Procurement Card Process and Data Recovery Joanne Des Roche, CA Manager, Accounts Payable June

Agenda History Purpose/Restriction Process Data Inquiry 2

History Developed in-house through our IT department Our first transaction with this system was March 2007 Currently there are 106 users Numbers of transactions / dollar amount Fiscal year ,150 / Calendar year $1.6M Fiscal year 2014 – 7,096 / Calendar year $1.4 M Fiscal year 2013 – 7,526 / Calendar year $1.3M Staff involved in administration Vendor master person – Financial services employee responsible for viewing access and expense allocation Administrator – Materials Management employee ensuring expenses are allocated monthly download expenses weekly for access to the expense upload the allocated expenses to our reporting system 2 Accounts Payable Clerks – Financial services employee verify transactions allocated by the Administrator 3

Purpose/Restrictions To provide a convenient method of procuring and paying for low value goods and services. All expenses are paid through automatic bank withdrawal Restrictions Entertainment Radioactive materials Hazardous material Laboratory and research animals Maintenance contracts (cell phones, printer maintenance ….) Capital purchases over $1,000 Spending through Research Funds (except when purchasing requisition is completed) 4

Purpose/Restrictions Duplicate payment protection In Accounts Payable we process two types of invoices Non PO invoices and PO invoices Risk of duplicate payment on Non PO invoices is low individuals authorizing the payment on the invoice would be aware of the credit card activity. Risk of duplicate payment on PO invoices is higher but is identifiable The invoices goes straight to Accounts Payable, not through the departments. The duplicate payment can be identified because the expense can only be applied to the PO once. If AP posting is not paid, this transaction can be reversed otherwise we must go to the company to return the payment. 5

Process Access – throughout the University Procurement card application form is completed by supervisor and authorized by an individual with signing authority. Requested information include: Cardholder name/ID number some personal information is required by federal and provincial requirement. Expense allocation Credit limit Transaction limits – Transaction, Daily, Weekly Authorizing signature Fund access Expense can be applied against general operating funds Special purpose funds and endowment funds require approval from Financial Services staff 6

Process Access – Finance users 3 Buyers, Materials Management Once Purchasing Requisition is authorized Preference is to use P card instead of sending payment to AP Saves time in processing the payment Reduces data entry errors Criteria Dollar limit Payment in advance ~ 50% of requisition are paid via P card 1 Accounts Payable Clerk- rare Invoice is authorized for payment just as any payment in AP When Non Resident bank do not accept our cheques Vendor requires immediate payment 7

8

Data Inquiry Transaction recovery is available through our Web Information System to Cardholder – Limited to self Supervisor – Limited to the Cardholder approval Business Manager – A person who allocates expenses for the Cardholder Finance staff – Access to all users 9

Data Inquiry Very few limitations for data recovery through the P card system Expense allocation BYY###### 10

Inquiry on Judy Headrick (AP clerk) for the last two years 11

Details provided 12

Query on a portion of the vendor name 13

Other possible search queries Document number or any portion of Vendor ID number All transactions in a date range Expense allocation Cardholders or multiply cardholders 14

Questions / Comments 15