Procurement Card Procedures Approver Title change.. Approver added to slide

Housekeeping Please sign in Facilities Break Cell Phones

Goals After this session, participants will be knowledgeable of NMSU procurement card procedures. Participants will be able to identify allowable/ unallowable purchases when using NMSU PCards. Participants will be knowledgeable on how to approve transactions in the CCER system.

Objectives At completion of course, participants will… Be able to locate appropriate resources and references. Be familiar with the procedures regarding PCard purchases. Understand the responsibilities of reviewing for appropriateness. Be able to review for accurate reconciliation of transactions in the CCER System.

Methods for Purchases Purchase Orders Procurement Cards Reimbursement Direct Pay Direct Pay bullet added.

Approver Eligibility NMSU regular employee 0.75 minimum FTE No temps, students or affiliates Approval authority must be in a position above the cardholder

How to become an Approver? Complete Procurement Card Reconciler/Approver Changes form or Procurement Card Application Attend Approver Procedures Training Recommended: Attend FSA-RMR Informational Session Complete FSA-RMR Bridge to BDMS and PCard Receipts Destruction Training

Approver Responsibilities Ensure that the transactions include the correct index, account code and a description. Ensure that purchases are a bona fide business purpose and allowable on the PCard. Ensure the receipts have been scanned and uploaded by the approval deadline. Review transactions timely to meet deadlines issued. Added – Verify Business Purpose bullet

Reminder: Cardholder Information $3,000 per transaction $10,000 per month No transaction splitting Monthly available credit limit will be reset on the 29th of each month Bullet added --- Airfare purchases Presenters notes: if an increase over the dollar limit is needed for purchase of airfare a request needs to be submitted to pcard@nmsu.edu for review

Unallowable University Purchases NMSU Business Procedure Manual 4.00.45 http://pcard.nmsu.edu/restrictions/ The following are examples of unallowable purchases on any University account. The list should not be considered all-inclusive but merely a guide for purchases that are not allowed. Unallowable University Purchases Retirement gifts over $100 Annual credit card fees Donations Holiday decorations Event tickets Personal goods or services Fines or penalties Alcohol beverages NMGRT on goods Change from University Restricted to Unallowable University Purchases Presenter notes: Tax should not be paid for goods. Cardholder should make every attempt when purchasing goods to be tax except. If tax is assessed for an out-of-state vendor. Contact your fiscal monitor for instructions on how to proceed.

Restricted from PCard Purchases NMSU Business Procedure Manual 4.40.645 http://pcard.nmsu.edu/restrictions/ The list should not be considered all-inclusive but merely a guide for purchases that are not allowed using the PCard. Restricted from PCard Purchases Travel (exception, airfare) No furniture or equipment $1,000 or over (submit PO) Construction and/or small repairs ATM cash advances Employee uniforms and clothing Rentals, leases and agreements Purchases with related contracts Monthly recurring charges Bullet 1 changed from travel related expenses to Construction and/or small repairs Bullet 4 changed from Purchases to NMSU entities to uniforms Bullet 6 changed from Purchases with contracts to Purchases with related contracts

Update – PCard Allowable Purchases Airfare – has been added to the list of allowable PCard purchases. Travel: http://af.nmsu.edu/bpm/bpm-5c Airfare: http://af.nmsu.edu/bpm/bpm-5c/#20

Test Your Knowledge Mark the appropriate column(s) Item to Purchase Use the PCard Use a Purchase Order Not allowed Office Supplies Conference fees Reoccurring monthly charges Construction Copier Rental Birthday Cards NMGRT on goods Computer over $1000 Airline tickets

Test Your Knowledge X Item to Purchase Use the PCard Use another approved purchase option Not allowed Office Supplies X Conference fees Reoccurring monthly charges Construction Copier Rental Birthday Cards NMGRT on goods Computer over $1000 Airline tickets

Cardholder Compliance NMSU Business Procedure Manual 4. 40 The issuance of an NMSU Procurement Card (PCard) is a privilege and requires adherence to business directives. Failure to utilize the PCard correctly or to adhere to the electronic reconciliation schedule may result in the following action: Not reconciling in a timely manner First Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP Second Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP Third Non-Compliance – Suspension of privileges Purchase of unallowable item First Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP Second Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP Failure to ensure acceptable receipts are attached to statement

PCard Personnel Changes Employment status changes -Departments - Jobs - Departure from NMSU - Special Circumstances (leave, terminations, sabbatical) - PCard no longer needed Approver access no longer needed Contact PCard Administration for proper procedures. pcard@nmsu.edu Title changed from Departmental Changes to Approver Changes Email added to slide Audit slide removed

Reviewing your PCard Statement in WellsFargo CCER System

Statement Cycle Information Monthly criteria: $3,000 per transaction $10,000 limit No transaction splitting ** Example: Total amount of purchase is $3,200. You cannot run a $3,000 transaction, then run a $200 transaction for this purchase. Since it's over $3,000. Contact pcard@nmsu.edu for guidance. Note: Monthly available credit limit will be reset on the 29th of each month.

Cycle Calendar http://pcard.nmsu.edu/cycle-times-calendar/ Sample calendar Do not print from cycle to date for reconciliation. Update screen shots on both cardholder and approver

Sample Email Notification from WellsFargo

WellsFargo https://www.wellsfargo.com/com/

Log In Password Resets/ Lock out of Account 1-800-932-0036 Company ID NMSU1960 User ID XXXX Password Password Resets/ Lock out of Account 1-800-932-0036 Password reset wording made big and bold

Click on Commercial Card Expense Reporting

Approver Role

Approve Statement

Cards Requiring Approver Review Doe, John XXXX Doe, Tom XXXX Doe, Jane XXXX

Approval Period

Cardholder Items Requiring Approver Review

Approver Review Select the transaction to review (select one at a time). Click Reclassify.

Approver Receipt Review Review receipts by opening the cardholder’s statement packet.

Approver Receipt Review Verify that the information on the receipt matches the CCER transaction. If it doesn’t match, check with cardholder or email pcard@nmsu.edu.

Approver GL Code Review Review General Ledger Code (GL Code = Banner Account Code). Change if applicable As a general rule default account code 738011 should not be used.

Approver GL Code Assignment Select appropriate General Ledger Code if needed. *GL Code = Banner Account Code

Description Review Add/Correct if needed.

Index Review Change Index (if needed) To modify, select magnifying glass or type in index.

Index Lookup Change index if needed.

Approve/Decline Transaction Approve/Decline - Change as needed based on transaction appropriateness.

Select Appropriate Status Approved Approved PCard transactions Approved – Fraud Used for fraudulent transactions reported to Wells Fargo Approved – Misuse Used when a transaction is university allowed but PCard unallowable Declined – Agcy Fnd Used to decline unallowable agency transactions Declined – Other Used when other types of unallowable purchases are made in error Declined – Personal Used when a personal purchase is made in error Declined – Sales Tax NMGRT on goods Declined - Travel PCard Restricted Travel *Items declined will post to a PCard Suspense fund (except sales tax). The cardholder is responsible for reimbursing NMSU for the declined transaction.

Save Changes Steps to Complete Click Save if any changes were made to the cardholder’s reconciliation during the Approver review.

Finalizing Reconciliation Ensure the following have been completed: Statement has been reviewed Transactions reclassified to appropriate index/account Transaction splits are indicated as applicable All transaction information has been saved Images have been uploaded and are legible Click Approve Statement button

Approver Compliance NMSU Business Procedure Manual 4. 40. 64 http://af Failure to utilize the PCard correctly or to adhere to the electronic approval schedule may result in the following action: Not approving in a timely manner First Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP Second Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP Third Non-Compliance – Suspension of privileges Approval of an unallowable item First Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP Second Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP Failure to ensure acceptable receipts are attached to statement

PCard Security Discrepancies Fraud Lost or Stolen Report immediately to 1-800-932-0036. Phone number is located on the back of the PCard. WellsFargo is open 24/7/365.

Contact Information PCard Administration 575-646-7125 pcard@nmsu.edu pcard.nmsu.edu * For emergencies email pcard@nmsu.edu WellsFargo Bank 1-800-932-0036 www.wellsfargo.com/com Open 24/7/365

RMR Training Registration http://rmr.nmsu.edu/training/