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WELCOME to Georgia State University's ONLINE PROCUREMENT CARD TRAINING To Begin the Presentation, Press the F5 Key On Your Keyboard THIS TRAINING IS MANDATORY,

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Presentation on theme: "WELCOME to Georgia State University's ONLINE PROCUREMENT CARD TRAINING To Begin the Presentation, Press the F5 Key On Your Keyboard THIS TRAINING IS MANDATORY,"— Presentation transcript:

1 WELCOME to Georgia State University's ONLINE PROCUREMENT CARD TRAINING To Begin the Presentation, Press the F5 Key On Your Keyboard THIS TRAINING IS MANDATORY, AND MUST BE COMPLETED BEFORE THE UNIVERSITY WILL AUTHORIZE YOU TO OBTAIN AND USE THE PROCUREMENT CARD (P CARD). Use the navigational arrows below to advance the slides.

2 ABOUT THIS ONLINE TRAINING INTRODUCTION This training will introduce you to the basics of Purchase Card (PCard) use and to the responsibilities of PCard account holders. This training is divided into ten (10) sections. Each section is followed by a non-graded quiz designed to reinforce important information and support learning. At the end of the training, you will be prompted to complete a certificate of completion. This certificate must be submitted to Georgia States Purchasing Department as a part of the application process. If you have any questions about your PCard and its use, please do not hesitate to contact the Purchasing Department at

3 ABOUT THIS ONLINE TRAINING NAVIGATING THE TRAINING Use the NAVIGATION ARROWS in the bottom right-hand corner of the screen to go through the training slides. Press the Escape Key (ESC) to EXIT THE TRAINING at any time. All FORMS related to PCard use may be obtained from the Purchasing website at FOR MORE INFORMATION ON GEORGIA STATES PCARD PROGRAM, PLEASE CONSULT THE FULL PCARD MANUAL ON THE PURCHASING WEBSITE.

4 TABLE OF CONTENTS 1. STATE OF GEORGIA HOUSE BILL (HB) GENERAL INFORMATION & DEFINITIONS 3. USING YOUR PCARD 4. CARDHOLDER RESPONSIBILITIES 5. DOCUMENTATION 6. ALLOWABLE PURCHASES 7. PURCHASE RESTRICTIONS 8. RETURNS/DISPUTES 9. PCARD POLICY 10. OBTAINING YOUR PCARD

5 STATE OF GEORGIA HOUSE BILL (HB) 1113 SECTION ONE HB 1113 Important

6 State of Georgia House Bill (HB) This site should be shared with all cardholders, approvers, and administrators as well as those individuals who request reimbursement of expenses STATE OF GEORGIA HOUSE BILL (HB) 1113

7 HB 113 Continued HB 1113: Imposes civil and criminal penalties for violations Specifies rules, regulations, and requirements of the State Purchasing Card Program STATE OF GEORGIA HOUSE BILL (HB) 1113

8 P-Card Changes HB1113 cont. Section 1 (b): It shall be unlawful for any person to obtain for his or her own personal benefit, or for the benefit of any other person, any goods, services, or other things of value through any resource or method established pursuant to this article, including, but not limited to, purchase orders, government contracts, credit cards, or debit cards. STATE OF GEORGIA HOUSE BILL (HB) 1113

9 P-Card Changes HB1113 cont. Both P-Card cardholders and Approving Officials may be criminally prosecuted for P-Card misuse – a supervisor that according to Section 2(d) knowingly, intentionally, willfully, wantonly, or recklessly allows or who conspires with an employee who is issued a purchasing card to violate subsection [2](c) of this code section shall be subject to immediate termination of employment and criminal prosecution. STATE OF GEORGIA HOUSE BILL (HB) 1113

10 P-Card Changes HB1113 cont. Personal Use of the P-Card Under HB1113, the use of the P-Card for personal expenditures is strictly prohibited. Cardholders who violate this rule must immediately report the personal use and reimburse the funds. Per USG requirements, the University is required to report misuse to the Board of Regents who will then forward the information to the Attorney Generals Office. This is required regardless of a cardholders intent to reimburse the University. An example would be when a cardholder includes a personal purchase with a departmental order to take advantage of free shipping or pricing discounts. STATE OF GEORGIA HOUSE BILL (HB) 1113

11 HB1113 cont. Personal Use of the P-Card All personal use (intentional and unintentional) of the P-Card should be handled by the cardholder as follows: Immediately report the purchase to the Approving Official and the P-Card Administrator. Immediately submit a check payable to GSU to the Cashiers Office for the amount of the purchase along with the Deposit Remittance form Attach a memo on letterhead explaining the circumstances of what happened (including a timeline of the incident) and attach a copy of the receipt and/or other supporting documentation. Once a receipt is given to cardholder by the Cashiers Office, submit all paperwork to P-Card Administrator. Note: These purchases will be reported to University Auditing and Advisory Services for disposition. STATE OF GEORGIA HOUSE BILL (HB) 1113 P-Card Changes

12 HB1113 cont. Background/Credit Checks Pursuant to HB1113, in addition to the required criminal background check, credit checks will be required on employees hired for positions for which purchasing cards are issued. The credit check shall be completed prior to issuing the P-Card. Positions identified by the employing department as P-Card cardholders will be considered to be positions of trust. The University shall ensure that the results of a criminal background and/or credit check are provided the privacy protections required by law. Background and credit checks are required for all new cards issued, effective July 1, Current cardholders, at time of card renewal, must undergo a background check if not already completed by Human Resources. STATE OF GEORGIA HOUSE BILL (HB) 1113

13 QUIZ USE YOUR MOUSE TO CLICK ON THE ANSWER BUTTONS. AFTER ANSWERING THE QUESTIONS, CLICK THE NEXT OR FORWARD ARROW TO CONTINUE. STATE OF GEORGIA HOUSE BILL (HB) 1113

14 QUESTION ONE: THE USE OF THE P-CARD FOR PERSONAL EXPENDITURES IS NOT PROHIBITED IF YOU HAVE YOUR MANAGERS PERMISSION. TRUE OR FALSE? STATE OF GEORGIA HOUSE BILL (HB) 1113 True False A B

15 STATE OF GEORGIA HOUSE BILL (HB) 1113 QUESTION TWO: WHAT IS THE FIRST STEP TO FOLLOW WHEN THE PCARD HAS BEEN UNINTENTIONALLY OR INTENTIONALLY USED FOR PERSONAL EXPENDITURES? Have your supervisor sign off on the purchase, indicating that it is an approved purchase. Immediately report the purchase to the Approving Official and the P-Card Administrator. Reimburse GSU for the amount of the purchase and keep quiet about the incident. Call Bank of America and report the incident A B C D

16 GENERAL INFORMATION & DEFINITIONS SECTION TWO

17 GENERAL INFORMATION & DEFINITIONS COMMON QUESTIONS What is the PCard? It is a VISA credit card that is issued by Bank of America. Who is the PCard holder? The individual employee who has been issued a PCard. How does the PCard function? The PCard works just like a regular Visa credit card. Qualified purchases are made without the need for requisitions for purchase orders. Who is the Department Head? With respect to use of the PCard, this is the VP, Dean, Director or Department Head with budgetary authority for the cardholders unit. Who is the PCard Administrator? The Purchasing Department representative responsible for the PCard program.

18 GENERAL INFORMATION & DEFINITIONS COMMON QUESTIONS (CONTd) What is the campus billing address of the cardholder? Please use the following as the MAIN address: (YOUR DEPARTMENT) Post Office Box Number Atlanta, Georgia XXXX NOTE: Remember that your individual shipping address will be different from the billing address. What is the billing telephone number? What is the billing date? The VISA vendors contract requires account billing upon shipment of an order. What is the cycle cutoff date? The date your statement is issued. For Georgia State, this is the 27 th of each month.

19 GENERAL INFORMATION & DEFINITIONS QUIZ USE YOUR MOUSE TO CLICK ON THE ANSWER BUTTONS. AFTER ANSWERING THE QUESTIONS, CLICK THE NEXT OR FORWARD ARROW TO CONTINUE. PLEASE DO NOT ADVANCE WITHOUT ANSWERING ALL OF THE QUESTIONS IN THE QUIZ.

20 GENERAL INFORMATION & DEFINITIONS QUIZ QUESTION ONE: WHAT IS THE CYCLE CUTOFF DATE ? The first of the month. 25 TH 27 TH The last day of the month. A B C D

21 GENERAL INFORMATION & DEFINITIONS QUIZ QUESTION TWO: IN WHICH AREA WILL YOU FIND YOUR PCARD ADMINISTRATOR? Accounts Receivable Disbursements Purchasing Your PCard administrator is your VP, Dean, or Department Head. A B C D

22 USING YOUR PCARD SECTION THREE

23 USING YOUR PCARD In this section, we will take a look at: SPENDING LIMITS SALES TAX INTERNET PURCHASES

24 USING YOUR PCARD SPENDING LIMITS What is the PER PURCHASE spending limit on my PCard? The universitys maximum limit on any single PCard purchase is $2, Exception : Certain cardholders may have a limit that allows single purchases up to $4, THIS LIMIT MUST BE PRE-APPROVED BY YOUR COLLEGE ADMINISTRATIVE OFFICER (COA), OR BY THE VP FOR YOUR AREA, OR YOUR CHIEF BUDGET OFFICER.

25 USING YOUR PCARD SPENDING LIMITS The maximum spending limit on any single piece of equipment or furniture is $2, Single items of furniture or equipment costing $3,000.oo or more must be decaled and may not be purchased with your PCard.

26 USING YOUR PCARD SPENDING LIMITS The maximum monthly spending limit is based on available funding in the budget (of the department) to be charged.

27 USING YOUR PCARD SALES TAX Georgia State University is a tax-exempt institution. This means that university purchases are exempt from state and local taxes (i.e. Georgia sales tax). However, you may pay sales tax on purchases made outside of the state of Georgia. Most vendors/merchants will require proof of tax-exempt status. Download a copy of the universitys tax-exempt certificate on Purchasings website at to provide to vendors/merchants who request this information. **Cardholders are responsible for ensuring that merchants do not charge a sales tax. If taxes are charged, the cardholder must contact the merchant to obtain a credit to the card. Documentation of attempts to obtain credit for any State Sales and Use Tax charged in error must be maintained with the documentation for the transaction where the tax was charged REMINDER: Double-check all receipts/invoices at time of purchase to make sure that you have not been charged sales tax. If sales tax has been included, ask the vendor to remove the tax and give you an amended receipt/invoice. DISCOUNTS AND OTHER REDUCTIONS MAY NOT BE ACCEPTED IN LIEU OF SALES TAX REMOVAL.

28 USING YOUR PCARD INTERNET PURCHASES Before making a purchase, remind the vendor/merchant that Georgia State University is tax-exempt. Be sure to have the merchandise delivered to your campus address and not to the cards billing address. The delivery address must be an official Georgia State University business address and should never be the home address of the Cardholder.

29 USING YOUR PCARD QUIZ USE YOUR MOUSE TO CLICK ON THE ANSWER BUTTONS. AFTER ANSWERING THE QUESTIONS, CLICK THE NEXT OR FORWARD ARROW TO CONTINUE. PLEASE DO NOT ADVANCE WITHOUT ANSWERING ALL OF THE QUESTIONS IN THE QUIZ.

30 USING YOUR PCARD QUIZ QU ESTION ONE : WHAT IS THE MONTHLY SPENDING LIMIT ON THE PCARD? $1, $2, The limit is based on available funding. There is no limit. A B C D

31 USING YOUR PCARD QUIZ QUESTION TWO: WHAT IS THE MAXIMUM DOLLAR LIMIT FOR THE PURCHASE OF A SINGLE PIECE OF FURNITURE OR EQUIPMENT? $2, $3, $4, There is no limit. A B C D

32 CARD HOLDER RESPONSIBILITIES SECTION FOUR

33 CARD HOLDER RESPONSIBILITIES CARD HOLDER RESPONSIBILITIES INCLUDE: OBTAINING THE BEST VALUE PROTECTING THE CARD FROM MISUSE UNDERSTANDING THE LIMITATIONS PLACED ON THE CARD

34 CARD HOLDER RESPONSIBILITIES OBTAINING THE BEST VALUE OBTAINING THE BEST VALUE WHEN USING THE PCARD MEANS THAT YOU SHOULD: Utilize the lowest price based upon the requirements, quality, and availability of the desired goods to maximize the value of each dollar spent. Try to vary your spending among suppliers to include small businesses, minority, and women-owned businesses, etc. Ensure that the price paid is fair and reasonable. Verify that the dollar amount is correct and that no sales tax has been included.

35 CARD HOLDER RESPONSIBILITIES PROTECTING THE PCARD FROM MISUSE THE CARD HOLDER IS RESPONSIBLE FOR PROTECTING THE CARD FROM MISUSE AND FOR ENSURING THE SECURITY OF THE CARDS ACCOUNT NUMBER. IF THE CARD IS LOST OR STOLEN IMMEDIATELY CALL THE BANK OF AMERICA AT AND CONFIRM NOTIFICATION IN WRITING TO THE PCARD ADMINISTRATOR. REMINDER: THE PCARD ADMINISTRATOR IS THE PURCHASING DEPARTMENT REPRESENTATIVE RESPONSIBLE FOR THE PCARD PROGRAM.

36 CARD HOLDER RESPONSIBILITIES LIMITATIONS REMINDER: IT IS THE CARD HOLDERS RESPONSIBILITY TO ENSURE THAT PROHIBITED ITEMS ARE NOT PROCURED WITH HIS/HER PCARD. The cardholder must NOT make PCard purchases from friends or relatives in whom the cardholder has a financial interest. The cardholder must NOT accept any gift and/or gratuity that appears to influence decision-making with regard to PCard purchases. University personnel are not to accept either incentives or offers for rebates from a supplier without the prior approval of the Director of Business Services, If a supplier proposes incentives or rebate agreements, please refer the supplier to Business Services, who will determine if: It is reasonable More favorable prices are available from other suppliers Either the rebate or incentive value can be applied toward the purchase price

37 CARD HOLDER RESPONSIBILITIES QUIZ USE YOUR MOUSE TO CLICK ON THE ANSWER BUTTONS. AFTER ANSWERING THE QUESTIONS, CLICK THE NEXT OR FORWARD ARROW TO CONTINUE. PLEASE DO NOT ADVANCE WITHOUT ANSWERING ALL OF THE QUESTIONS IN THE QUIZ.

38 CARDHOLDER RESPONSIBILITIES QUIZ QUESTION ONE: WHAT IS THE FIRST THING THAT YOU SHOULD DO IF YOUR PCARD IS LOST OR STOLEN? Telephone the PCard administrator File a police report with campus police Telephone Bank of America Send a memo notifying your VP, Dean, Director, or Department Head. A B C D

39 DOCUMENTATION & APPROVAL SECTION FOUR

40 CARD HOLDER RESPONSIBILITIES DOCUMENTATION & APPROVAL PROPER DOCUMENTATION includes: Maintaining an accurate and correct PCard activity log Documenting & Keeping track of receipts Reconciling your card statements

41 CARD HOLDER RESPONSIBILITIES DOCUMENTATION & APPROVAL HOW TO DOCUMENT YOUR PURCHASES Keep your receipt, packing slip, invoice or other form of documentation, (i.e. internet order confirmation printout page) Note: The proof of purchase must contain the purchase price For orders for which a receipt is not readily available (i.e. Orders placed over the telephone) make a photocopy of the catalogue page clearly showing the item purchased and the item price. If receipts do not identify what the purchase is and the business reason, the cardholder should include additional details on the receipt, transaction log or other documentation. If adequate documentation is unavailable, a Missing Receipt Affidavit form must be completed, signed, and kept on file. HELPFUL HINT: Ask internet vendors to include a copy of your receipt with your shipment.

42 CARD HOLDER RESPONSIBILITIES DOCUMENTATION & APPROVAL HOW TO DOCUMENT YOUR PURCHASES Receipts should be originals, not copies, and if a receipt is missing, a missing receipt form should be included with the documentation. Documents that are not receipts should not be included as a substitute for a receipt or for a missing receipt form. Itemized receipts should be included in the Pcard paperwork. Receipts should show all items purchased. Receipts for credits must also be included. The Missing Receipt Form can be found on the Business Services website at Please ensure that the Missing Receipt Form is completed in its entirety. The form must be signed with original signatures by the cardholder and the approver. Please keep in mind that the Missing Receipt Form can be used no more than 3 times in the fiscal year.

43 CARD HOLDER RESPONSIBILITIES DOCUMENTATION & APPROVAL HOW TO DOCUMENT YOUR PURCHASES: Keep track of your receipts by using the Pcard activity log. To ensure accurate tracking, keep a copy of the log on hand and as you make a purchase record the appropriate information at the time the purchase is made. Provide the following information for each transaction: Order date, Vendor Name, Quantity & Description of purchase, Transaction Amount (including freight), Speedtype purchase was charged to, Date purchase was Billed on Statement, Sponsored Projects & Title (if applicable), and Business Purpose for this purchase. SAMPLE PCARD ACTIVITY LOG SAMPLE PCARD ACTIVITY LOG REMINDER: You may be charged sales tax on merchandise purchased in states other than Georgia. Visit the Purchasing Departments website at to download a copy of this form.http://www2.gsu.edu/~wwwpch/PCardActivityLog.doc

44 CARD HOLDER RESPONSIBILITIES DOCUMENTATION & APPROVAL HOW TO DOCUMENT YOUR PURCHASES Next, you must reconcile the PCard activity log with your monthly credit card/bank statement. Note that the each Monthly Activity Log AND Bank Statement must be signed by the cardholder and approver. We recommend that cardholders reconcile their PCard documents on a MONTHLY basis in their department. Cardholders should sign and date the transaction activity log as well as the monthly bank statement with original signatures to indicate that a review of the reconciliation package was conducted. Approving officials must sign the monthly reconciled transaction activity log and monthly bank statement with original signatures to indicate that the propriety review has been performed. Reconciled PCard activity logs must be signed off by (or approved) by the cardholders supervisor within 30 calendar days of receipt of your monthly credit card bank statement. The cardholders reconciliation packages should consist of all original documentation, including receipts, credits, transaction logs, records of disputed transactions and other supporting documentation. If funds are allocated to a different speedtype via the bank's software, the Works application, the cardholder will need to indicate the new speedtype on the log, under the Sponsored Projects & Title column.

45 CARD HOLDER RESPONSIBILITIES DOCUMENTATION & APPROVAL HOW TO DOCUMENT YOUR PURCHASES Reconciled PCard activity logs with receipts must be submitted quarterly to the PCard administrator (see dates below). Quarter Ending September 30 December 31 March 31 June 30 Due Date October 31 January 31 April 30 July 31

46 CARD HOLDER RESPONSIBILITIES DOCUMENTATION & APPROVAL HOW TO DOCUMENT YOUR PURCHASES If the activity logs and supporting documents are not submitted to the Purchasing Department on time, you will receive an notifying you that Purchasing has not received your documents. A week after notification, if Purchasing still has not received your PCard documents, your account will be temporarily suspended. Your account can only be reinstated after the documents are submitted to Purchasing and written approval is received from your College Administrative Officer. If there is still no response received within 30 days from the date of the notification your account will be permanently closed. NOTE: PCard accounts are automatically closed after a period of one year of inactivity.

47 CARD HOLDER RESPONSIBILITIES DOCUMENTATION & APPROVAL HOW TO DOCUMENT YOUR PURCHASES All PCard transactions are entered in Spectrum (The university's accounting software) under account code Unlike requisitioned purchases, you will not need an account code prior to making PCard purchases since every PCard purchase is assigned the same account code, or

48 CARD HOLDER RESPONSIBILITIES DOCUMENTATION & APPROVAL APPROVERS RESPONSIBILITIES Review and approve reconciled bank statements every month. Ensure that reconciliation is done within thirty (30) days of receipt of the monthly bank statement by cardholder.

49 DOCUMENTATION & APPROVAL QUIZ USE YOUR MOUSE TO CLICK ON THE ANSWER BUTTONS. AFTER ANSWERING THE QUESTIONS, CLICK THE NEXT OR FORWARD ARROW TO CONTINUE. PLEASE DO NOT ADVANCE WITHOUT ANSWERING ALL OF THE QUESTIONS IN THE QUIZ.

50 DOCUMENTATION & APPROVAL QUIZ QUESTION ONE: WHICH OF THE FOLLOWING IS NOT AN ACCEPTABLE FORM OF PCARD DOCUMENTATION? Cash register receipt A photocopy of a catalogue page with a photo of the item and pricing information A printout of your confirmation page for internet purchases A memo written by the cardholder containing all required information about the purchase. A D B C

51 DOCUMENTATION & APPROVAL QUIZ QUESTION TWO: HOW OFTEN MUST PCARD ACTIVITY LOGS BE SUBMITTED TO PURCHASING? Weekly Quarterly Monthly For the end-of-the-year Closeout only A B C D

52 DOCUMENTATION & APPROVAL QUIZ QUESTION THREE: THE APPROVERS RESPONSIBILITIES ARE… To pre-approve all transactions over $ To review and approve reconciled statements To ensure timely submission of PCard activity logs A and B B and C All of the above A B C D E F

53 ALLOWABLE PURCHASES SECTION SIX

54 ALLOWABLE PURCHASES OPERATING SUPPLIES AND REGISTRATIONS OPERATING SUPPLIES ARE PERMITTED AND ARE DEFINED AS THE FOLLOWING: Journal/Magazine Subscriptions Office Supplies Lab/Research supplies Printing Office Furnishings Non-Inventory equipment (i.e. single items of equipment or furniture costing $ 2,999 or less)

55 ALLOWABLE PURCHASES OPERATING SUPPLIES AND REGISTRATIONS REGISTRATIONS ARE: CONVENTIONS WORKSHOPS PROVIDED THAT THE EMPLOYEE IS AUTHORIZED TO ATTEND AND THE COST IS WITHIN ALLOWABLE LIMITS. IMPORTANT: SEE SECTION SIX, PURCHASE RESTRICTIONS FOR A LIST OF PROHIBITED EXPENSES FOR COMPLETE DETAILS (NEXT). CONFERENCES SEMINARS

56 ALLOWABLE PURCHASES SPECIAL APPROVAL REQUEST FORM As outlined on the form itself, the SPD-PC003 - Purchasing Card Special Approval Request is required when exceptions to the State policy are required. Reasons for this include: 1.Creation of a new MCC (Merchant Category Code) group 2.Activation of a blocked MCC 3.Creation and activation of an MCC group 4.Approval to exceed a cycle limit of $25,000 5.Other exceptions to State policy, including: Purchase of food (other than policy approved) Purchase of other goods or services prohibited by policy Other policy exceptions The Special Approval Request form can be found on the Purchasing Website at:

57 ALLOWABLE PURCHASES SPECIAL APPROVAL REQUEST FORM When requesting a monthly spending limit greater than $25,000, it is necessary to fill out the Special Approval Request form. The form only need be completed once for this request. When a cardholder needs to make purchases that are not standard office supplies, Special Approval Request form should be completed. For a request of this nature the form will need to be completed once every fiscal year. The cardholder would need to complete the Special Approval request form found at: and forward the completed form to the PCard Administrator. The PCard Administrator will forward the form to the State Representatives for approval. Once the form is approved, the PCard Administrator will send the approved document to the cardholder. The cardholder should retain a copy of the approved form for their records. For individuals requesting approval to make purchases that are exceptions to statewide policy (Section III of Special Approval form), please include a copy of the approved form with your quarterly PCard paperwork.

58 ALLOWABLE PURCHASES QUIZ USE YOUR MOUSE TO CLICK ON THE ANSWER BUTTONS. AFTER ANSWERING THE QUESTIONS, CLICK THE NEXT OR FORWARD ARROW TO CONTINUE. PLEASE DO NOT ADVANCE WITHOUT ANSWERING ALL OF THE QUESTIONS IN THE QUIZ.

59 ALLOWABLE PURCHASES QUIZ QUESTION ONE: LAB SUPPLIES (E.G. LAB RATS) ARE ALLOWABLE PCARD PURCHASES. TRUE OR FALSE? True False A B

60 ALLOWABLE PURCHASES QUIZ QUESTION TWO: ENTERTAINMENT EXPENSES SUCH AS MOVIES ARE ALLOWABLE, PROVIDED THAT ONE IS ON A BUSINESS TRIP. TRUE OR FALSE? True False A B

61 PURCHASE RESTRICTIONS SECTION SEVEN

62 PURCHASE RESTRICTIONS PROHIBITED PURCHASES THE FOLLOWING PURCHASES ARE NOT PERMITTED: Cash advances Professional services (i.e., Consultants, Engineers, Attorneys, Architects, Physicians, and Temporary employment agencies) Automatic renewals, including annual renewals of journals, and professional association dues (Both Personal and Departmental memberships) Gift Certificates/Gift Cards Items that must be inventoried (i.e., Single items of equipment or furniture costing $3,000 or more) Inventory or Warehouse Items (this includes stockroom items for supplies, chemicals and any repetitively used items)

63 PURCHASE RESTRICTIONS PROHIBITED PURCHASES THE FOLLOWING PURCHASES ARE NOT PERMITTED: Meals & Lodging (Report these expenses on the travel expense statement form – A Spectrum Form) The card should not be used to pay for hotel charges for any GSU personnel or for anyone outside of GSU such as a guest speaker. The card should not be used to hold hotel reservations with the intent to use a personal card at a later date. Sightseeing, Field Trips, Banquets NOTE: These are sometimes listed as options on registration forms, and whereas registrations for conferences, workshops, etc are permitted, these extras are NOT Travel, Entertainment, Gasoline Alcoholic Beverages and Tobacco Parking Costs Foundation funds – Purchasing items with the P-Card that are intended to be reimbursed by a GSU affiliated foundation. P-Cards may not be used to purchase items which should be paid directly from affiliated foundations.

64 PURCHASE RESTRICTIONS UN-ALLOWABLE PURCHASES THE FOLLOWING PURCHASES ARE NOT PERMITTED: University personnel are not to accept either incentives or offers for rebates from a supplier without the prior approval of the Director of Business Services, Note: If a supplier proposes incentives or rebate agreements, please refer the supplier to Business Services, who will determine if: It is reasonable More favorable prices are available from other suppliers Either the rebate or incentive value can be applied toward the purchase price Personal use items (i.e., Flowers, Coffee, or Coffee equipment, etc) Under no circumstances is a cardholder permitted to use the P-Card for personal purchases. Using the P-Card for personal purchases may result in disciplinary action, up to and including termination from employment and criminal prosecution. The Official Code of Georgia Annotated (O.C.G.A.), states that any cardholder who knowingly uses the card for personal purchases under $500 is guilty of a misdemeanor. A cardholder who knowingly uses the card for personal purchases of $500 or more is guilty of a felony punishable by one to 20 years in prison. Supervisors or other approving officials who knowingly, or through willful neglect, approve personal or fraudulent purchases are subject to the same disciplinary actions as cardholders.

65 PURCHASE RESTRICTIONS UN-ALLOWABLE PURCHASES Splitting Purchases (Or Splitting Orders )to remain within your spending limits. NOTE: Once you have reached your single transaction spending limit set on your card, you should not make additional purchases from the same vendor again for three (3) consecutive business days.

66 PURCHASE RESTRICTIONS QUIZ USE YOUR MOUSE TO CLICK ON THE ANSWER BUTTONS. AFTER ANSWERING THE QUESTIONS, CLICK THE NEXT OR FORWARD ARROW TO CONTINUE. PLEASE DO NOT ADVANCE WITHOUT ANSWERING ALL OF THE QUESTIONS IN THE QUIZ.

67 PURCHASE RESTRICTIONS QUIZ QUESTION ONE: WHICH OF THE FOLLOWING IS NOT AN ALLOWABLE PURCHASE? Lodging for an approved workshop A Laboratory Rat (For experiments) Reference Books or Textbooks Subscription to a Technical or Professional Journal A B C D

68 No, this isnt necessary because Spectrum automatically assigns a code number to all PCard purchases (#714990) Ill determine the appropriate code after the PCard purchase, using my monthly bank/billing statement. PURCHASE RESTRICTIONS QUIZ QUESTION TWO: Choose the best response to the following statement: YOU MUST DETERMINE WHICH ACCOUNT CODE IS APPROPRIATE BEFORE EACH PCARD PURCHASE. No, this isnt necessary because its okay to use the PCard for any item purchased. Yes, Ill need account codes every item purchased with the PCard. A B C D

69 PURCHASE RESTRICTIONS QUIZ QUESTION FOUR: THE SERVICES OF A CONSULTANT MUST BE REQUISITIONED IN SPECTRUM AND MAY NOT BE CHARGED TO THE PCARD. TRUE OR FALSE? True False A B

70 RETURNS/DISPUTES SECTION EIGHT

71 RETURNS/DISPUTES FOR RETURNS: Request the following from the vendor: Return Shipping Address Return Authorization Number A credit issued to your PCard account A credit receipt Document that the goods have been returned for credit. HELPFUL HINT: Acceptable documentation includes correspondence, faxes, etc. Inform the appropriate persons within your unit. Record the return in your PCard activity log Check your statement to ensure that credit has been issued for the returned item(s). If not, then process the charge as a disputed item.

72 RETURNS/DISPUTES FOR DISPUTES: Contact the vendor/merchant and attempt to resolve the problem. You are allowed sixty (60) days from the transaction posting to dispute the charge. Brief Statement and/or Description of the problem Dates Names of Involved Persons Document all communications and attach these records to your monthly statement. Documentation should include: If you are unable to resolve the dispute with the vendor/merchant, file a dispute form with Bank of America. You must file dispute within sixty (60) days of the transaction posting date. Fax the dispute form to Bank of America at Keep a copy of the form for your records. The link for the dispute form is:

73 RETURNS/DISPUTES FOR DISPUTES (Contd): Record the transaction as Under Dispute by writing the letter D to the left of the item(s) on your monthly statement. Review your next monthly statement carefully to ensure that the dispute has been cleared up. If so, indicate that the dispute has cleared by writing the letters DC to the left of the item(s) on your statement. If the dispute has not cleared within two billings, contact your PCard Administrator (in the Purchasing Department).

74 RETURNS/DISPUTES QUIZ USE YOUR MOUSE TO CLICK ON THE ANSWER BUTTONS. AFTER ANSWERING THE QUESTIONS, CLICK THE NEXT OR FORWARD ARROW TO CONTINUE. PLEASE DO NOT ADVANCE WITHOUT ANSWERING ALL OF THE QUESTIONS IN THE QUIZ.

75 RETURNS/DISPUTES QUIZ QUESTION ONE: WHEN MAKING A RETURN, ONE SHOULD…? Contact your PCard administrator and he/she will handle your return Ask the merchant for a return shipping address, an authorization number, and for credit to be issued to your PCard. Ask the merchant for the name of their supplier, and return the item(s) directly to the manufacturer. None of the above A B C D

76 RETURNS/DISPUTES QUIZ QUESTION TWO: HOW LONG DO YOU HAVE FROM THE DATE OF THE TRANSACTION POSTING TO DISPUTE A CHARGE? 25 Days Until the 27 th of the month Until close of business on the last day of the next billing cycle 60 Days A B C D

77 PCARD POLICY SECTION NINE

78 PCARD POLICY THIS SECTION INCLUDES INFORMATION ON: CARD RENEWALS & REPLACEMENTS TERMINATING YOUR PCARD ACCOUNT VIOLATIONS

79 PCARD POLICY RENEWAL CARDS: Bank of America will mail your new card directly to you. Only first-time cardholders need to pick up cards directly from the Purchasing Department. Each cardholder and approver will need to complete a refresher training every two (2) years. Contact Bank of America at: ( 24 -hour customer service line) (Business Office) Note: If you have not received your new card at least two (2) weeks prior to the renewal of your current card, please contact the PCard Administrator (in the Purchasing Department) REPLACEMENT OF DAMAGED CARDS: THE BANK WILL MAIL YOU YOUR REPLACEMENT CARD. The first time that your card is renewed the PCard Administrator will need updated background and financial information from you. After your card is reissued the first time, you will not need to have these checks run again.

80 PCARD POLICY TERMINATION OF YOUR ACCOUNT Your PCard must be destroyed and the account cancelled upon: The PCard administrator or a designee will coordinate cancellation of the card(s)/your account with the bank. NOTE: Every cardholder must sign the Georgia State University Purchasing card agreement, in which the cardholder agrees to return the card to the universitys Purchasing Department upon leaving the university. Retirement Termination of Employment Cardholders who resigned or was terminated from Georgia State must submit activity logs and the supporting documents for the current quarter when the PCard is returned to the Purchasing Department. Failure to submit these documents will delay the application of the new cardholder for that department. If the Cardholder is terminated or unable to return the PCard in person, a designee of the Department Head shall assume the responsibility for submitting the final activity logs to the Purchasing Department. Notify the P-Card Administrator if the Cardholder leaves the department or is no longer an employee of the University (either through termination or voluntary job abandonment). The Department Head will ensure that the final activity log for the Cardholder is submitted when the P-Card is returned to the Purchasing Department

81 1 st offense – the cardholder must navigate through the online training again within 30 days after notification of the violation. If after 30 days, the cardholder has not navigated through the online training, their PCard will be suspended. The Cardholder cannot be reinstated until the P-card Administrators have received verification that online training has been completed and written approval from the College Administrative Officer has been received in Purchasing. 2 nd offense – The PCard will be suspended for 30 days; After the 30 days, Purchasing must receive written approval from the administrative officer of the college to have card reinstated 3 rd offense – The card will be cancelled and the cardholder will lose PCard privileges for 6 months. After the 6 month period, the cardholder will have to go through the steps to apply for a new PCard. This will include submitting a new application, navigating through the online training (both the approver and cardholder) and submitting to another background and financial check. In addition the cardholder will have to sign a form acknowledging that if PCard policy is violated again, they will permanently lose PCard privileges. PCARD POLICY M INOR V IOLATIONS INCLUDE PURCHASES THAT ARE ALLOWABLE BY THE UNIVERSITY, BUT ARE NOT ALLOWABLE USING THE PCARD. PURCHASES THAT DO NOT ADHERE TO PCARD POLICIES. C ONSEQUENCES OF M INOR V IOLATIONS INCLUDE M AJOR VIOLATIONS A WILLFUL INTENT TO DISREGARD RULES T HE CIRCUMSTANCES OF THE VIOLATION WILL DETERMINE THE APPROPRIATE ACTION ( S ), WHICH COULD INCLUDE TERMINATION OF EMPLOYMENT IMPORTANT: Ignorance of PCard polices does not excuse cardholders from the consequences of improper use of the card. Employees will be personally responsible for the reimbursement to Georgia State University for any improper purchase.

82 PCARD POLICY QUIZ USE YOUR MOUSE TO CLICK ON THE ANSWER BUTTONS. AFTER ANSWERING THE QUESTIONS, CLICK THE NEXT OR FORWARD ARROW TO CONTINUE. PLEASE DO NOT ADVANCE WITHOUT ANSWERING ALL OF THE QUESTIONS IN THE QUIZ.

83 PCARD POLICY QUIZ QUESTION ONE: You have been asked to purchase the following items for your department. All items have been authorized for purchase, and there is sufficient funding available in your departments budget. Which, if any, items can be purchased using the PCard? 1. A Printer that costs - $ A Larger copier that costs - $3, A Desk chair that costs - $ A Set of Reference Books that costs - $1, All of the items above can be purchased using the PCard None of the items listed above can be purchased using the PCard Items 1, 2, and 3, only Items 1,3, and 4, only The large copier is the only item that can be purchased using the PCard A B C D E

84 PCARD POLICY QUIZ QUESTION TWO: A first (and minor) violation of PCard policy will result in cardholder having to navigate through the online PCard training. A second minor violation will result in which of the following? A second warning PCard will be suspended for 30 days. A second warning and loss of PCard privileges for a period of up to but no longer than six months. PCard holder will be terminated. A B C D

85 OBTAINING YOUR PCARD SECTION TEN

86 OBTAINING YOUR PCARD HOW DO I BECOME A CARD HOLDER? NOTE: If you have not received your PCard within three (3) weeks after submitting your application, contact your PCard administrator by calling the universitys Purchasing Department at Contact the HR department and fill out a consent form to have a criminal background check run and a financial report. This takes about 4-5 days. HR will forward the results to Purchasing. Fill out the PCard application and submit this to Purchasing once all the signatures are secured. The PCard application can be found at: Navigate through the online training at At the end of this tutorial there is a page to fill in your name, etc, and when you click the Submit button, verification is sent to Purchasing that the training has been completed. In addition to the cardholder navigating through the online training, the approver also needs to have completed this training. If the approver has already done this, it's only necessary to fill out the last page. Review and agree to any departmental restrictions that may apply to your account. Once your application has been processed and approved, you will be contacted by the PCard administrator to sign your cardholder agreement form and obtain your card.

87 OBTAINING YOUR PCARD ABOUT THE PCARD AGREEMENT FORM… BY SIGNING THIS FORM, YOU ACKNOWLEDGE THE FOLLOWING: Receipt and understanding of the regulations for the use and protection of the PCard. Understanding of your responsibilities in the reconciliation process and billing disputes Understanding and acceptance of consequences for PCard violations

88 CONGRATULATIONS! YOU HAVE SUCCESSFULLY COMPLETED THE ONLINE TRAINING REQUIRED TO BECOME A GEORGIA STATE UNIVERSITY PCARD HOLDER Please CLICK HERE to fill out the form to certify that you have completed the PCard online training.CLICK HERE For additional information regarding the PCard program, please consult the PCard manual available online on the Purchasing website at Press ESC to exit

89 CORRECT!

90

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99

100 SORRY, TRY AGAIN

101 PURCHASES MADE AFTER THE 27 TH (OR EXPECTED TO BE BILLED TO YOUR CARD AFTER THIS DATE) SHOULD BE RECORDED ON THE FOLLOWING MONTHS PCARD ACTIVITY LOG. MORE INFORMATION ABOUT PCARD LOGS WILL BE PROVIDED IN SECTION FOUR. CORRECT!

102 REMINDER: YOUR PCARD ADMINISTRATOR IS THE PURCHASING DEPARTMENT REPRESENTATIVE RESPONSIBLE FOR THE PCARD PROGRAM. YOUR DEPARTMENT HEAD IS THE PERSON WITH WHOM BUDGETARY AUTHORITY FOR YOUR DEPARTMENT RESTS.

103 REMINDER: CALLING THE BANK OF AMERICA IS THE FASTEST, MOST EFFICIENT WAY TO STOP ANY OR ANY FURTHER MISUSE OF YOUR CARD IF LOST OR STOLEN. AFTER CALLING THE BANK OF AMERICA, NOTIFY YOUR PCARD ADMINISTRATOR IN WRITING THAT YOUR CARD HAS BEEN LOST OR STOLEN, AND THAT YOUVE CONTACTED THE BANK. THERE IS NO NEED TO CALL CAMPUS POLICE, AS THEY DO NOT HANDLE SUCH MATTERS. CORRECT!

104 CASH REGISTER RECEIPTS, PHOTOCOPIED CATALOGUE PAGES SHOWING A PHOTO OF THE ITEM(S) AND PRICING INFORMATION, AND ORDER CONFIRMATION PRINTOUTS ARE ALL ACCEPTABLE FORMS OF DOCUMENTATION FOR YOUR PCARD ACTIVITY LOG. A MEMO, HOWEVER, IS NOT, AS IT DOES NOT OFFER DIRECT PROOF OF A PARTICULAR PURCHASE.

105 PCARD ACTIVITY LOGS ARE DUE MONTHLY, BY THE 27 TH, TO YOUR APPROVER. RECONCILED LOGS (OR PCARD ACTIVITY LOGS RECONCILED WITH BANK STATEMENTS RECEIVED) ARE DUE TO THE PCARD ADMINISTRATOR (FROM YOUR APPROVER) QUARTERLY. CORRECT!

106 THE APPROVERS RESPONSIBILITIES INCLUDE BOTHB AND C, TO REVIEW AND APPROVE RECONCILED STATEMENTS, AND TO ENSURE TIMELY SUBMISSION OF PCARD ACTIVITY LOGS.

107 CORRECT! ENTERTAINMENT EXPENSES ARE NOT AMONG PERMITTED PCARD PURCHASES. THE NEXT SECTION,PURCHASE RESTRICTIONS, WILL TELL YOU MORE.

108 CORRECT! MEALS AND LODGING ARE CONSIDERED TRAVEL EXPENSES, AND SHOULD BE REPORTED ON THE SPECTRUM FORM, THE TRAVEL EXPENSE STATEMENT FORM.

109 CORRECT! The maximum spending limit on any single piece of equipment or furniture is $2,999.99

110 CORRECT ! THE MAXIMUM PER PURCHASE SPENDING LIMIT ON ANY SINGLE PIECE OF FURNITURE OR EQUIPMENT (LIKE THE LARGE COPIER) IS $2, ITEMS DESCRIBED ABOVE THAT COST $3, OR MORE MUST BE DECALED AND REQUISITIONED IN SPECTRUM.

111 CORRECT! A FIRST VIOLATION WILL RESULT IN A WARNING, AND A SECOND VIOLATION WILL RESULT IN A TEMPORARY SUSPENSION OF USE OF YOUR PCARD FOR 30 DAYS. A MAJOR VIOLATION, CHARACTERIZED BY A WILLFUL INTENT TO DISREGARD PCARD RULES AND POLICY, WILL BE ADDRESSED AS AN INDIVIDUAL CASE, AND MAY RESULT IN TERMINATION OF EMPLOYMENT.

112 CORRECT!

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