance for the cardholder are required to re-instate the card privileges.

Purchasing Policy Infractions: Split Transactions (to avoid single transaction limit) Inappropriate and Non-Allowable purchases Personal Purchase made in error Failure to comply with State Contract terms

First Offense

The card will stay in a HOLD status until the mistake is resolved and documentation and repayment of inappropriate purchases are received by the university

Second Offense

Department Head must justify in writing how department function would be impaired if the cardholder privileges were revoked and list the actions taken to prevent future infractions from occurring. Card remains in a HOLD status until error is corrected and the Department Head justification is approved by the AVC of Finance.

Third Offense

Card is revoked and the cardholder is not eligible for future PCard privileges.

Criminal Activity Intentional personal purchase

First Offense

An intentional personal purchase is theft of state property. The card is revoked immediately. The Department Head, Internal Audit Division, Human Resources and the Campus Police are notified. Appropriate disciplinary action will be taken. The cardholder is not eligible for future PCard privileges.

A PCard may be put on Hold or suspended at the request of the Department Head or Business office at any time.