Training for Georgia Highlands College 6/23/20151Georgia Highlands College P-Card Training

The Georgia Highlands College State Purchasing Card, hereafter known as P-Card, is a valuable tool for quickly and efficiently purchasing and paying for goods and services. 6/23/20152Georgia Highlands College P-Card Training

Training is mandatory for all P-Card Holders and Approvers   All cardholders must:   read and understand the Policy and Procedure Manual.   have mandatory periodic refresher training   New cardholders must attend a training session prior to receiving their P-Card   New Cardholders must pass a criminal background and credit check before receiving a P-Card 6/23/20153Georgia Highlands College P-Card Training

P-Card Training P-Card Training OVERVIEW   Section 1: General Information & Definitions   Section 2: Using your P-Card   Section 3: Cardholder Responsibilities   Section 4: Documentation   Section 5: Allowable Purchases   Section 6: Purchase Restrictions   Section 7: Returns/ Disputes   Section 8: Policy   Section 9: Forms 6/23/20154Georgia Highlands College P-Card Training

Section 1: General Information & Definitions 6/23/20155Georgia Highlands College P-Card Training

REQUIRMENTS  Complete application for P-Card  Immediate Supervisor must approve  VP for your Division must approve  Submit to Procurement Office  Complete Credit Check application  Submit to Human Resources  Human Resources will approve /deny  HR will notify Procurement Office Georgia Highlands College P-Card Training 66/23/2015

DEFINITIONS…  What is a P-Card ?  It is a VISA card issued by Bank of America  Two levels of authorization are now required before a P-Card is issued  Who is the Cardholder ?  The individual employee who has been issued a P-Card Cards can only be used by the person to whom it was issued. They cannot be given to anyone else for use. Cards can only be used by the person to whom it was issued. They cannot be given to anyone else for use. Any violation will result in immediate cancellation. 6/23/20157Georgia Highlands College P-Card Training

DEFINITIONS…   Inventoried items   Any item which is basically non-consumable and non-expendable in nature, such as motor vehicles, mechanized and non-mechanized equipment, office equipment, etc. Any item with a life expectancy of three or more years and an acquisition cost of $2,999 or more. 6/23/20158Georgia Highlands College P-Card Training

DEFINITIONS…   Who is the Department Head?   For purposes of the P-Card, this refers to the: VP, Director, Department Head, or Supervisor with budget authority for the unit   Who is the P-Card Administrator?   The Procurement Office representative responsible for the P- Card program. The P-Card Administrator reviews all P-Card reconciliations and communicates issues to cardholders. 6/23/20159Georgia Highlands College P-Card Training

Section 2: Using your P-Card 6/23/201510Georgia Highlands College P-Card Training

Using your P-Card   Spending Limits   Sales Tax   Internet Purchases 6/23/201511Georgia Highlands College P-Card Training

Spending Limits…   Monthly Spending Limitations - -Monthly $ limit set by Department Head - -Any amount over your spending limit requires further justification 6/23/201512Georgia Highlands College P-Card Training

Spending Limits… Other Important Information   Agreements/Contracts that require signatures   Must be approved and signed by the Procurement Officer or other authorized official   If you sign you are personally liability   Follow all the State and College Procurement rules and regulations   See Procurement Manual   Some businesses are restricted   Check first if unsure! 6/23/201513Georgia Highlands College P-Card Training

Sales Tax   College Purchases are exempt from GA state and local taxes   May pay sales tax outside of GA   A copy of the Sales and Use Tax Certificate of Exemption is available from the Procurement Office   Make Vendors aware of Tax Exemption before you purchase   Cardholder must recover the sales tax   Recovering charged sales tax requires time and effort on your part 6/23/201514Georgia Highlands College P-Card Training

Section 3: Cardholder Responsibilities 6/23/201515Georgia Highlands College P-Card Training

Cardholder’s Responsibilities…   Obtain the Best Value   Protection of the card   Limitations 6/23/201516Georgia Highlands College P-Card Training

Cardholder’s Responsibilities…   Obtain the Best Value   Utilize the lowest price based upon   Quality   Availability   Requirements 6/23/201517Georgia Highlands College P-Card Training

Cardholder’s Responsibilities…   Use Statewide and Agency contracts   An updated list is available at   Use State Contract vendors   Seek small and minority businesses   For additional contract vendors please contact the Procurement Office for assistance 6/23/201518Georgia Highlands College P-Card Training

Cardholder’s Responsibilities… Verify: Correct $ Amount No sales tax has been included. Proper receipt or sales draft issued Provides a description of item(s) with itemized prices Write in descriptions when unclear 6/23/201519Georgia Highlands College P-Card Training

Cardholder’s Responsibilities…   Protection of Card   Lost/Stolen   If the card is lost or stolen, call Bank of America immediately at:   Notify the P-Card Administrator immediately 6/23/201520Georgia Highlands College P-Card Training

Cardholder’s Responsibilities…   No Personal Gains!!   No purchases from friends or relatives where cardholder has a financial interest.   No Gifts/Gratuities 6/23/201521Georgia Highlands College P-Card Training

Section 4: Documentation 6/23/201522Georgia Highlands College P-Card Training

Documentation/Approval…   Documentation Receipts Reconciling statements Transaction Log Works payable/allocation report   Approver’s Responsibilities Know what you are approving 6/23/201523Georgia Highlands College P-Card Training

Documentation…   Retain receipts, packing slips or other documentation   Record purchases in Transaction Log and submit with monthly reconciliation   Some receipts should be accompanied by an explanation of the purpose of the purchase so that it is clear to anyone reviewing the documentation   Print monthly payable/allocation report from Works to verify correct budget charges. Do this before submitting monthly statement. 6/23/201524Georgia Highlands College P-Card Training

Documentation…   Make a photocopy of the catalog page or computer screen showing the items purchased and their price. 6/23/201525Georgia Highlands College P-Card Training

Documentation… Telephone Orders:   Request that a receipt/invoice be ed or faxed to you immediately Internet Orders:   Request that a receipt/invoice be ed with shipping confirmation 6/23/201526Georgia Highlands College P-Card Training

Documentation… Lost Receipts   Request a copy first from vendor   If unable to recover:   Complete a “Lost Receipt Form”   Penalties:   Two or more lost receipts in a billing cycle may result in temporary card deactivation   Repeated losses will result in account closure 6/23/201527Georgia Highlands College P-Card Training

... Documentation... Purchases Requiring Prior Authorization   Food Purchases   Attach names and event flyer (limited to Student Activity accounts)   Technology Purchases   Attach Approved Technology Request Form (TRF)   Prizes   Prohibited for faculty and staff   May be approved for Student Activities on a limited basis   Must include either the name of the recipient of the gift or a description of the random process by which the gifts were distributed 6/23/201528Georgia Highlands College P-Card Training

Documentation… Monthly Reconciliations  Due the last day of each month by 5pm  Turn in reconciliation to Procurement Office  Must be signed by:  Cardholder and Department Head  Approver cannot be junior to cardholder  Make arrangements with Procurement if Department head is not available head is not available  Being repeatedly late may result in card cancellation 6/23/201529Georgia Highlands College P-Card Training

Approver’s Responsibilities… Notify the P-Card Administrator if:   The cardholder is changing departments   The cardholder is on an extended leave of absence (for example, due to medical leave)   The cardholder resigns, retires, or is terminated 6/23/201530Georgia Highlands College P-Card Training

Approver’s Responsibilities   Ultimately responsible for cardholder’s monthly reconciliation being turned in on time 6/23/201531Georgia Highlands College P-Card Training

Section 5: Allowable Purchases 6/23/201532Georgia Highlands College P-Card Training

Allowable Purchases   Operating Supplies   Registrations   Subscriptions   Non-Inventory Equipment 6/23/201533Georgia Highlands College P-Card Training

Allowable Purchases   Journal / Magazine Subscriptions   Office Supplies   Lab/Research Supplies   Printing   Office Furnishings   Non-Inventory Equipment 6/23/201534Georgia Highlands College P-Card Training

Georgia Highlands College P-Card Training 35 Allowable Purchases…   Software Teaching Supplies and Materials   TRF approval is required for all computer related software and hardware regardless of price.   TRF approval is to be obtained PRIOR to the purchase. Includes printers, USB drives.   Approval not required for cables, blank CDs, toner/ink, surge protectors.   Membership Dues for the College  non personal   Shipping, Freight Charges, Postage   Repairs / Maintenance Charges 6/23/2015

Allowable Purchases Registrations   Workshops/Conventions Conditions:   No additional or separate charge for food   No additional or separate charge for excursions 6/23/201536Georgia Highlands College P-Card Training

Section 6: Purchase Restrictions 6/23/201537Georgia Highlands College P-Card Training

Section 6: Purchase Restrictions Purchases Not Allowed 6/23/201538Georgia Highlands College P-Card Training

Georgia Highlands College P-Card Training 39 Purchases NOT Allowed…   Computers   Cash Advances   Meals   Lodging   Professional Services such as:   Consultant   Attorneys   Engineers   Temporary Employment Agency   Entertainers   Gift Cards or Certificates/Pre-Paid Debit or Pre-Paid Credit Cards   Alcoholic Beverages   Other Travel Expenses   Personal Use Items   Special Items on Registrations  Sightseeing, fieldtrips  Group Meals 6/23/2015

Georgia Highlands College P-Card Training 40 Purchases NOT Allowed…   Items that must be inventoried   Any item which is: non-consumable and non-expendable in nature, such as:   motor vehicles   mechanized and non-mechanized equipment,   Computers   printers over $   Any item with a life expectancy of three or more years and an acquisition cost of $2,999 or more. 6/23/2015

Purchases NOT Allowed… Splitting the order to remain within your spending limits 6/23/201541Georgia Highlands College P-Card Training

Section 7: RETURNS & DISPUTES 6/23/201542Georgia Highlands College P-Card Training

Returns/Disputes… Returns Request the following from the vendor:   An address to ship to   A return authorization number   A credit be issued to P-Card Account No direct refund from suppliers for credit card transactions. All refunds must be credited to the P-Card Account. 6/23/201543Georgia Highlands College P-Card Training

Returns/ Disputes… Disputes   Contact supplier and attempt to resolve the problem.   You are allowed 60 days from transaction posting to dispute the charge.   Document all communications on the monthly statement (or attached to it) including:   Dates   Persons involved   Brief statement of the problem 6/23/201544Georgia Highlands College P-Card Training

Section 8: Policy 6/23/201545Georgia Highlands College P-Card Training

Violations of Policy… Minor Violations Instances that are “accidental” and without willful intent. Examples of Minor Violations include:   Purchasing inventoried equipment   Incomplete reconciled statements   Paid sales tax   Missing reconciliation deadline   Prior Approval for Technology Purchases 6/23/201546Georgia Highlands College P-Card Training

Violations of Policy… Consequences of Minor Violations:   A warning for the first violation   A second violation may result in loss of card privileges 6/23/201547Georgia Highlands College P-Card Training

Violations of Policy… Major Violations Purchases that are in violation P-Card or Purchasing rules. Any purchase with a willful intent to disregard P-Card rules. Examples of Major Violations are:   Knowingly making personal purchases   Repeated unintentional personal purchases   Repeated occurrences of splitting orders   Pattern of missing receipts 6/23/201548Georgia Highlands College P-Card Training

Results of Major Violations of Policy…   Card will be cancelled   State Purchasing will be notified   BOR Legal Team will be notified   May result in loss of job   May result in prosecution Georgia Highlands College P-Card Training 496/23/2015

of Policy… Violations of Policy…   If in doubt …. 6/23/201550Georgia Highlands College P-Card Training

Section 9: Forms 6/23/201551Georgia Highlands College P-Card Training

FORMS Purchasing Card Forms on the GHC Website:   Purchasing Card Request Form   Background/Credit Check Authorization Form   Information Technology TRF Request Form   Transaction Log   Lost Receipt Form   Dispute Form Available at:   s.htm s.htm   Procurement Office 6/23/201552Georgia Highlands College P-Card Training

Summary   It is the cardholder’s responsibility to ensure that prohibited items are not procured with his/her P-Card   The employee will be accountable for reimbursement of unallowable expenses   VP, Director, Department Head, or Supervisor with budget authority for the unit is responsible for the action of P-Card holders 6/23/201553Georgia Highlands College P-Card Training

QUESTIONS? for refresher training, please questions to 6/23/201554Georgia Highlands College P-Card Training