The University of Louisiana at Monroe PURCHASING DEPARTMENT La Carte (P-Card) Purchasing Card Program December 1, 2014

Overview Overview Introduction & Purpose Introduction & Purpose Benefits Benefits Cardholder Responsibilities Cardholder Responsibilities How the Program Works How the Program Works Important Information Important Information

Introduction and Purpose Introduction and Purpose What Is It? What Is It?  LaCarte (P-Card) is a VISA credit card issued by Bank of America (BOA) that is used to make small dollar purchases directly from vendors.  The individual named on the card is responsible for making “business related” purchases that are in compliance with university and state policies.  The P-Card carries a corporate liability

La Carte P-Card Program La Carte P-Card Program Who Issues the Card? Who Issues the Card?

View of the P-Card View of the P-Card LA State sales tax exempt number LA State sales tax exempt number Cardholder’s name Cardholder’s name University of Louisiana at Monroe University of Louisiana at Monroe

Benefits Benefits Prompt payments to vendors Prompt payments to vendors Less Expensive - Reduces processing costs and paper flow Less Expensive - Reduces processing costs and paper flow Reduces the number of purchase requisitions and/or Check Requests processed by Purchasing Reduces the number of purchase requisitions and/or Check Requests processed by Purchasing Reduces the number of invoices/payments processed by Accounts Payable Reduces the number of invoices/payments processed by Accounts Payable

Card Controls Card Controls Monthly Billing Cycle Monthly Billing Cycle  Begins on the 6 th and ends on the 5 th of the following month. Dollar Limits & Transaction Limits Dollar Limits & Transaction Limits  If you exceed the dollar or transaction limits, your card will be declined at the Point of Sale (POS). Merchant Category Codes (MCC) Merchant Category Codes (MCC)  Attempts to purchase from restricted & prohibited MCC’s will cause the transaction to decline at the POS.

P-Card Program How Much Can I Spend? How Much Can I Spend?  P-Card purchases are limited to an individual’s Single Transaction Limit (STL) or $5,000 per transaction (including shipping and handling).  CAUTION: DO NOT split a transaction. Purchasing items that exceed the Single Transaction Limit and separating the payment into two or more transactions is NOT allowed. Artificially splitting a purchase is a violation of State law.

Purchases Are Not To Be Artificially Divided Executive Order BJ , Small Purchase Procedures, Section # 6 states the following; In the absence of a good faith business basis, no purchase or procurement shall be artificially divided within a cost center, or its equivalent, to avoid the competitive process or the solicitation of competitive sealed bids. Artificial division of purchases to circumvent the Single Transaction Limit (STL) of a P-Card is NOT allowed. Artificial division of purchases can be outlined as follows: Budget unit making two or more P-card purchases for the identical commodity on the same day or within the same week whose combined total cost exceeds the STL Budget unit making two or more P-Card purchases to the same vendor on the same day or within the same week whose combined total cost exceeds the STL Budget unit making two or more P-Card purchases to similar vendors* for identical or similar commodities** on the same day or within the same week which exceed the STL. * Similar vendors are suppliers selling products within the same industry category, i.e., athletic, automotive, data processing, electrical, medical, office, scientific, etc. ** Similar commodities are items which possess general characteristics within the same industry category, i.e., athletic, automotive, data processing, electrical, medical, office, scientific, etc.

Unauthorized Purchases Unauthorized Purchases Travel Expenses- Must use CBA account for airfare, group travel allowed baggage Alcoholic beverages Auto Rentals/Leases- Must use the CBA account Gifts/Gift Cards/Gift Certificates Cell Phones/Services/Blackberries Cash Advances, Wire Transfers Postage Stamps Postage Stamps Individual Memberships Consultants/speakers (1099 Vendors) Consultants/speakers (1099 Vendors) Prescription drugs/narcotics, etc. Prescription drugs/narcotics, etc. Capital Outlay/Computers (707000’s ) Capital Outlay/Computers (707000’s ) Food and Meals

Authorized Purchases Authorized Purchases Office Supplies Books and Subscriptions Scientific and Lab Supplies Institution Memberships Mail Transportation Services Materials and Supplies

Cardholder Responsibilities Cardholder Responsibilities Directly responsible for appropriate card use Directly responsible for appropriate card use  Sharing & lending cards is NOT allowed Keep the purchasing card in a safe and secure location Keep the purchasing card in a safe and secure location Make allowable and appropriate purchases Make allowable and appropriate purchases  Personal charges are STRICTLY PROHIBITED Gather and assemble all supporting documentation (receipts, invoices, etc.) Gather and assemble all supporting documentation (receipts, invoices, etc.) Receive and inspect orders Receive and inspect orders

Cardholder Responsibilities Cardholder Responsibilities Receive individual monthly memo statement from Bank of America Receive individual monthly memo statement from Bank of America  This is not a bill Cardholder should mark the Index and Expense Codes on documents prior to submittal to the Controller’s Office Cardholder should mark the Index and Expense Codes on documents prior to submittal to the Controller’s Office Surrender the card upon termination of employment or upon request by their Next-level Supervisor, Department Head or P-Card Administrator Surrender the card upon termination of employment or upon request by their Next-level Supervisor, Department Head or P-Card Administrator

Procedures: Place the Order Procedures: Place the Order Purchases in Person Purchases in Person Purchases by Telephone, Fax Purchases by Telephone, Fax Purchases via the Web Purchases via the Web

In all P-Card purchasing situations: Verify sufficient funding exists in the specified budget and expenditure code Verify sufficient funding exists in the specified budget and expenditure code Identify if the purchase is appropriate for a p- card transaction Identify if the purchase is appropriate for a p- card transaction Check list of restricted purchases Check list of restricted purchases Advise vendor that the P-Card is state sales tax exempt BEFORE the transaction begins Advise vendor that the P-Card is state sales tax exempt BEFORE the transaction begins Obtain detailed receipt and retain all documents Obtain detailed receipt and retain all documents

In all P-Card purchasing situations: BEFORE you make a p-card purchase, always ask a vendor if they are a 1099 reportable BEFORE you make a p-card purchase, always ask a vendor if they are a 1099 reportable 1099 reportable vendors are on the P- Card 1099 reportable vendors are not allowed on the P- Card Guidelines to identify a 1099 reportable: Guidelines to identify a 1099 reportable:  Company name is a person’s name  The word “Service” is in the company name  Company name have “INC.”, “CORP”, or “PC”  Company name does not have “INC.”, “CORP”, or “PC”

Notes About Sales Tax Notes About Sales Tax Some vendors may require a copy of the State sales tax exemption certificate Some vendors may require a copy of the State sales tax exemption certificate  Request a copy by ing Purchasing  If sales tax is charged, it is the cardholder’s responsibility to request a credit to the cardholder’s account Taxes

Required Documentation Cardholders MUST collect itemized receipts for all P-Card purchases. Cardholders MUST collect itemized receipts for all P-Card purchases. Document/Receipt examples: Document/Receipt examples:  Cash Register Tape  Detailed Packing Slip  Copy of Order Form (e.g. subscription)  Registration form  Web receipt or acknowledgement from vendor

Receipt Details Receipt Details Receipts vary in appearance and type of information provided but generally included the following: Receipts vary in appearance and type of information provided but generally included the following:  Date of purchase  Vendor name  Description of item(s)  Quantity, unit price, total Must submit original receipts Must submit original receipts Handwritten receipts are unacceptable Handwritten receipts are unacceptable

Procedures:Missing Receipts Procedures:Missing Receipts Contact vendor to get a receipt- This is the fastest and simplest method Contact vendor to get a receipt- This is the fastest and simplest method Copies of receipts are acceptable only when originals are not available or cannot be obtained Copies of receipts are acceptable only when originals are not available or cannot be obtained

Paying with P-Card Paying with P-Card The vendor will require the following information when paying with the P-Card: The vendor will require the following information when paying with the P-Card:  Name on the card  P-Card number and expiration date  Tax Exemption Number  Campus delivery address (if ordering items to be delivered University of Louisiana at Monroe Receiving Location (your name, department, building and room #) Receiving Location (your name, department, building and room #) 700 University Avenue 700 University Avenue Monroe, LA Monroe, LA 71209

Procedures: Shipping Procedures: Shipping Shipments to a cardholder’s home are Strictly Prohibited Shipments to a cardholder’s home are Strictly Prohibited Shipments to other ULM locations and affiliated entities are permissible; must get receipts Shipments to other ULM locations and affiliated entities are permissible; must get receipts

Procedures: Returns & Credits Procedures: Returns & Credits The cardholder is responsible for contacting a vendor & arranging a return for replacement or credit: The cardholder is responsible for contacting a vendor & arranging a return for replacement or credit:  DO NOT accept cash in lieu of a credit  Request Return Authorization Number  Request credit receipt or slip Credits will appear on future statements Credits will appear on future statements

Card Maintenance Card Maintenance Use Cardholder Enrollment Form Use Cardholder Enrollment Form  Change of address  Name change  Replacement card request  Change of Single Transaction Limit

Contact the P- Card Administrator if there are any charges on your statement that you do not recognize. Contact the P- Card Administrator if there are any charges on your statement that you do not recognize. P- Card Administrator will direct you to complete the Statement of Disputed Item form. (Located on the Purchasing Web Page under ULM Forms) P- Card Administrator will direct you to complete the Statement of Disputed Item form. (Located on the Purchasing Web Page under ULM Forms) If the disputed amount is credited, you will see it on a future statement. If the disputed amount is credited, you will see it on a future statement. Procedures: Dispute Items

Lost or Stolen Cards Lost or Stolen Cards Notify Bank of America immediately by calling: Notify Bank of America immediately by calling: – anytime  Zero personal liability  Lost or Stolen Cards will be shipped to the P- Card Administrator  DO NOT have BOA reissue a card directly to you. All cards must be received and distributed by the P-Card Administrator. Upon termination/transfer the card must be cancelled and returned to the Purchasing Department. Upon termination/transfer the card must be cancelled and returned to the Purchasing Department.

Other Important Information Other Important Information P-Card is to be used for official business only P-Card is to be used for official business only WILL NOT affect your personal credit WILL NOT affect your personal credit Violators of policies and procedures will be subject to disciplinary action Violators of policies and procedures will be subject to disciplinary action CAUTION VIOLATIONS: CAUTION VIOLATIONS:  Personal or unauthorized purchases  Split purchases  Alcohol

Other Important Information Failure to comply with all P-Card policies and procedures may result in the following: Failure to comply with all P-Card policies and procedures may result in the following:  Payroll deduction  Account suspension/deactivation  Permanent loss of the card  Notification to administration, internal audit, and University police  Possible employment suspension or termination

Your Purchasing Card IS NOT Tied to Your Budget! It is the responsibility of the budget unit cardholder to verify sufficient funding exists in the specified budget and expenditure code PRIOR to initiating the Purchasing Card transaction.

Important Dates Important Dates Billing Cycle 6 th through the 5 th of each month. Billing Cycle 6 th through the 5 th of each month. All statements and supporting documentation due in the Controller’s office not later than ten (10) business days after close of cycle. All statements and supporting documentation due in the Controller’s office not later than ten (10) business days after close of cycle. Failure to submit documents in a timely manner will result in card suspension. Failure to submit documents in a timely manner will result in card suspension. Statements not received with fifteen (15) business days may result in card cancellation. Statements not received with fifteen (15) business days may result in card cancellation.

LaCarte/CBA Policy A complete policy can be found on the Purchasing Website A complete policy can be found on the Purchasing Website Site is updated constantly, so check often. Site is updated constantly, so check often.

Key Contacts Susie Clay P-Card Administrator Fax Bank of America Report card lost or stolen: