PCard Update

Background New Statewide PCard Policy – Effective April 1, 2017 Requested extension for implementation was denied Significant Changes Requires a plan to reduce the number of PCards New single transaction limit of $1,000 Pre-Approval required for certain purchases Justification of the need for each card Added CFO (VP Finance & Administration) responsibilities, including approval of qualified cardholders and approvers Pcard Working Group meetings and emails

Pre-Approval Requirements (when is pre-approval required?) Type of Transaction Dollar Value PCard Use Allowed if within Single Transaction Limit? Pre-Approval Required? Unplanned, Non-Routine, Urgent $.01 to $1,000.00 Yes No $1,000.01 to $4,999.99 Yes – 2 approvals Planned, Routine, Non-Urgent $.01 to $4,999.99

Current Steps Justification forms sent to Lead Financial Directors 1/20/17 Goals: Reduce our overall number of cards Reduce the number of cards with a STL >$1,000 Purpose – to meet the following requirements: Obtain justifications – need for card, need for STL >$1,000 Identify individuals to fill roles required for Pre-Approval Review WORKs reconciliation and monthly reconciliation processes and roles to ensure compliance with policy. Identify cards for inclusion in possible exception areas Identify other needs for possible exceptions (ex. Small dept. – only one level of approval)

Next Steps in Plan Preparation Procurement - review justification forms for completeness and follow-up as necessary for: Missing information Inconsistencies Additional information to support retention of card and the requested transaction and credit limits (the need for this may be determined at a higher level) In discussion with State/Senior Administration regarding fate of cards that have not been justified/roles determined. Finalize UGA PCard Plan – due to OPB no later than 2/28/17 (Requires VP Nesbit and President approval prior to submission)

Ongoing Steps Develop UGA’s PCard manual and training Develop electronic process for pre-approval Pursuing use of UGAmart - abbreviated workflow (Cardholder, Approver 1, Approver 2 steps only) Continue adding shopping content to UGAmart Recently added: Lowe’s, Home Depot, B&H Photo Video In process: Amazon Business (shared with PCard working group) Proposed New Policy: If the purchase is under $1,000 and meets the definition of an unplanned, non-routine, urgent purchase as set forth in the Statewide PCard Policy, the purchase may be made via p-card with Amazon.com.  All other Amazon purchases will be required to be processed through UGAmart and a purchase order will be issued to Amazon. 

Steps after Submittal to OPB Pray for acceptance by OPB (actually - start now) On 3/1/17 start cancelling cards identified to be cancelled Assign new card profiles, transaction and monthly limits, and set up access in WORKs (Reach out to Jill/Lynn if someone will need view capability only in WORKs for reports, review, or audits) Prepare and distribute UGA’s new PCard manual/policy Prepare training materials and conduct training for all roles (mandatory) Envision: 10 sessions in the last 2 weeks of March – limit to max of 2 hours – make available via Collaborate or other electronic means so participation be recorded OPB and UGA PCard policy becomes effective 4/1/17 Discussions about whether those cardholders where all roles have not completed training will be brought to an inactive status

THANK YOU To all the folks in the many departments across campus who took an in depth look at their utilization of pcards To those departments who voluntarily reduced their number of pcards For realizing that the puppeteer's strings are long and we must move in the direction he chooses Thanks in advance for your feedback and input as we continue to prepare for implementation, conduct training, and roll out the new procedures and policy.

QUESTIONS ? Procurement contacts for PCard matters: Contact PCard Title Email Phone Jill Haag PCard Coordinator jhaag@uga.edu 706-542-7084 Lynn Stephens stephens@uga.edu 706-542-7108 Dawn Cowart Assistant PCard Program Administrator dcowart@uga.edu 706-542-7067 Annette Evans PCard Program Administrator amevans@uga.edu 706-542-7066