1. P-Card User Guide Standard Profile July 2012 1 RCNJ-BOA Purchasing Card User Guide – Standard Profile Ramapo College and Bank of America VISA Procurement Card Program User Guide – Standard Profile

2. P-Card User Guide Standard Profile July 2012 2 What is a P-Card Program? A credit card used to make small dollar purchases. Enables immediate purchase. Reduces paperwork. Improves operating efficiency.

3. P-Card User Guide Standard Profile July 2012 3 What is a P-Card Program? 60% of payments made by the College are < $1,000.

4. P-Card User Guide Standard Profile July 2012 4 What is a P-Card Program? Eliminates the need for: W-9, credit application, vendor creation, requisition, purchase order, change order, close order, invoice approval, invoice entry, printing checks, mailing checks.

5. P-Card User Guide Standard Profile July 2012 5 What is a P-Card Program? Enables users to view transactions on line and code to a FOAP. Saves time and processing expenses. –$20 to $50 per transaction

6. P-Card User Guide Standard Profile July 2012 6 What is a P-Card Program? Card Blocks Transaction Dollar Limit Monthly Dollar Limit Spending Category (MCC)

7. P-Card User Guide Standard Profile July 2012 7 Who can have a card? College Administrative Staff that have delegated purchase authority and have approval of the Unit Manager.

8. P-Card User Guide Standard Profile July 2012 8 How Do You Get a Card? Complete Request for P-Card Form. Obtain Unit Manager signature. Forward to Purchasing Dept.

9. P-Card User Guide Standard Profile July 2012 9 Card Profiles Cards are Customized for Each Profile Standard Student - Units that have a high level of student engagement (Athletics, Residence Life, CSI, Enrollment Management, ETC.) International Education Executive

10. P-Card User Guide Standard Profile July 2012 10 Card Profile Standard Trans. Limit - $1,000 or Based on Needs Monthly Credit Limit – $3,000 or Based on Needs MCC blocks in place - Custom

11. P-Card User Guide Standard Profile July 2012 11 What can be bought with the P-Card? Transaction value less than card limit. Must be for College use and must be delivered to the College. On-line or In-Store Purchases

12. P-Card User Guide Standard Profile July 2012 12 Travel Purchase – Part 1 Staff Only Travel (Overnight) Use for air and conference prepayments only. Do not take the card on the trip. All other travel expenses must be paid by the employee and submitted for reimbursement.

13. P-Card User Guide Standard Profile July 2012 13 Travel Purchase – Part 2 Not Applicable

14. P-Card User Guide Standard Profile July 2012 14 Restricted Purchases – Part 1 Personal use Cash Advances Fixed Assets (> $5,000) Computer Hardware & Software Food T&E Gasoline Alcohol and Liquor

15. P-Card User Guide Standard Profile July 2012 15 Restricted Purchases – Part 2 Purchases from: Club or Drug Stores Grocery Stores Doctors Offices Flowers Donations Gift Cert. Payments made by the Foundation

16. P-Card User Guide Standard Profile July 2012 16 The Card Program This is a College credit card. No impact to personal credit. The College pays BOA. CAUTION: There is no budget check in the process.

17. P-Card User Guide Standard Profile July 2012 17 Workflow – Part 1 Check your budget to assure funding is available. Use the Card and get receipts. Log on to Works and process the transaction on line. –FOP defaulted to primary budget. AC defaulted to MCC. –Change FOP and AC if necessary.

18. P-Card User Guide Standard Profile July 2012 18 Workflow – Part 2 Processing in Works –Log-In –Click Sign Off –Select Transaction –Verify, Change or Split FOAP –Click Receipt button Yes or No –Add Comments –Click Sign-Off button

19. P-Card User Guide Standard Profile July 2012 19 Workflow – Part 3 Transactions in Works from the prior week are posted each Wednesday to the Banner budget by Business Services. At month end: Print Out Cardholder Statement(s), Obtain Unit Manager sign-off on statement(s), Send statement(s) and receipts to Purchasing. The College pays BOA for all charges.

20. P-Card User Guide Standard Profile July 2012 20 Workflow – Part 4 Critical Part of the Process Correct and timely sign off and coding of transactions in Works. FOP and AC

21. P-Card User Guide Standard Profile July 2012 21 Workflow – Part 5 Unprocessed transactions in Works will be deducted from next months credit availability.

22. P-Card User Guide Standard Profile July 2012 22 Roles Unit Manager Cardholder Unit Administrator Program Administrator Business Services

23. P-Card User Guide Standard Profile July 2012 23 Responsibilities Unit Manager Delegates purchase authority. Requests cards. Signs-off on month end statement. Monitors budget.

24. P-Card User Guide Standard Profile July 2012 24 Responsibilities Cardholder Uses the card and gets receipts. Keeps the card secure. Obtains credits from vendor. Processes transactions in Works. Gives receipts to Unit Administrator.

25. P-Card User Guide Standard Profile July 2012 25 Responsibilities Unit Administrator Coordinates activities of all cardholders in Unit. Processes transactions in Works if not done by cardholder. Prints out monthly transaction statement for the Unit. Obtains Unit Manager signature. Sends statement and receipts to AP.

26. P-Card User Guide Standard Profile July 2012 26 Responsibilities Program Administrator (Purchasing) Main contact between BOA & College. Works with Unit Manager to establish card limits and category (MCC) blocks. Handles all questions. Conducts audits. Holds receipts.

27. P-Card User Guide Standard Profile July 2012 27 Responsibilities Business Services Each Wednesday uploads transactions from prior week into Banner. Coordinates payment to BOA.

28. P-Card User Guide Standard Profile July 2012 28 Sales Tax Up to the Cardholder to advise vendor the College is exempt from paying NJ sales tax. If charged for tax have vendor issue a credit. Updated tax exempt letter is on the Purchasing website. Colleges Tax ID number is printed on card.

29. P-Card User Guide Standard Profile July 2012 29 Disputes All charges will be paid by the College. Resolve dispute with the merchant - ask for a credit. Unresponsive merchant – Complete Dispute on line in Works or complete Cardholder Statement of Disputed Item form. (See Policy & Procedures.)

30. P-Card User Guide Standard Profile July 2012 30 Related Documents P-Card Policy & Procedures Works Navigation Instructions College Purchasing Policy & Procedures College Travel Policy & Procedures