1. 1 Department of Community Affairs Purchasing Card Cardholder Purchasing Card Cardholder Training Training

2. 2 The Purchasing Card Program  The purchasing card works like a personal credit card or corporate card.  It may be presented to any merchant who accepts Visa.  All your transactions (charges & credits) are applied directly to your cost center and paid by the agency.

3. 3 How does the Purchasing Card Work?  When you use your Purchasing card, the vendor is paid electronically by Bank of America, usually within 72 hours. (No PO required, but vendor must be in MFMP)  Bank of America then transfers the charge to our agency within FLAIR. (SAMAS)  The Approval process authorizes FLAIR to create the appropriate disbursement transaction to repay Bank of America,

4. 4 Cardholder Responsibilities  The card is the property of Bank of America and the state. Only YOU, the cardholder can use the card.  If the card is lost or stolen, the bank must be informed immediately. Be prepared to give your security code which is your mother’s maiden name.  Do not order a replacement card, notify your Purchasing Administrator who will order the replacement card for you.  You may also need to comply with financial disclosure requirements, if you have been authorized for purchases over $1,000.  Upon notification of termination, discontinue using the card to allow sufficient time to turn in all your receipts.

5. 5 Cardholder Responsibilities Continued  Prior to making a purchase, remind vendor of Tax exempt status.  Obtain, sign and forward receipts with a receiving date to approver within 3 working days.  Identify disputed items and attempt to reach a resolution directly with vendor.  If the merchant refuses to resolve the dispute, a Disputed items form must be completed and forward to the Purchasing Administrator.

6. 6 Card Treatment & Replacement  Treat the card just as you would a personal credit card – w/ care, respect and confidentiality.  When your card is about to expire, Bank of America will automatically mail a replacement card to the P-Card Administrator. You must submit your old card to the P-Card Administrator, who will destroy your old card and issue the new one.

7. 7 Charge and Credit Limits  Each card is issued with a single transaction limit, and a monthly limit.  The limit is stated on the cardholder agreement form that you and your supervisor signed. If your limit needs to be changed due to changes in your job duties or an unexpected agency event or emergency, your supervisor will be required to send an email to the Purchasing Administrator before the change can be authorized.

8. 8 Purchasing Rules  The same purchasing rules apply when using the card as when using other forms of procurement.  You are expected to follow appropriate Florida statute, state laws and guidelines.  You must provide the documentation (the receipts) to support payment of a charge. Keep a copy of the receipt and submit the original to your reviewer or reconciler.

9. 9 The Purchasing Card is Flexible  Allows each P-Card group to map out its own plan for using the card.  Commodities and Service  Travel  Both

10. 10 Prohibited Charges  Cash advances  Cash refunds  Non-business or Personal Items  OCO (Operating Capital Outlay) Items  Employee Moving expenses  Gasoline & petroleum products  Tolls  Services $25,000 & above (Including Manpower)  Perquisites

11. 11 More Prohibited Purchases  Per Rule 3A-40.103, F.A.C., expenditures from state funds for the items listed are prohibited unless “expressly provided by law”:  (a) Congratulatory telegrams. (b) Flowers and/or telegraphic condolences. (c) Presentment of plaques for outstanding service. (d) Entertainment for visiting dignitaries. (e) Refreshments such as coffee and doughnuts. (f) Decorative items (globe, statues, potted plants, picture frames, etc).  (h) Greeting Cards, per Section 286.27, F.S.

12. 12 Allowable Charges: Business-Related Purchases Only  Purchase of Commodities  Repairs & maintenance  Training registrations  Newspaper ads  Transportation (airfare, auto rental, bus & rail services.)  Lodging Only (disallowed: hotel room service, movies, hotel bar, and personal phone calls)  Parking (Personal items must never be purchased using the P- Card.)

13. 13 Merchant Dispute  Typically all transactions can be resolved with a merchant. However, you may find a merchant who doesn’t follow the rules and correct the issue timely. If this happens you must complete the Bank of America dispute form within 60 days of the transaction date.

14. 14 Cancelations & Lost Receipts  If a cardholder makes a reservation and the trip is canceled, it is the cardholders responsibility to cancel the reservation.  If a receipt is lost or the cardholder can’t obtain a receipt, the cardholder must complete the, “Replacement Receipt” form, and have the form signed by their supervisor.

15. 15 Level of Approvers  Number of Approval Levels:  Level 1 – Cardholder-Approve the charges made on their P-Card.  Level 2 - 7 – Division Approvers-The line of reviewers and approvers assigned to a single cardholder who review the receipts and any supporting documentation.  Level 8 – Finance and Accounting-Reconciles the charges and is the final approver.

16. 16 Reasons for Decline  Over charge limits: Single transaction per day, Monthly & Cycle limit.  Type of merchant being used.  Card is no longer active.  Security check with billing address.

17. 17 Finance and Accounting 008 Approver  This Approver level is required and is the last approver.  The Finance and Accounting office will audit the charge to ensure proper financial data is used.  Charge is approved by F/A and then an EFT payment is sent to Bank of America.

18. 18 The Purchasing Card has been a great success, so do your part and let’s keep it successful!  Cardholders are encouraged to use minority merchants, vendors registered in MFMP and purchase commodities that are made to recycled materials.

19. 19 Forms  Cardholder Profile Information: Must be filled out with all the required information and signatures before a card can be ordered.  FLAIR Password Access Request: You must have access to your charges to approve them: Contact Connie Smith at 921-2270  Travel Reimbursement Request  Cardholder Agreement: Must be sign and date after you have received your purchasing card training.

20. 20 Contacts  Tammie Kuhn Purchasing Card Administrator Purchasing Card Administrator tammie.kuhn@dca.state.fl.us tammie.kuhn@dca.state.fl.us (850) 922-1622 (850) 922-1622 (Fax) 922-2979 (Fax) 922-2979  Christine Savage, Supervisor Budget & Revenue Manager Budget & Revenue Manager (850) 922-1658 (850) 922-1658