Presentation on theme: "OFFICE OF PROCUREMENT William & Mary Small Purchase Charge Card Program."— Presentation transcript:
OFFICE OF PROCUREMENT William & Mary Small Purchase Charge Card Program
SPCC Program Administrators Dave Zoll, VCA, APM Procurement Processes Spec. – Primary Marra Austin, VCO Associate Director - Secondary Nina Earl Business Manager/Receptionist - Backup Office of Procurement Website
Acronyms Acronym:Stands for: SPCCSmall Purchase Charge Card PAProgram Administrator STLSingle Transaction Limit CLCycle (Monthly) Limit BOABank of America eVAElectronic Virginia (statewide online based purchasing system) – Mandatory use SWaMSmall, Women- and Minority-Owned businesses VASCUPPVirginia Association of State College and University Purchasing Professionals
The SPCC Program offers the College an opportunity to streamline procedures for obtaining and paying for goods and services. Program Benefits include: Allows cardholders to quickly obtain needed goods and services. Reduces operating expenses associated with invoices and check processing. 2,000 transactions per month are processed through the SPCC program. One payment is made to BOA Visa. Preserves vendor relationships by providing payment in as little as 3 days. Supports compliance with the Virginia Prompt Pay Act. Introduction to the SPCC Program
The College of William & Mary is a Tier 3 institution. Allows the College more autonomy to meet the needs of the institution. The SPCC program is administered in accordance with the Colleges Small Purchase Charge Card Procedures found on Procurement web page. small_purhcase_charge_card/forms/SPCC_Policies- Procedures_ pdf The SPCC should be used for all official business purchases under $5,000 where a credit card is accepted. SPCC cycle dates run from, roughly the 16 th of the month to the 15 th of the following month.
Card Security Your card must be kept in a secure but accessible location. Do not share your card. The card may only be used by the person whose name is embossed on the card. NEVER make a photocopy of your card or fax or your full card number. Cardholders may fax ordering information to a vendor and call a vendor to provide the card number live, but do not fax or the full card number to vendors. Internet purchases are permissible only on secure sites – look for a padlock icon and the https:// designation in your browsers address bar. Report lost or stolen cards immediately to BOA and the Program Administrator. View your transactions through BOA Works to look for fraudulent charges: The Works application is located at: https://payment2.works.com/works/https://payment2.works.com/works/
Spending Limits Each card has a transaction limit and cycle (or monthly) limit. Single transaction limits may be set to a maximum of $5,000 (departments delegated authority). Cycle limits are set based on cardholder spending requirements up to a maximum of $100,000. Limits may be increased by the Program Administrator with a business justification and supervisor approval via . Limit changes may be processed on a temporary or permanent basis. If temporary, include the date your account should be returned to its original settings in the request.
Spending Limits KNOW YOUR LIMITS DO NOT authorize charges in excess of your SPCC single transaction or monthly limits for ANY reason. If a limit increase is needed, the Program Administrator with a justification and supervisor approval. If a transaction is processed by a vendor without your consent, talk with the vendor directly, document your conversation and advise the Program Administrator to dispute the charge. Splitting orders to circumvent limits is STRICTLY PROHIBITED and may be cause for card revocation.
Industry Restrictions All cards are issued with standard restrictions against: Fraud (may never be removed from a card account) Gas Restaurants Lodging Any charge attempted in the above categories will decline unless an exception is requested and the restriction is removed by the Program Administrator. As with limit changes, an to the Program Administrator from the cardholder containing a business justification and supervisor approval is needed to process an exception. Exceptions are also available on a temporary or permanent basis. If temporary, include the date your account should be returned to its original settings in the request.
Tax Exempt Status As an agency of the Commonwealth of Virginia, we are tax exempt from almost all in-state purchases, exceptions are: Prepared Foods Air and Rail Tickets Lodging Some out of state purchases are not applicable to the exemption policy: Advise vendors of tax exempt status BEFORE providing your card for payment. The cardholder is responsible for obtaining a refund from the vendor if VA Sales tax is charged. The College State Sales and Use Tax Exempt # VA Certification form available from Procurement Office. All other states, contact Cindi Fellows in Tax Account office ph:
SWaM Vendors The College is committed to increasing expenditures with Small, Women-Owned and Minority-Owned businesses. To be recognized as a SWaM, businesses must be certified with Department of Minority Business Enterprises (DMBE) The College and State have a 40% expenditures goal for utilization of SWaM businesses. Cardholders should consider ordering from a DMBE certified SWaM for their purchasing needs. Search DMBE certified SWaM businesses:
eVA Requirements Transactions other than Point of Sale (Over the Counter) and eVA exempt purchases must be processed through eVA. eVA. eVA – Statewide Electronic Procurement System Point of Sale: When a card is presented to the vendor and physically swiped at the vendors place of business. eVA Exempt List To the extent possible, cardholders should place SPCC orders through eVA. Check the P-Card box in eVA to select the SPCC as your payment method. Confirming eVA orders must be created for non-exempt SPCC orders that are not originally placed in eVA.
Allowable Purchases Examples of allowable purchases include: Advertisements in newspapers Air/rail tickets Books (do not enter SPCC information into personal online retailer accounts. ) Office supplies (furniture is not included) Vehicle rental (must decline insurance offered) Magazine & journal subscriptions Conference registration Lab supplies Professional organization dues, fees & licenses Technology – computers, servers, software, consulting (IT must approve all purchases prior to the transaction) Additional Allowable and Non-Allowable Expense's can be found in the Colleges Small Purchase Charge Card Procedures.
Business Meals All standard meal reimbursement guidelines apply Documentation for Restaurant Purchases / Supermarket Purchases Include itemized receipt Number of people attending the meeting Meal Type: Breakfast, Lunch or Dinner Description of meeting / justification for meals Over per diem rate justification – up to 50% Business meals above 150% of per diem are NOT permitted.
Air and Train Travel Airline and train travel cannot exceed the rates charged for a coach fare. Documents that validate the passenger name and class of service are required for all air and rail purchases. The confirmation is NOT sufficient, documentation must include a copy of the ticket or boarding pass to validate class and traveler. Travel Authorization form must also be included. Appropriate business justification must be included for additional airline fees and receipts.
Vehicle Rentals Vehicles rented using the State SPCC may ONLY be rented through Enterprise Rent- A-Car or National. When reserving a vehicle, Cardholders must reference the VASCUPP contract to obtain contracted pricing. (Contract#: XZ21032; PIN: WIL) The contract includes a Damage and Waiver (D&W) fee – relieves renter of liability of damages that may occur during rental Cardholders must decline rental insurance – Employees and students are covered under Colleges insurance policy. Cardholders are prohibited to enter into Fuel Agreements. Employee must ensure rental is refueled before returning vehicle. Business reason in lieu of Travel Authorization must be stated in documentation. The rental car receipt must be submitted to A/P with the Cardholders reconciliation statement.
Restricted Purchases The following purchases may be made ONLY with prior written justification and PA approval. Type of PurchaseContingency GasolineOnly for Enterprise rental & state owned vehicles - for instances when Voyager Card would not work. FurnitureWill need a release from Virginia Correctional Enterprises (VCE) first Lodging/ Accommodations One (1) night deposit only to reserve a room – cannot use SPCC to pay for total stay Conference BundlingIf conference fees are only available as a package – fees, travel, lodging, meals, etc. Restaurant MealsBusiness related meals
Prohibited Purchases Examples of prohibited (non allowable) purchases include: Alcoholic Beverages (alcoholic beverages cannot be purchased with SPCC under any circumstances) Ammunition Automobiles Boats Firearms Gift cards Purchases from State employees Purchases of goods and services for personal use Radioactive materials Renovation/Construction (including carpeting) – must go through FPDC Additional Allowable and Non-Allowable Expense's can be found in the Colleges Small Purchase Charge Card Procedures.
Contracts and Agreements Cardholders asked to approve vendor/contractor forms must contact the Office of Procurement for assistance. Only employees who have received written delegation of signature authority may sign contracts or other agreements entering the College or VIMS into a legal, binding agreement. Unauthorized individuals who sign contractual agreements on behalf of the College may be held personally liable for those contracts and may be subject to additional disciplinary action, up to and including termination of employment.
Returns and Disputes Contact the vendor immediately. Start documenting from the beginning. Date and time of communication. Person you spoke with and what he/she advised you to do. Item(s) in dispute and resolution. If you need to return the goods, verify the proper way to return the items with the vendor. A credit on the SPCC must be obtained. Store Credit is not acceptable. If you and the vendor are unable to resolve an issue regarding a credit or a return, contact the Program Administrator for guidance.
Tracking Your Purchases Best Practice: Reconcile your transactions as you go on a Purchase Card Log. If you are not routinely at a computer, set time aside weekly to enter the transactions onto the spreadsheet – this will help keep track of all orders, not just completed and posted transactions.
Reconciliation & Documentation If an item appears on your log but not on your SPCC statement, highlight item and carry forward to next months log. Item on statement but not on log? Determine if you were billed in error and contact supplier to resolve. If an item on statement appears to be fraudulent, contact BOA Visa and the Program Administrator immediately. Cardholders are responsible for keeping track of and documenting any outstanding items awaiting resolution (credits, etc.) until completely resolved.
Reconciliation Steps After receiving your bank statement (either hardcopy or electronic) Complete BOA Visa Payment Form Give a detailed description of the item purchased (Dont just say amazon.com purchase – give a description of the items) Submit the reconciliation packet to your Reviewer for signature. Make a copy of (or scan) the signed forms and documentation. A/P Needs: Signed BOA Visa Payment Form Documentation for: Meals Lodging Travel Rental Cars NOTE: all other receipts stay at cardholder level Send to A/P by the third of the month. If there is no activity for the cycle, nothing is required to be sent to A/P for the cycle. Best Practice: Send an to your supervisor advising that there were no charges and save the to a shared drive.
Submitting Your Reconciliation to A/P The BOA Visa Payment Form is the cover form for the monthly SPCC reconciliation form submitted to A/P. It MUST be signed and dated by the cardholder and supervisor Supervisors typed name must also be included on sheet. Remember to keep a signed copy for your records
Sample BOA Visa Payment Form
Specific Documentation Requirements for SPCC Reconciliations to A/P Submittal of the following documentation to A/P with reconciliation statement is mandatory. Air/Train Ticket Attach a copy of ticket purchased or boarding pass to show passenger name and class of service. Documentation to confirm rates charged were coach fare Any additional baggage receipts Travel Authorization Appropriate explanation for any additional airline fees with receipts Business Related Food Purchases Document purpose of function and justification for meals Number of people attending and list of attendees (if less than 10 attendees) Type of meal (breakfast, lunch or dinner) Itemize the average cost per person Include itemized receipt Over Per-Diem Rate: Justification is required for meals up to 150% state limits Business meal reimbursements above 150% are not permitted Standard meal reimbursement guidelines apply to both restaurant and supermarket purchases Enterprise Vehicle Rentals Copy of the rental receipt Copy of any gas receipts (if applicable) Business reason included in documentation
Record Retention All SPCC documentation must be retained for 5 years for auditing purposes. Best Practice: scan all signed documentation and save on the departments shared drive. Cardholder must retain: A copy of the full reconciliation packet to include: All receipts Packing Slips Invoices Order confirmations to document online purchases
Review of Cardholder & Supervisor Responsibilities Cardholder Responsibilities Take the mandatory training as advised by the Program Administrator. Keep your card secure. Reconcile SPCC account on a monthly basis. Certify that all transactions are valid business purchases. Report non-compliance to the Program Administrator. Notify the PA immediately of any potential fraud. Send to the PA with justification and supervisor approval for any account changes. If supervisor information changes, a Supervisor Change Form must be submitted to the PA immediately Supervisor Responsibilities Take the mandatory training as advised by the Program Administrator. Monitor transaction/monthly limits for appropriateness. Certify that all transactions are valid business purchases. Sign and date the cardholders reconciliation on a monthly basis. Report non-compliance to the Program Administrator
Violations / Disciplinary Process Cardholders and Supervisors will be held accountable for any misuse of the card. Cardholders and Supervisors are responsible for reading the Colleges entire SPCC Procedures Manual for complete details. Reference the Colleges SPCC Procedures Manual regarding Violations. Disciplinary action for violations of the SPCC policies and procedures range from a courtesy notification for a 1 st offense, card suspension from 6 months to permanent revocation of the card, or possibly termination of employment.
Contact Sheet Contact Phone # SPCC Program AdministratorDave BOA Cardholder Customer Service BOA Fraud – available 24/ SWAM Contact (Secondary PA)Marra eVA User Setup & TrainingLynnette Enterprise Rent-A-Car Business Rental ID: XZ21032; PIN: WIL VA Tax Exempt Certificates (Backup PA) Nina Out of State CertificatesCindi Supply Room (Office Supplies) CWM: Kathy Mabe SR: Regina Shackelford oom.com/wm.asp x Voyager Gas Card Auxiliary Services – Diana Tennis