Department of Procurement pCard Training Marti Alegria, CPCP pCard Program Administrator

Department of Procurement What is a pCard? JP Morgan Chase Visa Card, property of the City of Tucson and JP Morgan Chase A convenient & safe way to make purchases and monitor your expenditures. Has significantly reduced the number of Petty Cash vouchers, DA-23s and Partial Receiving Reports processed by the City.

Department of Procurement Types of pCards Individual Card: issued to an individual employee. Nontransferable and non- assignable Department Card: issued to a City department, division or project. Transferable and assignable

Department of Procurement Where Can It Be Used? Wherever Visa is accepted, following City Procurement policy and procedures. Storefront Online Telephone Fax

Department of Procurement When can the pCard be used?  Petty Cash purchases  DA-23 purchases  Non-contracted items up to $5,  Contracted Purchases: No dollar limit & prompt payment discounts can apply.  Point of Sale: no need for an invoice to be generated.  Upon Receipt of Invoice Note: Notify A/P when paying invoices by pCard.  Travel (a Travel Order is required) When per diem is elected, the pCard cannot be used for per diem expenses.

Department of Procurement Mandatory pCard  Petty cash purchases  Pre-approved business travel  Purchases under $5, (for purchases not tied to an established contract, unless said contract allows pCard)  Office Depot/office supplies  Professional memberships & subscriptions  FedEx & UPS  Tucson City Golf Food and Beverage Service  Hewlett Packard contract for computers, servers, printers, peripherals, and services.  CDW-G – IT products  Professional Printing Services (check intranet for listing of contracted vendors)  CenturyLink (formerly Qwest)– Land Line Services  Tucson Newspapers, Inc./Legal Advertising  Remanufactured Toner (Laser Options P.O.)  Others forthcoming – please stay tuned!

Department of Procurement When can the pCard not be used? Personal use Transactions over $5, without a Purchase Order Number or prior Procurement approval. Federally funded purchases, if prohibited by funding source. Computer software and/or hardware without approval from COT IT. Inventory/Warehousing purchases

Department of Procurement What controls are in place?  Merchant coding & blocking  liquor stores  furriers  casinos  jewelry stores  bail bonds  Training  Card Appearance  Reviewers and Approvers  Reports  card declines  types of purchases  specific transaction information  over 60 reports/ hundreds of queries

Department of Procurement Electronic Process City force pays JP Morgan Chase No paper statements sent by mail No late fees or finance charges Reconcilers & Approvers have until the fourth business day every month to review the previous month’s pCard activity. Review weekly to avoid stockpiling transactions so close to the monthly deadline. PaymentNet allows splitting of transactions to avoid processing journal entries

Department of Procurement What happens if you misuse the card? Report suspected misuse to: Dept. Liaison pCard Program Team Fraudulent or intentional misuse cancellation of pCard potential termination possible criminal charges

Department of Procurement What happens if you lose the card? As soon as you realize your pCard is missing: Call , available 24 hours a day every day (number is located in the program information guide) Notify Department Liaison and pCard Program Team

Department of Procurement Roles and Responsibilities Cardholder: Safeguards card at all times Reports if card is lost or stolen Complies with policies and procedures Submits documentation such as receipts, packing slips to card reconciler/approver Resolves any discrepancies directly with vendor Note: Cardholder cannot approve his/her own transactions.

Department of Procurement Roles and Responsibilities Reviewer/Reconciler: Can be Cardholder Reconciles account transactions and reports any discrepancies by 3:00 p.m. on the 4th business day each month Assures correct accounts/object codes are used on transactions Assures policies and procedures were followed Records retention (3 years within Dept.)

Department of Procurement Roles and Responsibilities Approver: Cannot be cardholder Approves account transactions and reports any discrepancies by 3:00 p.m. on the 4th business day each month Affirms correct accounts/object codes are used on transactions Affirms policies and procedures were followed Records retention (3 years within Dept.)

Department of Procurement Roles and Responsibilities pCard Liaison: Acts as pCard Program Contact Develops/enforces internal policies & procedures Monitors pCard activity Submits applications and change requests Provides guidance and program updates Assists with disputed charges

Department of Procurement Keep in Mind... Responsibility for ensuring proper use lies with the Department Public Perception/Audits Not a matter of IF we will be audited but WHEN we will be audited If a contract is in place, use the contracted vendor (regardless of the dollar amount)

Department of Procurement Access to PaymentNet Your login information to the online system will be sent to you by Your userid will be based on the Novell Login listed on your card application, unless otherwise specified Your login is intended for your use only. Proxy logins can be set up for back-ups, whenever needed.

Department of Procurement What do I need to do when I receive my card? Activate your card by calling the toll free number imprinted on the sticker Individual Card - sign the back Department Card - with a black sharpie write “Check City ID”

Department of Procurement Questions? Please contact us by phone or with any questions you may have or to schedule refresher or advanced training sessions. Survey Your feedback is appreciated.