East Georgia State College Annual Purchasing Card Review 15-Apr-18 EGC Annual Purchasing Card Training East Georgia State College Annual Purchasing Card Review East Georgia College

EGC Annual Purchasing Card Training 15-Apr-18 EGC Annual Purchasing Card Training Objectives Provide a definition for the Purchasing Card (P-card) Provide P-card Program Resources Instructions when p-card is initiated The responsibilities regarding the P-Card Restrictions of P-Card What You Must Know and Do The steps to follow when the products ordered are defective or incorrect The people involved in the Purchasing Card Approval Process EGSC East Georgia College

What is a Purchasing Card (P-Card)? 15-Apr-18 EGC Annual Purchasing Card Training What is a Purchasing Card (P-Card)? It is a State of Georgia Visa credit card with cardholder’s name and East Georgia State College's name embossed on the card The credit card is issued by Bank of America at the College’s request to purchase goods/items to be used in the operation of EGSC East Georgia State College is responsible for the payment of the goods/items purchased using the credit card Your Name Your Entity’s Name Bank of America State Purchasing Division It is a Visa credit card with your name and your Entity’s name embossed on the card The credit card is issued by Bank of America to purchase goods/items on behalf of your Entity Your Entity is responsible for the payment of the goods/items you purchase on the credit card East Georgia College

P-Card Program Resources To review EGSC Purchasing Card Policy: http://www.ega.edu/offices/presidents_office/policies_and_procedures_of_the_college Section 7 To review DOAS Purchasing Card Policy: http://doas.ga.gov/state-purchasing/statewide-card-programs/purchasing-cards To Review BOR Purchasing Card Policy: http://www.usg.edu/business_procedures_manual/section3/c1127 State Purchasing Division

Instructions Regarding Your P-Card 15-Apr-18 EGC Annual Purchasing Card Training Instructions Regarding Your P-Card Employee Agreement Sign an Employee Agreement Form and Ethical Statement of Values Contact the EGSC P-Card Administrator if/when: Your name changed Address Changed Phone Number Changed State Purchasing Division Keep your card in a secure location at all times Never EVER share your card East Georgia College

Some of the Restrictions of P-card Use 15-Apr-18 EGC Annual Purchasing Card Training Some of the Restrictions of P-card Use You cannot use your card to pay for: Cash Advances Travel and Entertainment The EGSC Purchasing Office can procure airline tickets. State Purchasing Division Motor Vehicle Fuel Professional Services (doctors, lawyers) East Georgia College

Some of the Restrictions of P-card Use 15-Apr-18 EGC Annual Purchasing Card Training Some of the Restrictions of P-card Use You cannot use your card to pay for: Gift Cards Gift Cards are considered Cash Personal Purchases State Purchasing Division Split Purchases Purchasing same item, but paying in split payments East Georgia College

What You Must Do Regarding Your P-Card… 15-Apr-18 EGC Annual Purchasing Card Training What You Must Do Regarding Your P-Card… READ the policies Ensure complete understanding of EGSC reconciliation process Maintain a copy of all receipts If receipt is lost, must submit a missing receipt form Review and maintain reconciliation documents Follow the procedures regarding Cardholder approvals and pre-approvals Pay close attention to transactions requiring special documentation or approval EGSC East Georgia College

What You Need to Know and Do… 15-Apr-18 EGC Annual Purchasing Card Training What You Need to Know and Do… P-Card is renewed every two years (This is an automatic process and you will need to take the card to Business Affairs before activating.) Every 2 Years Review and reconcile the Bank of America billing information Time is of the essence to reconcile and submit each month’s statement. State Purchasing Division Follow the established single transaction limit: typically $750 $750 East Georgia College

Monthly P-Card Reconciliations Every transaction on P-Card statement needs an approved fund request with signatures of Budget Manager, and Business Affairs. Every item on the fund request needs the following backup documentation: Original Receipt – or – Documentation of Price Packing Slip Must be dated Must be signed/initialed by receiver Due in Business Office by 5:00 on 3rd of the month State Purchasing Division

EGC Annual Purchasing Card Training 15-Apr-18 EGC Annual Purchasing Card Training What to Watch For… Make sure that Sales Tax is not charged on your purchases Sales Tax What happens if you realize you were charged for Sales Tax: Contact the vendor immediately and document your actions Have the Vendor issue a credit for the sales tax amount If the Vendor refuses or is unable to refund the sales tax, document their response and keep with your receipts and contact the P-Card Program Administrator State Purchasing Division Check the receipt to make sure that no sales tax has been added. If the Statement has tax added to a transaction, the original receipt supersedes. The invoice amount and the statement MUST match, if not them dispute the transaction. Submit the PCARD CLAIMS STATEMENT OF DISPUTED ITEM. You have 60 days in which to dispute a charge. East Georgia College

When Is Your P-Card Suspended? 15-Apr-18 EGC Annual Purchasing Card Training When Is Your P-Card Suspended? Your P-Card can be suspended because… you do not follow the State’s or EGSC's policies and procedures you do not complete your reconciliation process in a timely manner of habitual misuse of intentional personal use. When this is the case, you will be terminated and prosecuted State Purchasing Division East Georgia College

When Might Your P-card be Canceled ? 15-Apr-18 EGC Annual Purchasing Card Training When Might Your P-card be Canceled ? Your P-Card will be cancelled when… It is lost or stolen you are leaving employment you are taking extended leave from your job you change departments (you will be issued another card in this case) State Purchasing Division East Georgia College

What Happens When the Product is Broken or You Did not Order It? 15-Apr-18 EGC Annual Purchasing Card Training What Happens When the Product is Broken or You Did not Order It? Contact the vendor immediately and document your actions If you are unhappy with the vendor’s response, contact your Purchasing Card Program Coordinator to initiate a Dispute If you do not recognize a charge, contact the vendor for a proof of purchase or delivery State Purchasing Division You have 60 days in which to dispute a charge. East Georgia College

In Addition…………. Report Lost/Stolen Cards immediately Be aware of transactions requiring special approval (IT, Individual Memberships & Dues) Be certain the transaction is consistent with the applicable rules for card usage. No Cardholder shall be his or her own reviewer/approver. The business purpose of each transaction must be noted in the comment section of the fund request unless it is obvious or intuitive. Reconcile monthly Problems with merchandise delivery or incorrect billing is the cardholder's responsibility to initiate resolution State Purchasing Division

Who is in the Chain of Command? 15-Apr-18 EGC Annual Purchasing Card Training Who is in the Chain of Command? Statewide Purchasing Card Program Manager John.Thomason@doas.ga.gov Purchasing Card Program Administrator swentz@ega.edu Purchasing Card Coordinator padams@ega.edu State Purchasing Division Reviewer/Approver Immediate Supervisor Cardholder East Georgia College

Questions? Contact Business Affairs Sheila Wentz, P-card Administrator 478-289-2380 swentz@ega.edu Pamela Adams, P-card Coordinator 478-289-2024 padams@ega.edu EGSC