PCARD REFRESHER 2015 GENERAL EXPECTATIONS DOCUMENTATION ALLOWABLES TAXES DESCRIPTIONS REPORTING REVIEWERS CONSEQUENCES GRANT CLOSEOUTS

GENERAL EXPECTATIONS PCARD users and reviewers should be familiar with the agreement signed to obtain a pcard and follow those rules The PCARD test provides additional information annually regarding critical policies and guidelines that should be followed. Print those materials for reference or log into Blackboard and review them for familiarity.

Partnership pcards were audited twice in 2015 (auditors were looking for documentation, description, and purpose) IT IS THE PCARD HOLDER AND REVIEWERS’ RESPONSIBILITY TO ADHERE TO THE PCARD RULES AND REVIEW UNIVERSITY’S GUIDELINES. THE PARTNERSHIP FISCAL TEAM IS NOT RESPONSIBLE FOR ENSURING THE ALLOWABILITY OF THESE PURCHASES “AFTER THE FACT”. ALWAYS ASK WHENEVER IN DOUBT BEFORE MAKING THE PURCHASE.

DOCUMENTATION Copy all receipts printed on thermal paper (they fade over time) and include that copy in your pcard packet. Tape down all receipts that are not 8 ½ x11 (tape around the edges of receipts on thermal paper, since the tape fades the ink)

Please number all pcard items on log and on documentation. No double-sided copies Amazon documentation must include the payment page and the packing slip, if received. The payment page should include the product description, product item code, and payment amount.

ALLOWABLES Always review the pcard webpage to determine if your purchase is allowable. Consult with the fiscal team if the information is not available on the purchase/know-what-you-can-and-cannot- buy/allowable-business-expenditure-chart/ Due to recent changes at the University, technology purchases cannot be made on your pcard. Designated technology staff will make all purchases or work with the fiscal team. Additional information will be shared once it has been received.

Office supplies must be made through Ball Office and Guy Brown. Office supplies that are considered specialty items must be approved by the reviewer or a member of the fiscal team in advance before ordering. OFFICE SUPPLIES CANNOT BE ORDERED FROM OTHER OFFICE SUPPLY VENDORS UNDER ANY CIRCUMSTANCES Letterhead, Business Card, VCU envelopes must be ordered through the fiscal team

TAXES Taxes are NOT allowable on most purchases The PCARD holder is responsible for ensuring taxes are not charged on the purchase, and must aggressively pursue a credit for any taxes charged on items that are tax exempt. (Credits must be received within 2 weeks.) Purchases that allow taxes include prepared/catered food and hotels for meeting expenses and lodging

Descriptions Grant funders are reviewing expenses more closely and are requesting more information about purchases. Each pcard purchase should be documented with an index code, description of the item, and the reason for the purchase in the comments section on the monthly report page. (Type in the comment box that appears when you sign off of transactions in the pcard system.)

Reporting Please use the report link included in the from VCU to download your monthly report (It includes the comment section) Pcard holders are responsible for tracking all orders made on their pcard. Keep a list of all purchases to help you track your pcard balance more closely. Some vendors wait several days before posting charges to your pcard.

All incorrect reports will be returned for corrections and will need to be returned within 48 hours. Please notify the fiscal team whenever you have a replacement pcard!! Always flag a transaction if you do not have the documentation, or are awaiting a tax credit.

REVIEWERS Reviewers are held at the same level of responsibility as pcard holders. Corrective actions should be identified by the reviewer before signing off on pcards. ◦ DO NOT SIGN OFF ON PURCHASES WITHOUT REVIEWING THE DOCUMENTATION AND ASKING NECESSARY QUESTIONS. ◦ Flag transactions if you have questions

Consequences Pcards will be suspended for repetitive offenses Reviewers’ pcards can be suspended as well if they are not enforcing the rules for their pcard holders. Corrective action memos can be required, and must be approved by the Provost Office.

Principal Investigators/ Project Directors Be aware of all Pcard holders who have the authority to charge expenses against your grant. Request information prior to allowing staff to make purchases on your grants if you need to track expenses closely. Work with staff more closely to track all pcard purchases within the last 90 days of the grant period. Ask staff to avoid using their pcard within the last 45 days of your project period. Purchases needed within the last 45 days of the grant period should always be brought to the fiscal team.