Purchasing Card Training Presented by Bill WardPurchasing Card Training Presented by Bill Ward

What About This Training In this training session will answer these questions: How did Central get a procurement card? What is the intent of the procurement card program? What the is procurement card is and its uses? What are my responsibilities as a cardholder, supervisor, department? When can I start to use my procurement card?

History of the P Card at UCM April 2002 P Card Tested by 50 UCM employees November 2002 P Card is available to all UCM employees P Card had dual use for purchasing and travel related expenses as well May 2005 major change made due to State Audit August 2006 P Card administration is designated to be in the Procurement Department July 2007 P Card and Travel Card are separate programs

Introduction University of Central Missouri is participating in the State of Missouri and UMB Bank VISA Purchasing Program..The purpose of the State of Missouri Procurement Card Program is to establish a more efficient, cost-effective method of purchasing and paying for small dollar (under $1,000) transactions within established usage limits.

Overall success of the Business Procurement Card Program (BPCP) For the Cardholder as well as the overall success of the program please remember that the Procurement Card is NOT intended: to avoid or bypass appropriate procurement or payment procedures. Rather, the procurement card complements the existing processes available. to replace the current travel card. for personal use.

How do I…. Obtain a Card? Cancel a Card? – –Transfer, Termination, Change in duties Renew a Card?Renew a Card? Report a lost or Stolen CardReport a lost or Stolen Card Immediately notify UMB Bank Security at Immediately notify UMB Bank Security at –Notify BPC Coordinator in the Procurement Office at

What about Procurement Card Security? Only the authorized cardholder may use the card.Only the authorized cardholder may use the card. Cards and card numbers must be safeguarded against use by unauthorized individuals in the same manner you would secure your personal credit card.Cards and card numbers must be safeguarded against use by unauthorized individuals in the same manner you would secure your personal credit card. Departments may require the Purchasing Card to be secured in the department.Departments may require the Purchasing Card to be secured in the department.

Can You Define Procurement Card Abuse? To use the Business Purchasing Card to purchase unauthorized items, products, and services or to use it at an unapproved merchant is considered abuse.To use the Business Purchasing Card to purchase unauthorized items, products, and services or to use it at an unapproved merchant is considered abuse. The willful misuse or wrongful use of the BPC will not be tolerated.The willful misuse or wrongful use of the BPC will not be tolerated.

What will happen if I Abuse the Card ? First occurrence – Cardholder will receive a warning letter from the PC Clerk.First occurrence – Cardholder will receive a warning letter from the PC Clerk. The second occurrence – Cardholder’s account will be deactivated for at least 3 billing cycles.The second occurrence – Cardholder’s account will be deactivated for at least 3 billing cycles. The third occurrence – Cardholder privileges will be withdrawn.The third occurrence – Cardholder privileges will be withdrawn. Cardholder will be held personally responsible to paying for the products and or services.Cardholder will be held personally responsible to paying for the products and or services. Departmental supervisor may request the card to be withdrawn at any point.Departmental supervisor may request the card to be withdrawn at any point.

Are there any Unauthorized items, Products, and Services ? The following is a listing of specific prohibited purchases. However the list is not limited to those non- business transactions. Purchases for the sole benefit of the Cardholder Cash Advances Construction, Renovation or Installation Services Fuel Computer Hardware and Software (unless approved by IS) Leases/Rentals requiring a signed agreement Maintenance/Service Agreements requiring a signed agreement Software Licensing Agreements Personal items or loans Medical Services Furniture and Systems Furniture Purchases involving trade- in of University property Sales Tax (Missouri) Travel Expenses (e.g. lodging, meals, rental vehicles) Services of sole proprietorships, individuals, or non- incorporated businesses (These are 1099 reportable) Professional and Consulting Services On-line purchases requiring an agreement (e.g. E-bay) Any purchase categories blocked through the purchasing card Merchant Category Codes (MCC) as determined by Director of Procurement and Materials Management Gift Cards Non University related products or services for which the Cardholder derives some personal gain, benefit or service Intellectual Property (e.g. photography services, webpage/software development) Animal Purchases

What are My Responsibilities?- Receipt of Goods and Materials Ensure you have received the goods and they are priced correctlyEnsure you have received the goods and they are priced correctly All orders (telephone,on line internet,catalog) make sure complete shipping address and instructions are given along with your name, department name, complete street address direct to Central ReceivingAll orders (telephone,on line internet,catalog) make sure complete shipping address and instructions are given along with your name, department name, complete street address direct to Central Receiving Cover W5H1Cover W5H1 –Who, What, When, Where, Why, How Send a copy of order to Central Receiving - This is CRITICAL!Send a copy of order to Central Receiving - This is CRITICAL! NO DOCUMENTATION!!! NO RECIPT OF GOODS !!!!!NO DOCUMENTATION!!! NO RECIPT OF GOODS !!!!!

Your Responsibilities - Record Keeping and Documentation Cardholders must keep the purchasing paperwork i.e.Cardholders must keep the purchasing paperwork i.e. Sales slipsSales slips Cash register receiptsCash register receipts InvoicesInvoices Order formsOrder forms Receiving documents receiptsReceiving documents receipts Et alEt al

Approval Process Your Responsibilities- Purchase Approval Process Ensure items your purchase are correct and correctly priced.Ensure items your purchase are correct and correctly priced. Cardholders to review charge receipts/cash register tapes.Cardholders to review charge receipts/cash register tapes. If lost - obtain a copy of a charge or credit slip, call the UMB Commercial Cards at There will be a $2.00 charge for each copy.If lost - obtain a copy of a charge or credit slip, call the UMB Commercial Cards at There will be a $2.00 charge for each copy. Forward charge receipts to departmental designee.Forward charge receipts to departmental designee.

Your Responsibilities- Rejected Purchases Cardholders may experience a purchase being rejected at the vendor’s place of business when the card transaction is run through the bankcard system. This could occur for the following reasons : Purchase exceeds the $1,000 transaction limit (including all delivery, shipping and handling and/or special handling costs) Purchase exceeds the monthly dollar limit established for the card. Purchase has been requested from a vendor having a merchant category code not included on CMSU’s acceptable list of codes. Purchase could have been rejected due to the wrong assignment of merchant category code to the vendor. Contact the Purchasing Card Clerk at the time of purchase!!!!

Resolving Errors, Disputes, Returns and Credits Your Responsibilities - Resolving Errors, Disputes, Returns and Credits Contacting and following up with the vendor on:Contacting and following up with the vendor on: any erroneous chargesany erroneous charges disputed items or returns as soon as possible.disputed items or returns as soon as possible. If the cardholder is unable to reach agreement with the vendor, the next step is to contact the PC Coordinator.If the cardholder is unable to reach agreement with the vendor, the next step is to contact the PC Coordinator.

How will I use this card? Scenario 1 - Walk up and carry out purchases -Wal Mart, Office Depot etc. Scenario 2 - Catalog purchases - Viking orders (telephone/fax) Scenario 3 - On Line Purchases - No PROBLEM! (BIG PROBLEM) When ordering on line check the Return Policy for that firm. Each on line company is different, you must review and print a copy of that policy. If the Return Policy is too stringent you should consider another vendor.

What are the Departmental Liaison Responsibilities ? Record Keeping and Documentation Reconciliation and Review Process Audit a Procurement Card TransactionAudit a Procurement Card Transaction

Does My Supervisor have Responsibilities? Department Head, Chair, Dean, Director or Manager will:Department Head, Chair, Dean, Director or Manager will: Identifying the cardholder and the limits to apply to the card.Identifying the cardholder and the limits to apply to the card. Ensure transactions logged into the Banner SystemEnsure transactions logged into the Banner System Control spending through the bank summary review and maintains records.Control spending through the bank summary review and maintains records. Each Supervisor will determine how to secure the cards and card numbers.Each Supervisor will determine how to secure the cards and card numbers.

a Procurement Card Transaction Department Responsibilities - Audit a Procurement Card Transaction Note partial shipments.Note partial shipments. If inappropriate purchases appear, the employee should supply a justification. If the justification is insufficient, appropriate measures should be taken to receive a credit from the vendor for the purchase and the Supervisor and Purchasing Card Coordinator should be notified. To obtain a credit a cardholder can return the goods or pay the vendor directly with nonstate funds. During the timeframe that the credit is pending, the charge will be made to the department.

Accounts Payable Responsibilities Paying the Bank Auditing Purchasing Card Program Maintaining the Purchasing Card Sales documentation and supporting evidence and visuals.Maintaining the Purchasing Card Sales documentation and supporting evidence and visuals.

The Forms and their Usage VISA Purchasing Cardholder Account Action RequestVISA Purchasing Cardholder Account Action Request Purchasing Cardholder AgreementPurchasing Cardholder Agreement Vendor Non-Acceptance FormVendor Non-Acceptance Form Cardholder Dispute FormCardholder Dispute Form Sales Tax Exemption CertificateSales Tax Exemption Certificate

Purchasing Card Summary on Banner FAAINVT

How Do I Activate My Card ???? Your Card will have a GREEN label across the front with instructions.Your Card will have a GREEN label across the front with instructions. Follow the instructions on the GREEN label.Follow the instructions on the GREEN label. Remove the Sticker after you have called.Remove the Sticker after you have called.

QUESTIONS?????