For Official Use Only Employee Name NATIONAL PARK COMM COLL 12/17

Topics What are P-Cards Benefits of using P-Cards Non-Allowed Charges Cardholder Responsibilities Activating Your Credit Card Allocating transactions online 2

P-Cards Visa card provided by US Bank. These cards allow delegated employees to purchase goods, services for state entities, colleges and universities. Cards are issued in the employee’s name and the employee is responsible for the security of the card(s) and the transactions on the card. All employees MUST attend p-card training before receiving a p-card. The Purchasing Cards are for Official State Business Only. 3

Benefits of using a P-Card  Time Savings  Receive goods faster  Less time needed to pay bills  Fewer checks written  Only one invoice per month  Only one check per month  Online reporting capability  One payment is issued to US Bank at the end of the monthly billing cycle  Increased Vendor Selection  They are a VISA card, not store branded  NO Purchase Order required  Vendors get their money within hours 4

Purchasing Control  Per month spending limit  Per transaction spending limit  Access to cardholder account via the internet  Blocks specific categories of merchants via MCC Numbers (Merchant Category Code )  Monthly spending limits will only be increased with VP’s approval 5 Limits

How Do I Use the P-Card 6

7 “ Non-allowed Charges on the P-Card ”  Employee Travel related charges  Any 5310 (Travel Items) charges  Alcoholic Beverages  Vehicle Rentals  Printing - Amendment 54  ATM - Cash Advances  Personal Purchases  Items on State Contract without vendor approval  Using automated monthly procedure to pay vendors  SPLIT PURCHASES – (A “split purchase” occurs when the total cost of a single purchase is broken up into multiple transactions with the express purpose of circumventing state bid requirements, monthly bid limits, or any other agency restriction.)  Any Purchase without NPCC’s approval  All technology products (hardware, software, audio visual, etc.); a quote must be obtained from computer services and a purchase order must be entered.

“Allowed Charges on P-Card” 8 Office Supplies have a mandatory state contract & must be purchased with P-Card thru Government Supply Services (See slide 33) Office Supplies have a mandatory state contract & must be purchased with P-Card thru Government Supply Services (See slide 33) The P-Card is for small orders only that DO NOT have a mandatory state contract except for office supply orders with GSS; for a list of mandatory state contracts, go to: acts The P-Card is for small orders only that DO NOT have a mandatory state contract except for office supply orders with GSS; for a list of mandatory state contracts, go to: acts acts acts

Making Making a Purchase ****You must have a detailed receipts, packing slips, conference orders for each transaction placed on the p-card clearly identifying each item purchased. ****You must have a detailed receipts, packing slips, conference orders for each transaction placed on the p-card clearly identifying each item purchased. 8 Over the counter (point of sale) Fax Telephone Over the internet

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Cardholder Responsibilities  Register your card on this give the cardholder the access to view, reallocate transactions and verify all cardholder the access to view, reallocate transactions and verify all transactions on a weekly basis. transactions on a weekly basis. You are responsible for the safekeeping of your p-card account  You are responsible for the safekeeping of your p-card account number. number. Obtain all original receipts and/or online order confirmations and submit them to the accounts payable department.  Obtain all original receipts and/or online order confirmations and submit them to the accounts payable department.  Check your account(s) weekly. If you suspect fraudulent charges on your account(s) contact your liaison immediately. on your account(s) contact your liaison immediately.  Allocate charges to proper accounting budget and add comments. add comments.  Lost or stolen P-card. The cardholder MUST contact US Bank immediately at and then contact your agency liaison. immediately at and then contact your agency liaison. 11

Monthly Transaction Cycle Begins on the 16 th of each month and ends on the 15 th of the next month unless the 15 th falls on a weekend Begins on the 16 th of each month and ends on the 15 th of the next month unless the 15 th falls on a weekend 12

Rebates, Refunds, Rewards, Gifts Points Any rebates, coupons, rewards, gifts, points, cash cards, etc. must accrue to the state entity and be utilized only for official State business. No personal gain is permitted with the use of the State Purchasing Card. Misuse of this section could result in disciplinary action. 13

? Will My Credit Card(s) Be Audited ? P-Card accounts are audited by Legislative, system auditors and the by DFA/Office of State Procurement Credit Card Section for compliance of the following : P-Card accounts are audited by Legislative, system auditors and the by DFA/Office of State Procurement Credit Card Section for compliance of the following : Detailed receipts for charges and/or credits. Have the charges and credits been approved? Are items being purchased allowed by Procurement laws? Is the charge being split in order to avoid the transaction limit on p-card? 14

TYPES OF DISCIPLINARY ACTION Any violation of Arkansas P-Card Program policies is considered an “occurrence” which may result in disciplinary action (i.e. written warning, suspend, revoke, terminate card privileges, criminal charges file). Any violation of Arkansas P-Card Program policies is considered an “occurrence” which may result in disciplinary action (i.e. written warning, suspend, revoke, terminate card privileges, criminal charges file). 15

16 What is a MCC Code?   A MCC code is a Merchant Category Code (MCC) is a four- digit number used by the bankcard industry to classify suppliers into market segments. There are approximately 600 MCCs that denote various types of business (e.g., 5111 Office Supplies, 7299 Dog Grooming Services, 5722 Household Appliance Stores).   The MCC is assigned by the Acquiring financial institution when a supplier first begins accepting Visa payment cards. The MCC is assigned based on the supplier’s primary line of business. For example, if a supplier primarily sells computers, it may be assigned MCC 5732 “Computer Hardware”. If a supplier primarily repairs computers, it may be assigned MCC 7379 “Computer Maintenance, Repair, and Services

Activating Your P-Card   1. Dial   2. Listen and respond to each prompt a. Enter your 16-digit account number b. Enter your five digit Zip Code (Business Address) c. To activate you account, Press 1 d. Key in the last four digits of your Social Security number e. Enter your business telephone number, beginning with the area code f. Your account has been successfully activated. **Note: If you have any problems activating your account you will be transferred to a Customer Service Representative for personal assistance. 17

The p-card is a privilege granted to you by the State of Arkansas, and it is expected that you will use it responsibly. The State will seek restitution for any inappropriate charges made to the p-card. Fraudulent or intentional misuse of the card will result in revocation of the card and/or possible criminal charges, including termination The p-card is a privilege granted to you by the State of Arkansas, and it is expected that you will use it responsibly. The State will seek restitution for any inappropriate charges made to the p-card. Fraudulent or intentional misuse of the card will result in revocation of the card and/or possible criminal charges, including termination. 18

19 Must Register US BANK WEBSITE

US Bank Web address

21 Register Online How to Register your p-card online Registering your card online with access.usbank.com – Gives you the cardholder the ability to view and track all your purchases.

Online Registration 22 Organization Short name for The State of ARKANSAS is: STAR Enter your Credit Card Number, Expiration and Zip Code Then click on register this account The “back to” feature in Access Online is at the bottom left corner on every page that has a back to previous page feature

23 Reallocate your transactions “purchases” – Click on Transaction Management on the left side of the screen Always read the Message from U.S. Bank after logging in. From time to time US Bank is off line to maintain the system and update functions.

How to View the transactions on you’re p-card account. Click on Transaction List Click on Transaction List 24

25 Trans date – when purchases were made Posting date – when purchases are posted to the account Click anywhere an item is underlined to take you to reallocate screen

26 2.After you have finished allocating your transaction, click on Save 3.Click on the Comments tab 1. Click Allocations tab; Enter the appropriate budget number (fund, dept, & account numbers)

27 COMMENTS ARE REQUIRED TO BE ADDED TO EACH PURCHASE “a brief description of the items purchased (pens, pencils, paper, etc) and why they are needed COMMENTS ARE REQUIRED TO BE ADDED TO EACH PURCHASE “a brief description of the items purchased (pens, pencils, paper, etc) and why they are needed Click on Save Comments at the bottom of the screen. All your transactions have to be allocated and comments added. If you have several, click on Back to Transaction at the bottom of the screen and repeat the procedures.

PRINTING STATMENTS 28 To print your monthly p-card statement. Click on Account Information. Cardholder will then click on Cardholder Account Statement

29 How to Print the Monthly Report Click on Reporting on the left How to Print the Monthly Report Click on Reporting on the left Click on Financial Management

30 Click on Transaction detail Click on Posting Date Range Choose the start date of the billing cycle Choose the end date of the billing cycle

31 Click on display transaction comments Click on Display Allocation Detail Scroll down the page

32 you can run this report in PDF, Browser or Excel you can choose from the drop down arrow. Click on Run Report

Reminders & Tips   Always your p-card Liaison to ensure your p-card request are answered.   Let your agency Liaison know as soon as possible of any extended leave time, any circumstance which may put your p-card at risk for compromise. If your P-Card is Lost of Stolen, you the Cardholder MUST: Contact US Bank immediately at

Ordering with GSS Go to website: Enter Username: npccpcard Enter Password: npccpcard Click: Sign in After signing in,  Copy and paste the items from the order report  View cart for accuracy  Click: Checkout  Ship to Address: MAKE SURE TO ENTER THE END USER’S NAME AT THE “ATTN” LINE IN THE SHIP TO ADDRESS; THIS IS THE ONLY WAY THE BOOKSTORE FOLKS WILL KNOW WHO GETS THE ORDER ONCE IT IS DELIVERED.  Address: Enter your address  2 nd Address: Optional, you may enter the end user’s .  PO/Authorization Code: Leave this blank  Click: Pay by Credit Card using our Secure Server  Enter your P-Card information; DO NOT share your P-Card number with anyone else  Click: Pay Now  your confirmation to