1. PURCHASING CARD P-Card Training Training

2. Agenda General Overview Spend Limits Usage of the P-Card Returns and Disputes Reconciliation Process Summary

3. What is a P-Card? A Visa card issued by Bank of America Accepted in person, by phone, fax and on the internet Must be a State employee Authorization required P-Card Training Overview

4. P-Card Training P-Card Issuance Requirements Cardholder must be permanent, part-time or full-time employees whose job requires the use of a purchasing card or related account. Cards are not issued in a department name to be shared by other employees. Cards are not issued to employees of foundations associated with Clayton State University. Overview

5. P-Card Training P-cards are limited to one per cardholder Complete a Purchasing Card Request form found on website. Approved by Head of Department etc. Submit form to us. Complete a Background and Credit Check Authorization form Signed employee agreement. Mandatory P-card training. http://adminservices.clayton.edu/procurement Overview

6. P-Card Security Responsibility for P-card rests with the cardholder Cardholders are accountable for all transactions on their card Protect your p-card number as your own personal credit card Card sharing is prohibited do not “lend” your card to anyone. Familiarize yourself with Legislative, State and University policy and procedures located on the Procurement Services website http://adminservices.clayton.edu/procurement P-Card Training Overview

7. Compliance  Official Code of Georgia Annotated (O.C.G.A.)  Applicable requirement of Georgia Procurement Manual  State Purchasing Card Policy  Internal policies & procedures governing procurement & p-card program http://statepurchasing.doas.ga.gov/vgn/images/portal/cit_1210/21/9 /102587319PCard_Policy.pdf Usage P-Card Training

8. Background and Credit Checks  Criminal background checks for existing and new purchasing card holders  Credit Checks are for new purchasing card holders only  Background check reveals misdemeanors or felonies related to financial wrongdoing, theft or other act of dishonesty, the cardholder’s privileges are terminated.  Credit check reveals numerous delinquent credit reporting lines will result in termination of cardholder’s privileges. Usage P-Card Training

9. Spend Limits P-Card Training

10. Spending Limits  Single Transaction/Daily Limit is less than $5,000  Cycle Limits may go up to $25,000 without special approval from DOAS Spend Limit P-Card Training

11. Spending Cycle P-Card Training 15th of each month Ex: February 15, 2010 Bank of America Statement WORKS Memo Supporting Documents Single transactions take place Ex: Purchase(s) of goods and services 16th of each month Ex: January 16, 2010 Statement Begins Purchasing Transactions Statement Ends Finalize Reconciliation

12. Point-of-sale denials Cycle limit has been reached (ex.$10,000) Purchase exceeds transaction limit ($5,000) Merchant Category does not comply Usage P-Card Training

13. Sales Tax Make vendors aware of tax exemption prior to purchase Credits cannot be obtained by any other method, including, but not limited to, cash, gift card, gift certificate, or store credit. Out of state purchases may require sales tax Spend Limit P-Card Training

14. Usage of the P-card P-Card Training

15. P-Card May be Used for: Subscriptions Registrations Lab/Research Sup Nursing/Dental Sup Printing/Publications Office Supplies Office Furniture Express/Expedited Mail Services Non Inventory Equipment (Items under $3,000) Services Items on State Contract Software (MSD/UGA) Airline travel/Rental Cars Convenience Fees Promotional items Usage P-Card Training

16. Services to Include Payment of cell phone/pager service (Must submit itemized bill-complete billing) Rentals such as vehicles, small item rentals Contract Affidavit is required for any labor or services equal to or greater than $2500 Usage P-Card Training

17. Advanced Airline Travel Air travel for Clayton State employee and Students No statewide contract for airlines Can use Travelocity, Orbitz, Cheap Tickets, Expedia for flight reservation. Travel must take place in same fiscal year Travel Authorization Form is required All airline tickets must be purchased within 30 days of flight. Usage P-Card Training

18. Automobile Rental Must use the Mandatory Statewide contract Vendor- Enterprise and Hertz Used for official Clayton State business Gas cannot be purchased for rental car this is a reimbursable expense. Travel Authorization Form is required Usage P-Card Training

19. What’s NOT Allowed on the P-CARD

20. P-Card May Not Be Used for: Alcohol Tobacco products Gift cards, gift certificates or other cash equivalent items Cash Advances Food Personal items Purchases for resale Memberships and/or fees to wholesale shopping clubs Entertainment, including in-room movies, tours and shows Usage P-Card Training

21. P-Card May Not Be Used for: Automotive Fuel Equipment (single item equal or greater $3000) Mechanical repairs and maintenance of State- owned or rental vehicles Professional Services Personal Services Employee travel: lodging, transportation, personal vehicles and meals, misc. travel fees Usage P-Card Training

22. Firearms/explosives Computers, laptops, tablets, notebooks, iPads –All hardware must be approved by OITS and ordered through Procurement Services P-Card May Not Be Used for: Usage P-Card Training

23. Athletic Team/Student Club Event: May purchase food and lodging for Student Activities Must have itemized receipt showing all meals purchased Roster of participants showing name and Original signature of each student (for activities not open to the entire campus- e.g. athletic teams, student clubs) Must have a flyer, an e-mail or copy of team schedule showing the meal was an authorized student activity Usage P-Card Training

24. Team/Club Travel May use the card for airline lodging and rental car, van, etc. for students/team on University sponsored trips Sponsors who are State Employees must submit reimbursement via online PS travel & expense module. Usage P-Card Training

25. RETURNS AND DISPUTES P-Card Training

26. Returning Purchases Request a return address from vendor Obtain return authorization number (if applicable) P-card credit to be issued by vendor Request a fax or e-mail confirmation of the credit for reconciling your records –Must have company name, credit amount and identify item credited Returns P-Card Training

27. Resolving Disputes If you cannot settle with the supplier/vendor: Contact Bank of America Notify P-card Administrator Attach a copy of dispute documentation to monthly statement. Check each statement to assure credit has been issued Disputes P-Card Training

28. Card is Lost/Stolen Immediately notify Bank of America at 1-888-449-2278 Notify campus P-card coordinator P-Card Training

29. RECONCILING P-CARD Record Keeping WORKS Payment Manager Monthly Statements Approver Responsibilities P-Card Training

30. WORKS All P-card transactions post in real time online Must add a business purpose in the comment field Allocate each transaction Reconciliation must occur by the last business day of each month Always maintain copies of documentation in your department P-Card Training Reconciliation

31. Due by the 5 th of each month (ex) Attach VISA approval form Signed by Cardholder Signed by Approver, VP, AVP, Dean, Director or Head of Department. May have more than one approver Compile “VISA Packet” Reconciliation Monthly Statements P-Card Training

32. Monthly Statements Visa Packets should: Include all receipts/invoices to support charges If you state Business Purpose in WORKS, then you do not have to writer on receipt/invoice Itemized list of purchase-no acronyms Print CSU GL Memo Statement report from WORKS Reconciliation P-Card Training

33. September 30, 2008P-Card Training

34. Missing Receipt Cannot obtain or locate receipt/invoice for verification to statement Must be less than $100 Complete a Missing Receipt Report located on website Attach to “VISA Packet” as receipt. No more than three (3) times per fiscal year Reconciliation P-Card Training

35. Approver Responsibilities Person with budget authority for the department is responsible for the action of the cardholder(s) Assure that all transactions are reconciled and proper documentation is attached to Visa Packet Ensure Visa Packets are submitted by the 5 th of the month Signing the VISA approval form indicates acknowledgement of all purchases Verify that all documentation is attached and purchases have been approved Reconciliation P-Card Training

36. Forms Missing Receipt Form Request for Purchasing card form Employee Agreement Form Visa Approval Form Background and Credit Check Authorization Form P-Card Training

37. If in doubt……. ASK BEFORE YOU PURCHASE P-Card Training

38. Misuse of the Card Minor Violations: (examples) Failure to reconcile Works by the last business day of the month Failure to reconcile and submit the Visa Packet by the fifth day of the following month Improper documentation Excessive use of the Missing Receipt Form Summary P-Card Training

39. Misuse of the Card Major Violation: (examples) Failure to attend annual training Splitting orders to avoid submitting proper documents and bid process Allowing others to use your P-card Personal Purchases This misuse can result in disciplinary action or termination of employment by the Vice-President of Business & Operations Summary P-Card Training

40. Policy Not Followed First Offense of a Minor Violation: Written Warning Cardholder must reply to warning Second Offense of a Minor Violation: Up to 60-day suspension of P-card privileges Same notification as First offense P-Card Training

41. Policy Not Followed Third Offense of Minor Violation or First Offense of Major Violation: Up to 90 days or permanent termination of P-card privileges May be required to take the online P-card refresher course and pass the 20-question test Written notification to appropriate officials Written justification from departmental head to retain P-card privileges P-Card Training

42. Summary Responsibility of card Spending Limits Reconciliation process Authorization and approvals Document, Document, Document CSU Official business only P-Card Training

43. Contact Information Procurement Services website http://adminservices.clayton.edu/procurement/ Contact us via e-mail or phone P-Card Training

44. QUESTIONS? Thank you! P-Card Training