ASU-Beebe P-Card Training Purchasing Department

Purpose of Training  The purpose of the P-Card Training Program is to educate P-Card participants of their responsibilities and of the appropriate usage and procedures for using a university-issued P-Card.  New P-Card holders or approvers are required to complete this training before a P-Card will be issued.  Existing P-Card holders and approvers are to complete this training annually.

Training Requirements  Successful completion of this training program by P-Card participants.  Training will ensure that P-Card participants as well as reviewers are knowledgeable of their responsibilities and the appropriate procedures.  Training should be completed on an annual basis.  Successful completion of this training program by P-Card participants.  Training will ensure that P-Card participants as well as reviewers are knowledgeable of their responsibilities and the appropriate procedures.  Training should be completed on an annual basis.

Instructions  Review this training presentation.  Refer to the ASU-Beebe P-Card Procedures, if needed (links provided in the menu to the left).  Score at least 80% on the assessment (you may repeat the assessment until you score 80%).  Refer back to the training program as much as necessary to successfully complete the assessment.  Complete the course evaluation.

Introduction  Is a Visa credit card issued by US Bank.  Provides an alternative method for purchasing goods (commodities) and services.  Streamlines the purchasing process.  Is issued in the cardholder’s name.  Is to be used for official ASU-Beebe business purchases only!!!  Personal purchases are forbidden and may result in disciplinary action.  Is a Visa credit card issued by US Bank.  Provides an alternative method for purchasing goods (commodities) and services.  Streamlines the purchasing process.  Is issued in the cardholder’s name.  Is to be used for official ASU-Beebe business purchases only!!!  Personal purchases are forbidden and may result in disciplinary action. P-Card

Definitions Cardholder The employee whose name is on the P-Card is responsible for its appropriate use, safety, and security. P-Card A credit card distributed to delegated employees for departmental purchases of goods and services for ASU-Beebe official business purposes only. Restricted Commodities Goods or services that cannot be purchased using the P-Card.

Definitions Mandatory State Contract Contracts (established by the Office of State Procurement) for goods or services where substantial savings can be achieved by quantity purchasing. ASU-Beebe is required to purchase from the awarded state contract vendor. Non-Mandatory Contract Items Contracts (established by the Office of State Procurement) that are not mandatory but use quantity purchasing and establish a maximum price.

Definitions Cooperative Contract Established when multiple public procurement units (purchasers) combine their purchases to obtain volume purchase discounts. ASU-Beebe Contracts Contracts established by ASU-Beebe through competitive bids, proposals, or negotiations. These contracts are mandatory.

Credit Limits  Has a single transaction credit limit of $2,500.  This includes shipping, freight, and taxes.  Has a monthly expenditure credit limit of $4,500.  May have limits increased or decreased, with approval, to accurately reflect a department’s spending level.  Has a single transaction credit limit of $2,500.  This includes shipping, freight, and taxes.  Has a monthly expenditure credit limit of $4,500.  May have limits increased or decreased, with approval, to accurately reflect a department’s spending level. Each individual P-Card:

Appropriate Usage  The P-Card is used the same way as a regular credit card.  The P-Card cannot be used to pay for any travel expenses.  Follow P-Card procedures to safeguard university funds and to spend them in an ethical manner.  The P-Card is used the same way as a regular credit card.  The P-Card cannot be used to pay for any travel expenses.  Follow P-Card procedures to safeguard university funds and to spend them in an ethical manner.

Appropriate Usage  Use of P-Card for meals is not allowed.  Food (grocery store) purchases may be allowed only with prior approval from Purchasing. Approval is rare.  No alcohol purchases are allowed.  Use of P-Card for meals is not allowed.  Food (grocery store) purchases may be allowed only with prior approval from Purchasing. Approval is rare.  No alcohol purchases are allowed. Meals and Food

Safeguards  The cardholder should store the P-Card in a safe, secure location.  Only the cardholder may use the P-Card.  The cardholder should immediately report a lost or stolen P-Card to US bank, his or her direct supervisor and the P-Card administrator.  If the P-Card is lost or stolen after hours, the cardholder should immediately call the issuing bank to report.  The cardholder should store the P-Card in a safe, secure location.  Only the cardholder may use the P-Card.  The cardholder should immediately report a lost or stolen P-Card to US bank, his or her direct supervisor and the P-Card administrator.  If the P-Card is lost or stolen after hours, the cardholder should immediately call the issuing bank to report. The cardholder is responsible for security and transactions of the P-Card.

Mandatory State Contract Items Non-Mandatory or Cooperative Contract Items Promotional ItemsPrinting These commodity categories have some restrictions for P-Card purchases: Restricted Commodities

State Contract Items State contracted items MUST be purchased from state contract vendors. Contact Purchasing for a list of state contract vendors willing to accept the P-Card. Issues:  Most common problem is office supplies.  Office supplies MUST be purchased from Government Supply Services, the state contract vendor.  Contract items from non-contract vendors must be returned for credit. Issues:  Most common problem is office supplies.  Office supplies MUST be purchased from Government Supply Services, the state contract vendor.  Contract items from non-contract vendors must be returned for credit. Restricted Commodities

 Items for personal use  Gifts for retiring faculty or staff  Decorative items for non-public areas  Greeting cards  Alcohol and alcoholic beverages  Cash advances  Party and holiday decorations for employee-only events  Gasoline and diesel fuel, excluding bulk purchases  Any and all travel expenses  Ammunition  Radioactive, biohazard, explosive, or any other hazardous material(s)  Employee meals  Items for personal use  Gifts for retiring faculty or staff  Decorative items for non-public areas  Greeting cards  Alcohol and alcoholic beverages  Cash advances  Party and holiday decorations for employee-only events  Gasoline and diesel fuel, excluding bulk purchases  Any and all travel expenses  Ammunition  Radioactive, biohazard, explosive, or any other hazardous material(s)  Employee meals The following are examples of items that cannot be purchased with a P-Card:

Restricted Commodities Promotional Items To ensure that branding and design meet university specifications and standards, promotional and novelty items may not be purchased using a P- Card. Marketing and Public Relations can assist with planning, designing, and will proof artwork. Promotional items include:  Items requiring an approved ASU-Beebe logo or brand Promotional items include:  Items requiring an approved ASU-Beebe logo or brand

Restricted Commodities Printing Contact Purchasing for any and all printing needs. Remember:  Printing is restricted by Constitutional Amendment 54.  A P-Card should never be used for printing purchases of any type. Remember:  Printing is restricted by Constitutional Amendment 54.  A P-Card should never be used for printing purchases of any type.

Restricted Commodities Fixed Asset Purchases There are two account codes set up in the accounting system to record fixed asset purchases. P-Cards are not to be used for Fixed Asset Purchases. Remember:  Account code 350 are Items with cost between $ and $2,  Account code 400 are Items $2,500 and over  Any asset that is susceptible to pilferage. Remember:  Account code 350 are Items with cost between $ and $2,  Account code 400 are Items $2,500 and over  Any asset that is susceptible to pilferage.

Delivery To prevent fraudulent activity, all items purchased with a P-Card must be delivered:  To an official ASU-Beebe address; or  Verifiable off-site location due to a special project or grant.  To an official ASU-Beebe address; or  Verifiable off-site location due to a special project or grant.

Fraudulent Charges  Fraudulent charges are the only items the P-Card holder can dispute.  Contact US Bank and Purchasing when fraudulent charges are identified.  Review transactions frequently to identify fraudulent charges as soon as possible.  Fraudulent charges are the only items the P-Card holder can dispute.  Contact US Bank and Purchasing when fraudulent charges are identified.  Review transactions frequently to identify fraudulent charges as soon as possible.

Accounting and Recording of Expenditures Receipts  Original receipts are required, even if the purchase is from a discount store. Original receipts are to be kept with the P-Card holder for five years.  Receipts are to be detailed and describe each item purchased, with the unit price for each item.  Lump sum receipts are not acceptable.  Original receipts are required, even if the purchase is from a discount store. Original receipts are to be kept with the P-Card holder for five years.  Receipts are to be detailed and describe each item purchased, with the unit price for each item.  Lump sum receipts are not acceptable.

Accounting and Recording of Expenditures Accounting You may reallocate during the current billing cycle. Once the statement is available you will only have three (3) days to reallocate.  Reallocate the charge if the account differs from the default accounting code.

Accounting and Recording of Expenditures Reallocate the charge if the account differs from the default accounting code. Step 1: Log into Account Step 1: Log into Account Step 2: Click Transaction Management Step 2: Click Transaction Management Step 3: Click Accounting Code of Item to Reallocate Step 3: Click Accounting Code of Item to Reallocate Step 4: Enter Correct Account Step 4: Enter Correct Account

At the end of each billing cycle, the cardholder must:  Access the online account.  Print the Statement.  Complete the Transaction Log  Attach supporting documentation for each transaction, including credits..  Forward the Transaction Log and Statement to Purchasing within five days of the end of the billing cycle.  Access the online account.  Print the Statement.  Complete the Transaction Log  Attach supporting documentation for each transaction, including credits..  Forward the Transaction Log and Statement to Purchasing within five days of the end of the billing cycle. US Bank Statement

Declined Transaction  Monthly spending limit exceeded  Restricted vendor  Single transaction limit exceeded  Monthly spending limit exceeded  Restricted vendor  Single transaction limit exceeded If a transaction is declined, call the P-Card administrator for an explanation of the denial. The most common reasons for P-Card denials are:

Exceptions Requests for exceptions to the P-Card policy and procedures will be considered on a case-by-case basis.  Requests must be submitted to the P-Card administrator via .  Requests will be reviewed and the requestor notified of the approval or denial.  Keep any and all copies of documentation pertaining to the request.  Requests must be submitted to the P-Card administrator via .  Requests will be reviewed and the requestor notified of the approval or denial.  Keep any and all copies of documentation pertaining to the request.

Misuse and/or Abuse  Appropriate disciplinary action will be based on the severity and intent of the misuse and/or abuse.  The departmental/budgetary supervisor, P-Card administrator, and director of Purchasing will determine appropriate disciplinary action.  Disciplinary action may include, but is not limited to:  Written warning  Temporary suspension  Revocation of P-Card privileges  Termination of employment  Reimbursement of negligent/fraudulent charges  Prosecution in a court of law  Appropriate disciplinary action will be based on the severity and intent of the misuse and/or abuse.  The departmental/budgetary supervisor, P-Card administrator, and director of Purchasing will determine appropriate disciplinary action.  Disciplinary action may include, but is not limited to:  Written warning  Temporary suspension  Revocation of P-Card privileges  Termination of employment  Reimbursement of negligent/fraudulent charges  Prosecution in a court of law Misuse and/or abuse of the P-Card may result in disciplinary action.

Compliance Failure to comply with the P-Card policy and procedures will be deemed misuse and/or abuse and may be subject to the procedures outlined in the previous slide.

Assessment  To complete the P-Card Training Program, you must pass the assessment with a score of 80% or higher.  Click on the P-Card Participants link in the menu on the left, then click on the P-Card Training Assessment link.  The assessment may be repeated until you have scored 80%.  You may review the training program and other materials as many times as necessary.  To complete the P-Card Training Program, you must pass the assessment with a score of 80% or higher.  Click on the P-Card Participants link in the menu on the left, then click on the P-Card Training Assessment link.  The assessment may be repeated until you have scored 80%.  You may review the training program and other materials as many times as necessary.

Program Evaluation You have now completed the P-Card Training Program! Once you successfully pass the assessment, please evaluate this program. The evaluation can be accessed by clicking the P-Card Participants link in the main menu and then the P-Card Training Program Evaluation link. Responses are anonymous and will assist us to refine and improve future training programs. You have now completed the P-Card Training Program! Once you successfully pass the assessment, please evaluate this program. The evaluation can be accessed by clicking the P-Card Participants link in the main menu and then the P-Card Training Program Evaluation link. Responses are anonymous and will assist us to refine and improve future training programs.

Questions or Assistance? Please direct any questions, inquiries, or problems regarding P-Cards to the ASU-B P-Card administrator: Robin Lancaster ASU-Beebe Purchasing Department Please direct any questions, inquiries, or problems regarding P-Cards to the ASU-B P-Card administrator: Robin Lancaster ASU-Beebe Purchasing Department Visit services/purchasing/purchasing-card-program for additional information on procurement policies and procedures.