Presentation on theme: "HILLSBOROUGH COMMUNITY COLLEGE PURCHASING DEPARTMENT"— Presentation transcript:
1HILLSBOROUGH COMMUNITY COLLEGE PURCHASING DEPARTMENT Vonda Melchior, Purchasing Card Program Budget Officer(813) Terry Fryman, Purchasing Card Program Administrator(813)
2BENEFITS OF THE HCC CREDIT CARD Cardholders:Purchase small dollar consumable supplies fasterSpecific purchases will be easierGroups and individuals to focus on the value-added aspects of their jobsTravel arrangements faster
3BENEFITS OF THE HCC CREDIT CARD The College:Allows Purchasing and Accounts Payable to focus on higher yield, value added activitiesIt reduces the number of purchase orders, invoices, and checks for paymentIt reduces costs associated with processing invoices for paymentsIt reduces costs of issuing checks related to travel
4BENEFITS OF THE HCC CREDIT CARD The Supplier:Payment is more expedient – two days vs. 30 daysInvoices do not have to be prepared, mailed, or tracked
5HCC CARD PROGRAM OVERSIGHT Budget Officers Responsibilities:They must have an overall knowledge of the HCC Card Purchasing policies and procedures.It’s their responsibility for reviewing and monitoring expenses.Reviewing receipts and statements monthly on HCC Cardholder’s expenses incurred.
6Cardholder’s Responsibilities: Cardholders have been assigned the delegation for authority to make purchases for business purposes only.Cardholders abusing card privileges will be subject to disciplinary action.Cardholders are required to process their transactions by the 10th day of the next month; Example: April transactions by the 10th of May.Security and proper use of HCC P-Card.Only Cardholder should utilize the HCC P-Card.All purchases must be made for the benefit of HCC.Ensuring the receipt of the materials purchased, and follow up with the supplier to resolve any delivery problems.Timely follow up with supplier on erroneous charges, disputed items, or returns for credits.Obtaining receiptsImmediately contacting Bank of America, and Purchasing about lost or stolen cards.Repeated incidents of missing receipts will result in disciplinary.
7Cardholders can easily obtain account information by signing into WORKS Current account balanceRecent transaction informationCredit availableGeneral information about the HCC Card AccountCommercial Card ActivationHCC P-Cards are activated by Cardholder by calling the Bank of America
8CARD USAGE GUIDELINESTravel Arrangements & small-dollar purchases $750 per transactions.Physical Plant and Maintenance SuppliesConference Registration and Membership DuesAuthorized Campus sponsored events catered through Lackman Culinary ServicesLibrary and Learning Resource MaterialsFreight Expenses and Postage ChargesIn Place of Petty Cash PurchasesOff Campus P-Card Sponsored Events (Room Rental, Refreshments (if authorized), AV Equipment)Repair ServicesBackground ChecksSecurity for Rental EquipmentSubscriptions and MembershipsOngoing small purchases, e.g. laser cartridgesEmergency Purchases of gas or repairs for college vehicles.Office Supplies from OfficeMax via websiteOffice supplies may not be ordered or picked up in person from other vendors. OfficeMax offers next day, desk top delivery.
9ACCEPTABLE USAGE FOR TRAVEL EXPENSES RegistrationsLodging ExpensesAirfare, rail, or car rental chargesParking and tollsNOTE: The card may not be used for meals while on business for the College. Meals are to be reimbursed through your travel authorization documentation.
10CONSEQUENCES OF IMPROPER USE OF THE HCC CARD The HCC Card represents the College’s trust in Cardholders, with empowerment as a responsible employee of the College to safeguard and protect College assetsYour HCC P-Card CANNOT be used to purchase the following:ATM/Cash Advances of any TypeAlcoholic Beverages, beer, wine, liquorConsulting ServicesConstruction and RenovationsContract Agreements of any type that require a signatureInsuranceContracts and LeasesPurchases involving trade of College Property
11CONSEQUENCES OF IMPROPER USE OF THE HCC CARD Capital Outlay Purchases with sub account.Minor EquipmentComputersComputer EquipmentFurnitureOffice EquipmentAthletic EquipmentEquipmentItems more than $1,000 requiring a property control asset tag
12CONSEQUENCES OF IMPROPER USE OF THE HCC CARD Additional Prohibited ItemsGratuitiesGiftsOffice and Holiday decorationFlowersPicturesFood items for staff partiesOffice refrigeratorsMicrowavesCoffee potsCoffee and condimentsHoliday Greeting Cards
13CONSEQUENCES OF IMPROPER USE OF THE HCC CARD Additional Prohibited Items Con’t;Gasoline for Personal VehiclesPyramiding Purchases – several smaller dollar purchases are made over a short period of time in lieu of combining the purchases. To avoid the competitive quote requirement of purchasing policy and/or the P-Card daily or monthly limits).Firearms of any TypeLeases and Lease Purchases Personal Purchases of any TypePrescription Drugs and Controlled SubstancesRadioactive and Hazardous MaterialsReimbursement of any TypeDonationsControlled SubstancesLong-Term Rentals
14CONSEQUENCES OF IMPROPER USE OF THE HCC CARD Additional Prohibited Items Con’tRetail stores (on-site) or on-site at vendor’s location. Costs the College the employee’s time, exposes the employee and the College to unnecessary risk, takes the employee away from their normal duties. Occasional trips to retail stores are permitted. Repeated trips to retail stores or the supplier’s location will be scrutinized and may be grounds for discipline. First call Purchasing to determine if other solutions will meet their needs.
15CONSEQUENCES OF IMPROPER USE OF THE HCC CARD Purchasing goods or services from a business of which the employee, or employee’s spouse or child is on officer, partner, director, proprietor, or in which any of them has a material interest (per Florida Statute )
16CONSEQUENCES OF IMPROPER USE OF THE HCC CARD Additional items that may be added to this list as needed.
17HCC CARD ABUSEAbuse of the HCC P-Card may result in revocation of your HCC P-Card and appropriate disciplinary action that may include discharge. Policy violations include, but are not limited to:Purchasing items for personal useAllowing another individual to use your HCC CardUsing the HCC Card for unauthorized purchasesFailure to return the HCC Card when the card has been terminated or upon requestFailure to retain proper documentationRepeated use of the Affidavit for missing receiptsFailure to submit signed monthly statements to the Bursar
18HCC CARD ABUSE Consequences Written warning to the cardholder with copies to the responsible Budget Officer and Cabinet Member.Suspensions of the HCC Card account.Additional training.Violations may be reported the CFO, Cabinet Members and Executive Director of Human Resources.Possible termination or criminal prosecution.College may report personal purchases as taxable compensation
19ISSUANCE GUIDELINESAny employee who travels, requisitions, or purchases supplies and approved contracted services is a prime candidate to receive the HCC Card.Employees who travel regularly or coordinate travel arrangementsEmployees managing specific site programs (general maintenance supplies, repairs, supplies, tools, safety supplies, uniform rentals, etc.)Secretarial and administrative personnel (office supplies, misc. items, etc.)Any employee whose job responsibilities generate small-dollar purchasing activityCollege Administrators and Budget Officers
20MAKING A PURCHASEAll purchases made on the HCC Card must exclude sales tax. You will need to provide the supplier with a copy of a Sales Tax Exemption form/letter if they don’t already have one.If problems are encountered with supplier obtaining purchase authorization and/or declining your purchase, confirm:Supplier has documented credit card number and expiration date correctly.If HCC Card is still declined, contact Purchasing, Terry Fryman (813) , or Stefanie Faber (813)
21PURCHASING OVER THE INTERNET The HCC Card is a good tool when purchasing supplies for travel services over the Internet.Confirm you are dealing with a reputable supplierConfirm site is secure (padlock in one of the four corners of a secure web-site)Use extreme caution when providing credit card and personal information
22ITEMS MUST BE SHIPPED TO CENTRAL RECEIVING Instruct supplier that address label/packing label accompanying the package(s) must contain the following information:Hillsborough Community CollegeCentral ReceivingYOUR NAME, CAMPUS, BLDG, & ROOM #10414 E. Columbus Dr.Tampa, FL 33619
23If the item must be installed or is unusually large or heavy and requires special delivery arrangements, please call Purchasing before placing the order.
24EMPLOYMENT TERMINATION AND TRANSFERRING TO ANOTHER POSITION Employment to a New PositionNotify the HCC P-Card AdministratorTransferring to a New PositionNotify the HCC P-Card Administrator
25PROCESSING RECEIPT DOCUMENTATION Acceptable, original receipt documentation includes a supplier produced or non-College document that records the relevant details for each item purchased, including:QuantitiesAmountsDescription of what was purchasedTotal charge amountSupplier's name and address
26PROCESSING RECEIPT DOCUMENTATION A receipt must be obtained from a Supplier.If all avenues for obtaining a missing receipt have been exhausted, use the Affidavit Form that requires the following:Name of SupplierPurchase amountDate of transactionDescription of the item(s) purchased (include enough information for College Personnel and State Auditors to understand what has been purchased)Cardholder’s signature and Budget Officer’s SignatureAttach to monthly statement.
27PROCESSING REALLOCATION, RECEIPTS & STATEMENTS Each purchasing card will be set up with a default general ledger (GL) account tied to the card. When items are purchased that fall under the default GL account, no re-allocation is needed. Example, if your default GL account is XX-XXXXXXXX XX (office materials and supplies) and you pay for a hotel room in Tallahassee using you p-card, the charge for the hotel room must be re-allocated to GL account XX-XXXXXXXXX XX (out of district travel).
28PROCESSING REALLOCATION, RECEIPTS & STATEMENTS Cardholders are responsible for their own transaction re-allocations and signoff’s in WORKS. The Card Holder makes a purchase using the p-card.If the purchase is for an item that falls under a General Ledger (GL) Account that is different from their default GL Account, then the Transaction must be Reallocated to the correct (GL) account number in WORKS.Card Holder then must signoff the transaction which moves it to the Accountants queue.
29PROCESSING RECEIPTS & STATEMENTS Review transactions for the month and attach the associated receipts.The Card Holder will sign the statement and send it to their Budget Officer.The Budget Officer will review the transactions, sign the statement, and forward the statement and receipts to the Bursar in a sealed envelopeNote that all Budget Officers must have their statements approved and signed by their Budget Officer. This means that the Campus President or Vice Presidents must sign statements for Administrators who report to them. These statements maybe file at the approving Budget Officers Bursar Office on their campus.
30HCC CARD AUDITSCardholder Expenses will be reviewed on a monthly basis by staff from the Purchasing and Accounting Departments to confirm adherence to internal controls and to the policies and procedures outlined in this Guide.Cardholders will be contacted via for clarification when unclear transactions appear.Action may be taken against the Cardholder’s HCC P-Card account depending on the severity of the non-compliance and the Cardholder’s history of non-compliance.Examples of issues of non-compliance:Use of the HCC Card for the purchase of restricted commoditiesUse of the HCC Card by an unauthorized individualFailure to comply with purchasing policies and procedures.
31RETURNS, CREDITS, AND DISPUTES As soon as possible, the Cardholder should contact supplier for any erroneous charges, disputed items or returnsSee manual for steps
32CARD SECURITYHCC Cards should always be treated with at least the same level of care as personal credit cards.Sign your HCC Card as soon as you receive it.Keep the HCC Card in an accessible, but secure location that is accessible only to you.Guard the card account number with care.Do not post the account number at a desk or in a day planner.Do not enter the HCC Card number in an or fax.Only enter the charge card number on a “secure” web siteKeep an eye on your HCC Card during ALL transactions.Always know where your HCC Card is locatedBe aware of what you are signing – your signature can copy through to other slips placed underneath.Do not discard credit card related paper work in public areas. Always be sure to shred all documents that contain credit card account number.Do not give your HCC Credit Card number over the telephone unless you know you are talking with a reputable supplier.
33PHISHING SCAMSCollege s continue to receive messages that appear to be sent by financial institutions, internet services or companies asking the users to update personal information.Financial institutions DO NOT request information via that requires you to follow a link to another site.
34BUDGET OFFICER RESPONSIBILITIES HCC Card IssuanceReview All Monthly StatementsAppropriateness of the expenditure and reasonableness of the amountAvailability of fundsCompliance with budget allocationsTimely Notification of Terminated Cardholders