1. 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

2. 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

3. 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

4. P-Card Program Resources
To review EGSC Purchasing Card Policy:
Section 7
To review DOAS Purchasing Card Policy:
To Review BOR Purchasing Card Policy:
State Purchasing Division

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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
Purchasing Card Program Administrator
Purchasing Card Coordinator
State Purchasing Division
Reviewer/Approver
Immediate Supervisor
Cardholder
East Georgia College

17. Questions? Contact Business Affairs Sheila Wentz, P-card Administrator
Pamela Adams, P-card Coordinator
EGSC