1. Procurement Card Procedures Cardholders

2. Housekeeping
Please sign in
Facilities
Break
Cell Phones

3. Goals:
After this session, learners will be knowledgeable of NMSU procurement card procedures.
Learners will be able to identify allowable/ unallowable purchases when using NMSU PCards.
Learners will be knowledgeable on how to process transactions in the CCER system.

4. Objectives: At completion of course, participants will…
Be able to locate appropriate resources and references for future use.
Be familiar of the policies and regulations regarding PCard purchases.
Be able to accurately document transactions in the CCER System.

5. Agenda: Review and become familiar with PCard directives.
Review and become familiar with allowable and unallowable purchases.
Complete activity.

6. Methods for Purchases Purchase Orders Procurement Cards Reimbursement
Direct Pay

7. Eligible for a PCard NMSU regular employee 0.75 minimum FTE
No temps, students or affiliates

8. How do you get a PCard? Complete Procurement Application
Attend Cardholder Procedures Training
Attend FSA-RMR Informational Session
Complete FSA-RMR Bridge to BDMS and PCard Receipts Destruction Training

9. Cardholders Role: Role: Granted the right of purchasing for NMSU
Scan and upload receipts before deadline.
Reconcile statement before deadline.
questions to

10. Cardholders Responsibilities:
Purchases within limits & restrictions.
Ensure no tax is charged on goods.
Responsible for any activity on the card.
Ensure only NMSU employees use the PCard to purchase goods or services.
Report fraud activity.
Ensure goods or services are received in suitable condition.
Ensure proper credit(s) are received for returned goods or services.
Notify PCard Administration of any employment changes.

11. Limits No furniture or equipment over $1,000 $3,000 per transaction
No transaction splitting
$10,000 per month
Monthly available credit limit will be reset on the 29th of each month

12. University Unallowable
NMSU Business Procedure Manual The following are examples of unallowable and restricted purchases on any University account. The list should not be considered all-inclusive but merely a guide for purchases that are not allowed.
University Unallowable
Retirement gifts over $100
Annual credit card fees
Donations
Holiday decorations
Event tickets
Personal goods or services
Fines or Penalties
Alcohol beverages

13. Restricted PCard Purchases
NMSU Business Procedure Manual The list should not be considered all-inclusive but merely a guide for purchases that are not allowed using the PCard.
Restricted PCard Purchases
Travel (exception airfare)
ATM Cash Advances
NMGRT on Goods
Employee uniforms and clothing
Contracts for multiyear agreements
Monthly reoccurring charges
Construction
Rentals, leases and agreements
*Note: BPM

14. Activity Check all that apply
Item to Purchase
Use the PCard
Use a Purchase Order
Not allowed
Office Supplies
Conference fees
Reoccurring monthly charges
Construction
Copier Rental
Birthday Cards
NMGRT on Goods
Computer over $1000
Airline tickets

15. Activity X Item to Purchase Use the PCard
Use another approved purchase option
Not allowed
Office Supplies X
Conference fees
Reoccurring monthly charges
Construction
Copier Rental
Birthday Cards
NMGRT on Goods
Computer over $1000
Airline tickets

16. Reviewing your PCard Statement In WellsFargo CCER System

17. Notification from WellsFargo

18. Cycle Calendar http://pcard.nmsu.edu/cycle-times-calendar/
Reconciliation and Approver periods

19. WellsFargo https://www.wellsfargo.com/com/

20. Log In

21. Click on Commercial Card Expense Reporting

22. Role

23. Review Open Statement

24. Statement Period

25. Items Needing Reconciliation

26. Reclassify Select the transaction (select one at a time)
Click Reclassify

27. Reclassify Cont.
Verify that the information on the receipt matches the CCER transaction. If it doesn’t match,

28. Reclassify Cont Steps to Complete
Change General Ledger Code (default) cod

29. Reclassify Cont
Select General Ledger (Account) Code

30. Reclassify Cont
Steps to Complete
Add Description

31. Reclassify Cont Steps to Complete Change Index (if needed)
Select magnifying glass or type in index.

32. Reclassify Cont
Select necessary index (if applicable)

33. Reclassify Cont Steps to Complete
Select Approve/Decline as appropriate

34. Select Approved or Declined
Reclassify Cont
Select Approved or Declined
Approved – Approved pcard transaction.
Approved-Fraud – Used for fraudulent transaction reported to WellsFargo.
Approved-Misuse – Used when a transactions is university allowable but
pcard unallowable.
Declined-Agcy Fnd – Used to decline unallowable agency transactions.
Declined- Awards – Used when declining award purchases.
Decline – Empl Unif – Used to decline uniform purchase on the pcard.
Decline-Gasoline - Used to decline gasoline purchase on the pcard.
Decline-Gifts – Used to decline gift purchased on the pcard.
Decline-Mult YR – Used to decline multiyear service agreement on the pcard.
Decline-Sales Tax – Used to decline sales tax charged on goods.
*Items declined will post to a PCard Suspense fund (index ). The
cardholder is responsible for reimbursing NMSU for the declined transaction.

35. Reclassify Cont
Steps to Complete
Check Receipt Attached box

36. Reclassify Cont
Steps to Complete
Save

37. Uploading Images Reclassification complete Uploading images
-Print Statement
-Print Coversheet
Build your package

38. Print
Coversheet
Statement

39. Prepare your receipts for scanning
Number your receipt
in order as shown on
your statement print out
Compile your shorter
receipts on same page
Longer receipts on
separate page
Make sure receipts are
legible and accounted for
Compile Packet

40. Building your image package
Scan documents in
black & white in
the following order:
1. Coversheet
2. Statement
3. Receipts
Note: Scan pkg to self
and contact IT dept for help

41. Verify Scans
Incorrect
Correct
VS.

42. Submitting Receipts Email to: pcardreceipts@nmsu.edu
-One per statement per cardholder
-Include statement end date in subject line
-mm-dd-yyyy
-No signature in body
-2 to 3 hours to view

43. Verifying Uploaded Image Allow two hours before login in to verify

44. Finalizing reconciliation
Ensure the following have been completed:
Statement has been reviewed
Transactions reclassified to appropriate index/account
Transaction splits are indicated as applicable
All transaction information has been saved
Images have been uploaded and are legible
Click Statement Reviewed button

45. Compliance
Cardholders may receive notices for non-compliance.

46. PCard Security Discrepancies Fraud
Lost or Stolen- Report immediately to

47. Changes

48. Declined Purchase Possible reasons : Do you have available credit?
Is the purchase within the limits?
Did the vendor enter the credit card number, expiration date and address correctly in their system?
Are you using an allowable vendor?
Are you purchasing items that are from a blocked merchant category code?

49. Compliance Reviews
PCard Administration conducts compliance reviews of PCard purchases. Non-compliance notices will be sent to cardholders that do not adhere to the NMSU PCard policies and procedures.

50. Contact Information
PCard Administration
pcard.nmsu.edu
WellsFargo Bank
Open 24/7/365

51. RMR Training Registration