PCard Update May 11, 2017 BSAG Meeting

UGA’s PCard Plan and Actions Plan approved by SPD/OPB We were granted approval for some Special Approval Requests; however, some were denied. PCard training on new state policy started March 20th and the May 15th completion deadline has been communicated. Cardholder Agreement form issued to cardholders for review and signature. Required for all existing and new cardholders.

Special Approvals Shared Sent targeted emails including a flowchart to cardholders which have a card in one of the approved areas Need to post flowcharts to Procurement website What do Special Approvals cover? Whether preapproval is required or not. If single transaction limits can be raised and lowered internally at UGA by PCard personnel in Procurement Establishes “card profile” for tracking purposes

Special Approvals Recurring theme - most do not cover the purchase of routine supply type items Research - purchase must be related to research projects Student/Study Abroad Travel - purchase must be part of approved student travel Facilities (not FMD Athens) - purchases related to facilities and related equipment

Special Approvals UGA Police Services - approved for items required to ensure the safety of students, faculty, staff, general public and State property. Vet Teaching Hospital/Univ. Health Ctr. - covers purchases as outlined in the request Food Services - only covers “dining hall” purchases. Not approved for catering services, GA Center, Tifton RDC Conference Center. Seeking clarification on “non-traditional” dining hall areas IT Support - covers IT related items

Special Approvals Instrument Shop - covers purchases outlined in the request. Library - Archival, Repair and Preservation - only covers purchases in these specific areas. Flowcharts - Sample of a flowchart is on the following slide. The flowchart identifies the applicable Special Approval area. The one shown is for “Research” cards.

What Remains on the “To Do” List? Need to write and publish UGA’s PCard policy and manual finalize Approver Agreement Form, distribute for signature by all Approvers, and collect signed forms announce change in allowable purchases Old policy allowed: Motor Vehicle Repairs & Maintenance (for state vehicles only). All costs must be reported in accordance with DOAS fleet management regulations using the ARI Insights VITAL system . Please contact the Fleet Manager at UGA’s Automotive Center (706-542-7528) for additional guidance regarding ARI Insights VITAL reporting. This required Special Approval, which was denied.

Change from Allowable to Unallowable Under new policy, the following purchases will not be allowed on the PCards: Fuel, mechanical repairs, and maintenance for State-owned or rental vehicles. This restriction does not apply to non-mechanical body shop repairs (e.g. dented bumper) not covered under the State’s vehicle maintenance contract. This restriction does not apply to auto parts for in-house use (e.g. Entity-operated repair shops) or for teaching purposes.

Plan Amendments The procedure and process has not been officially provided by State Purchasing/OPB. Any change in a Special Approval, including adding an existing card to a Special Approval, will require a plan amendment. Permanent increases to STL/CL require plan amendment Cannot exceed 868 cards in total without an amendment. As information becomes available we will share.

QUESTIONS ? Procurement contacts for PCard matters: