1. Procurement Card Procedures Approver
Title change.. Approver added to slide

2. Housekeeping
Please sign in
Facilities
Break
Cell Phones

3. Goals
After this session, participants will be knowledgeable of NMSU procurement card procedures.
Participants will be able to identify allowable/ unallowable purchases when using NMSU PCards.
Participants will be knowledgeable on how to approve transactions in the CCER system.

4. Objectives At completion of course, participants will…
Be able to locate appropriate resources and references.
Be familiar with the procedures regarding PCard purchases.
Understand the responsibilities of reviewing for appropriateness.
Be able to review for accurate reconciliation of transactions in the CCER System.

5. Methods for Purchases Purchase Orders Procurement Cards Reimbursement
Direct Pay
Direct Pay bullet added.

6. Approver Eligibility NMSU regular employee 0.75 minimum FTE
No temps, students or affiliates
Approval authority must be in a position above the cardholder

7. How to become an Approver?
Complete Procurement Card Reconciler/Approver Changes form or Procurement Card Application
Attend Approver Procedures Training
Recommended:
Attend FSA-RMR Informational Session
Complete FSA-RMR Bridge to BDMS and PCard Receipts Destruction Training

8. Approver Responsibilities
Ensure that the transactions include the correct index, account code and a description.
Ensure that purchases are a bona fide business purpose and allowable on the PCard.
Ensure the receipts have been scanned and uploaded by the approval deadline.
Review transactions timely to meet deadlines issued.
Added – Verify Business Purpose bullet

9. Reminder: Cardholder Information
$3,000 per transaction
$10,000 per month
No transaction splitting
Monthly available credit limit will be reset on the 29th of each month
Bullet added Airfare purchases
Presenters notes: if an increase over the dollar limit is needed for purchase of airfare a request needs to be submitted to for review

10. Unallowable University Purchases
NMSU Business Procedure Manual The following are examples of unallowable purchases on any University account. The list should not be considered all-inclusive but merely a guide for purchases that are not allowed.
Unallowable University Purchases
Retirement gifts over $100
Annual credit card fees
Donations
Holiday decorations
Event tickets
Personal goods or services
Fines or penalties
Alcohol beverages
NMGRT on goods
Change from University Restricted to Unallowable University Purchases
Presenter notes: Tax should not be paid for goods. Cardholder should make every attempt when purchasing goods to be tax except. If tax is assessed for an out-of-state vendor. Contact your fiscal monitor for instructions on how to proceed.

11. Restricted from PCard Purchases
NMSU Business Procedure Manual The list should not be considered all-inclusive but merely a guide for purchases that are not allowed using the PCard.
Restricted from PCard Purchases
Travel (exception, airfare)
No furniture or equipment $1,000 or over (submit PO)
Construction and/or small repairs
ATM cash advances
Employee uniforms and clothing
Rentals, leases and agreements
Purchases with related contracts
Monthly recurring charges
Bullet 1 changed from travel related expenses to Construction and/or small repairs
Bullet 4 changed from Purchases to NMSU entities to uniforms
Bullet 6 changed from Purchases with contracts to Purchases with related contracts

12. Update – PCard Allowable Purchases
Airfare – has been added to the list of allowable PCard purchases.
Travel:
Airfare:

13. Test Your Knowledge Mark the appropriate column(s)
Item to Purchase
Use the PCard
Use a Purchase Order
Not allowed
Office Supplies
Conference fees
Reoccurring monthly charges
Construction
Copier Rental
Birthday Cards
NMGRT on goods
Computer over $1000
Airline tickets

14. Test Your Knowledge X Item to Purchase Use the PCard
Use another approved purchase option
Not allowed
Office Supplies X
Conference fees
Reoccurring monthly charges
Construction
Copier Rental
Birthday Cards
NMGRT on goods
Computer over $1000
Airline tickets

15. Cardholder Compliance NMSU Business Procedure Manual 4. 40
The issuance of an NMSU Procurement Card (PCard) is a privilege and requires adherence to business directives. Failure to utilize the PCard correctly or to adhere to the electronic reconciliation schedule may result in the following action:
Not reconciling in a timely manner
First Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP
Second Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP
Third Non-Compliance – Suspension of privileges
Purchase of unallowable item
First Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP
Second Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP
Failure to ensure acceptable receipts are attached to statement

16. PCard Personnel Changes
Employment status changes
-Departments
- Jobs
- Departure from NMSU
- Special Circumstances (leave, terminations, sabbatical)
- PCard no longer needed
Approver access no longer needed
Contact PCard Administration for proper procedures.
Title changed from Departmental Changes to Approver Changes
added to slide
Audit slide removed

17. Reviewing your PCard Statement in WellsFargo CCER System

18. Statement Cycle Information
Monthly criteria:
$3,000 per transaction
$10,000 limit
No transaction splitting
** Example: Total amount of purchase is $3,200. You cannot run a $3,000 transaction, then run a $200 transaction for this purchase. Since it's over $3,000. Contact for guidance. Note: Monthly available credit limit will be reset on the 29th of each month.

19. Cycle Calendar http://pcard.nmsu.edu/cycle-times-calendar/
Sample calendar
Do not print from cycle to date for reconciliation.
Update screen shots on both cardholder and approver

20. Sample Email Notification from WellsFargo

21. WellsFargo https://www.wellsfargo.com/com/

22. Log In Password Resets/ Lock out of Account 1-800-932-0036 Company ID
NMSU1960
User ID
XXXX
Password
Password Resets/ Lock out of Account
Password reset wording made big and bold

23. Click on Commercial Card Expense Reporting

24. Approver Role

25. Approve Statement

26. Cards Requiring Approver Review
Doe, John
XXXX
Doe, Tom
XXXX
Doe, Jane
XXXX

27. Approval Period

28. Cardholder Items Requiring Approver Review

29. Approver Review
Select the transaction to review (select one at a time).
Click Reclassify.

30. Approver Receipt Review
Review receipts by opening the cardholder’s statement packet.

31. Approver Receipt Review
Verify that the information on the receipt matches the CCER transaction. If it doesn’t match, check with cardholder or

32. Approver GL Code Review
Review General Ledger Code (GL Code = Banner Account Code).
Change if applicable
As a general rule default account code should not be used.

33. Approver GL Code Assignment
Select appropriate General Ledger Code if needed.
*GL Code = Banner Account Code

34. Description Review
Add/Correct if needed.

35. Index Review Change Index (if needed)
To modify, select magnifying glass or type in index.

36. Index Lookup
Change index if needed.

37. Approve/Decline Transaction
Approve/Decline - Change as needed based on transaction appropriateness.

38. Select Appropriate Status
Approved
Approved PCard transactions
Approved – Fraud
Used for fraudulent transactions reported to Wells Fargo
Approved – Misuse
Used when a transaction is university allowed but PCard unallowable
Declined – Agcy Fnd
Used to decline unallowable agency transactions
Declined – Other
Used when other types of unallowable purchases are made in error
Declined – Personal
Used when a personal purchase is made in error
Declined – Sales Tax
NMGRT on goods
Declined - Travel
PCard Restricted Travel
*Items declined will post to a PCard Suspense fund (except sales tax). The cardholder is responsible for reimbursing NMSU for the declined transaction.

39. Save Changes Steps to Complete
Click Save if any changes were made to the cardholder’s reconciliation during the Approver review.

40. Finalizing Reconciliation
Ensure the following have been completed:
Statement has been reviewed
Transactions reclassified to appropriate index/account
Transaction splits are indicated as applicable
All transaction information has been saved
Images have been uploaded and are legible
Click Approve Statement button

41. Approver Compliance NMSU Business Procedure Manual 4. 40. 64 http://af
Failure to utilize the PCard correctly or to adhere to the electronic approval schedule may result in the following action:
Not approving in a timely manner
First Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP
Second Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP
Third Non-Compliance – Suspension of privileges
Approval of an unallowable item
First Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP
Second Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP
Failure to ensure acceptable receipts are attached to statement

42. PCard Security Discrepancies Fraud Lost or Stolen
Report immediately to
Phone number is located on the back of the PCard. WellsFargo is open 24/7/365.

43. Contact Information
PCard Administration pcard.nmsu.edu * For emergencies WellsFargo Bank Open 24/7/365

44. RMR Training Registration