The University Purchasing Card APUR 102 The University Purchasing Card

APUR 102 P-card Refresher This session will cover the parameters of the Purchasing Card program to include: Limits of the card Cardholder responsibilities Lost/stolen or compromised cards Monthly cardholder duties & will touch on Liaison responsibilities

APUR 102 P-card Refresher Welcome to the State of South Carolina/University of South Carolina Purchasing Card (P-Card) Program. As an agency of the State of South Carolina, the University of South Carolina is participating in the program designed to help you better manage low-dollar supply purchases and bring many benefits to you, the University, and vendors. State employees expending public monies hold a public trust; their conduct must meet the highest ethical standards. All State government employees must use the P-Card only to purchase supplies and services within the guidelines of the Policy Follow the link below to download the USC policy and procedures manual: http://purchasing.sc.edu/card.shtml

Eligibility Requirements: APUR 102 P-card Refresher Eligibility Requirements: Applicant must be a full-time USC Employee The approval of employees Department Head to execute purchase transactions on behalf of their department Employee must attend a training session before he/she may be issued a Purchasing Card Each individual Cardholder must sign a Cardholder agreement in the presence of the Purchasing Card Administrator Upon completion of training, documents will be sent to and processed by USC Columbia Purchasing Card Administrator

For official/legitimate University business purchases APUR 102 P-card Refresher About the card To be used: For official/legitimate University business purchases Only by the individual named on the card Card Limitations: $4,999.99 per transaction (including freight, delivery, installation & sales & use tax) Do not split transactions to avoid the single transaction limit. Splitting transactions is strictly prohibited and could result in removal of P-Card privileges Neither Cardholder, nor merchants may exceed the Single Transaction Limit (STL) or split the purchase in order to accommodate for the STL $10,000 per month The Purchasing Card is a corporate purchasing VISA charge card, which will not affect the Cardholder's personal credit

What can I buy or what can’t I buy? APUR 102 P-card Refresher What can I buy or what can’t I buy? Travel (Tickets, hotels, railroads, taxi’s, etc.), Food and food items (napkins, plates, utensils, food wraps, cooler, microwave, etc.), Plants, Flowers, Gifts/Giveaways, Stamps, Gift Cards, Clothing, Personnel Consumption Items (Kleenex, hand sanitizer, first-aid supplies, air freshener, etc.), Rentals, Greeting Cards, Registration Fees if associated with travel or meals, All student registrations, Tickets for any type of entertainment, Dry Cleaning, or other items in the blocked Merchant Category List If purchase is in question, please contact your liaison Memberships, Subscriptions, General Office Supplies, Services, programmatic supplies Mandated to purchase any items from State Contracts

Maintain purchasing card in a secure location at all times APUR 102 P-card Refresher Security Maintain purchasing card in a secure location at all times Maintain security of the account number, expiration date, and security code at all times Who can use the card? Only the approved cardholder. Use by anyone other than the cardholder is strictly prohibited. What do I do if I misplace my card? Immediately report a lost/stolen or compromised card to Bank of America at 1-800-538-8788 (24/365).

Why would my p-card be declined? Blocked Merchant Category Code APUR 102 P-card Refresher What do you do if you erroneously charge a personal item on your p-card? Written explanation is required along with copy of check and deposit transmittal showing reimbursement to University Why would my p-card be declined? Blocked Merchant Category Code Single transaction limit exceeded ($4,999.99) Monthly Cardholder limit exceeded ($10,000.00) Can I return “stuff”? Do not accept cash, gift cards, stored value cards, calling cards, pre-paid cards or similar products in lieu of a credit to the Purchasing Card account

Cardholder will: Submit itemized vendor receipt, invoice, packing slip and any other additional supporting documentation to Department Liaison. Packing lists are not acceptable in lieu of receipt Provide missing receipt affidavit to liaison for those receipts unable to obtain and or receive duplicate copies. Must also be signed by the immediate supervisor. Repeated use of this method will subject Cardholder to loss of privileges Indicate alternate cost center, object code, and/or cost share account code for purchases to be charged if different than the default assigned to the Purchasing Card Create and/or approve expense reports through PeopleSoft’s My Wallet module Attempt to resolve disputes or billing errors directly with the vendor and notify Bank of America if the dispute or billing error is not satisfactorily resolved Ensure that an appropriate credit for the reported disputed items(s) or billing error appears on a subsequent Cardholder's Statement

New Cardholder Audit (after Year 1) APUR 102 P-card Refresher New Cardholder Audit (after Year 1) P-card is good for 3 years Upon expiration all cardholders will be required to take a refresher exam (Questions come directly from policies and procedures Test will be administered through Blackboard If cardholder fails the test they will be required to sit for training again and retake the test

APUR 102 P-card Refresher Spending Transparency is to provide citizens with convenient access to details on how tax dollars are spent. Higher Education Spending Transparency may be found at: https://www.cg.sc.gov/higheredspendingtransparency/Pages/default.aspx State Government Monthly Charge Card Usage may be found at: https://www.cg.sc.gov/Pages/monthlychargecardusage.aspx

Leaving the University or Changing Departments? APUR 102 P-card Refresher Leaving the University or Changing Departments? Return the Purchasing Card to Department Liaison upon terminating employment with the University of South Carolina If changing departments within the University of South Carolina, please contact the Purchasing Card Administrator to coordinate the change and provide instructions for retaining purchasing card and approvals for new department

APUR 102 P-card Refresher QUESTIONS