1. CHA Purchasing Card (PCard) Training for Cardholders and Managers
PCard Administrators
Steve Lamphere
Ken Widis
Did you get your handouts?

2. Presentation Highlights
Program Overview
Benefits to the CHA
Benefits to the Supplier
CHA and Personal Liability
How Program Works
Documentation
Purchasing Card Policy and Procedures
Cardholder Responsibilities
Program Restrictions

3. PCard and the CHA
Simplifies purchase of non-restricted products and services
Reduces administrative time and effort related to purchase of authorized commodities
Reduces administrative cost associated with processing purchase orders, invoices and checks
Effective procurement tool for emergency requirements
Compliments CHA buys, electronic purchasing systems and the online private marketplace

4. Point-of-Sale Controls
Purchase Card transactions per day
Purchase Card transactions per month
Single purchase limit up to (Max) of $2, (includes all transaction related shipping, delivery or handling charges)
Monthly spending limit of up to (Avg)$5,000.00
Monthly spending limit can be increased based on need and A0 approval
Cycles
Spending
Statement

5. PCard Vocabulary Cardholder - Person whose name is on the card
Approving Official - Cardholder’s immediate supervisor
MBNA - The bank that provides the card
Program Administrator – Overall Program responsibility

6. PCards Streamline the Purchasing and Payment Process
Steps in a Purchase Order Transaction
Steps in a Purchasing Card Transaction
Benchmark Statistics
CHA PO & P-Card Statistics

7. The Steps in the Purchasing Card Process
End user enters PO into YARDI
ALL Purchases must be Approved Prior to PCard Use
Vendor paid immediately
Vendor delivers item directly to department
PCard Holder receives invoice for every purchase

8. Why Use Anything BUT Purchasing Cards?
“Why some items aren’t allowed on the card.”

9. Repairs, alterations and maintenance Contracts
Services
Repairs, alterations and
maintenance
Need to manage risk—insurance requirements
Contracts
Recommended for all services
Required for all personal services

10. Information Technology
Delegated Authority
Only IT is authorized to approve Hardware / Software purchases
Compatibility issues…………
Some software OK if approved in advance via other documentation

11. Items Requiring Pre-Authorization
Gifts, donations, awards, contributions
Hosting/Entertaining
Other…..

12. Miscellaneous Payments to individuals, employees or residents
Items to be installed
Fines, late fees, penalties, interest, finance charges
Some Vendors do not accept Charge Cards

13. Approving Official Responsibilities
Ultimately responsible for appropriate card use.
Approves the appropriate level of spending authority for the cardholder.
Approves the cardholder’s purchasing card application and agreement.
Approves the cardholder’s initial per-transaction and monthly transaction limits, and any temporary or permanent increases to those limits.

14. Cardholder Responsibilities
Directly responsible for appropriate card use.
Keeps the purchasing card in a safe and secure location.
Makes allowable and appropriate purchases.
Receives and inspects orders.
Arranges for returns and credits when necessary.

15. Cardholder Responsibilities
Reviews transactions online
Gathers and assembles all supporting documentation
Reports immediately a lost or stolen card or any unusual card activity
Surrenders the card upon termination of employment or upon request by the AO or PA

16. Procedures for Using the Card
Resources
Placing Orders
Receiving & Inspecting Orders
Reviewing Transactions Online
Avoiding Fraud
Preparing for Review

17. Resources: CHA Purchasing Card Handbook
Web Site
Approved Contractor List
CHA Policies & Procedures
Review procedures

18. Procedures: When Making A Purchase
Save ALL receipts
Make a screen-print when ordering on-line
Keep completed order-form when faxing orders
During travel, save meeting/conference agendas, hotel folios, and rental car agreements

19. PCard as a Travel Card:
Only the traveler’s PCard may be used for his/her expenses
Airline tickets for employees MUST be on a PCard
Do NOT use for personal charges on hotel bill
Do NOT use to buy fuel for privately owned vehicles

20. Before Traveling Review the current CHA Travel Policy
Review the per diem allowance for your destination
Contact the Procurement Office at least 3 working days prior to travel if your limit needs to be adjusted

21. During Travel: Save all receipts Save meeting /conference agenda
Obtain itemized hotel bill
Save rental car agreement

22. Returning from Travel Collect all receipts
Update the PCard transaction in YARDI
Collect and Attach all receipts to monthly PCard statement for reconciliation

23. Return, Receive, Inspect & Document Receipt of Order
Work out any problems with the vendor
Return to vendor — MUST be a credit to the PCard (No Cash Back)
Obtain itemized receipt
Vendor name, address and phone
Date of purchase
Description of each item purchased
Per-item cost, if available from vendor

24. Receipt Tips In Person: Keep itemized receipt
Phone: Tell vendor to mail or fax receipt
Fax: Keep copy of order form & attach packing slip
Internet: Screen print the completed form & attach packing slip

25. Procedures: Lost/ Missing Receipts
Try to get a receipt from the vendor
Attach packing slip if available
Attach copy of order form
Attach a piece of product packaging
Attach Affidavit of Lost Receipt Form
Link to form available on Purchasing web site

26. Disputed Charges Contact the vendor and attempt resolution first.
Contact MBNA within 30 days
Complete and submit “Dispute form”

27. What if the card is lost or stolen?
7 x 24 hours availability
Card holder should notify MBNA immediately.
Notify your agency
Program Administrator.

28. What happens if I break the rules…..
Suspension of PCard
Privileges
Forced to attend Retraining
Permanent Loss of PCard Privileges
Termination and
Prosecution possible in
some cases

29. Misuse of Purchasing Card
Personal misuse:
Personal purchases
Purchase of restricted commodities or from restricted suppliers
Splitting of purchase or service cost over multiple card transactions in order to circumvent the authorized transaction limit
Administrative misuse:
Failure to obtain and submit supporting documentation for all card transactions
Lack of timely and proper reconciliation of monthly statements
Use of the card by anyone other than the authorized cardholder
Risks:
Warning letter / verbal from Program Administrator
Suspension of card privileges
Employee termination

30. PCard Card Misuse & Abuse
IT’S NOT PERSONAL, IT’S BUSINESS
Cardholder Suspension
Cardholder Retraining
Fraudulent use of the Purchasing credit card will result in actions being taken in accordance with the procedures established in the Cardholder Agreement form.

31. Summary Use your card judiciously with common sense.
Follow the program rules.
Reallocate your charges in a timely manner.
Keep accurate records.
Communicate with your Approving Official or the Procurement Dept on any problems you might have.

32. Questions or Feedback?