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East Carolina University Dept of Materials Management ECU Pro. Card Program 1 East Carolina University Dept of Materials Management ECU Pro. Card Program 1

YOUR PROCARD STAFF Frances Flowers Pro. Card Manager flowersf@ecu. edu 328 -2761 Melissa Eakes YOUR PROCARD STAFF Frances Flowers Pro. Card Manager [email protected] edu 328 -2761 Melissa Eakes Pro. Card Assistant Manager eakesm [email protected] edu 737 -1852 Debbie Steinmetz Pro. Card Assistant Manager [email protected] edu 328 -5636 Materials Management 328 -6434 www. ecu. edu/purchasing - Click “Pro. Card” 2

WHAT YOU WILL LEARN TODAY What is a Pro. Card? u Purpose and Benefits WHAT YOU WILL LEARN TODAY What is a Pro. Card? u Purpose and Benefits u Costs and Requirements u Policy and Procedure u Responsibilities u Conference Registrations u Airline, Bus and Train Fares u Lodging u Documentation u 3

A “PROCARD” IS…… u Short for Procurement Card – (may also be referred to A “PROCARD” IS…… u Short for Procurement Card – (may also be referred to as Purchasing Card or Pcard) u Corporate VISA credit card u For business use only u Issued in employee’s name u Charges are billed to the University … here to save you from frustration! 4

PURPOSE OF THE PROCARD / BENEFITS u Reduces forms, paperwork, data entry, processing time, PURPOSE OF THE PROCARD / BENEFITS u Reduces forms, paperwork, data entry, processing time, costs, number of invoices and checks processed. u Replaces purchase orders, standing orders and direct pays for most small dollar purchases. Purchase requisition is not required. u Eliminates reimbursements due to personal funds being used u Eliminates travel advances u Eliminates petty cash accounts u Protection from the bank u Eliminates 1099 s u Quicker and more efficient. Easier to make allowable purchases and allows rapid turnaround on low dollar goods and services. Most merchants accept VISA. u ECU is not charged to use the card u Cost savings to ECU. Based on the RPMG 2014 Purchasing Card Benchmark Survey, the average cost for the traditional procure-to-pay process is $90. Purchasing card transactions generate a cost savings of about $70 per transaction. 5

PURPOSE & BENEFITS cont. u u u Required purchases on Pro. Card: Conference Registrations, PURPOSE & BENEFITS cont. u u u Required purchases on Pro. Card: Conference Registrations, Membership Dues, Certifications, Publications, Examination Fees and Subscriptions Preferred purchasing method for allowable purchases under $5, 000. Exception to $5, 000 limit is for student groups, with prior approval. If items are not on State Contract, no competition is required, if under $5, 000. If on State Contract, the contract MUST be used regardless of dollar value. (Examples: Office supplies, furniture, scientific supplies, tools) For these reasons, every department needs at least one cardholder CONTROLS: – – – Merchant categories (MCC codes) can be restricted or blocked Spending limits are set for each card 6 Provides reconciler oversight

Vendor Benefits & Requirements u Improves vendor’s cash flow [Bank pays vendors within 2 Vendor Benefits & Requirements u Improves vendor’s cash flow [Bank pays vendors within 2 -3 days] u u The vendor has a higher confidence level in VISA than a purchase order Card eliminates need for additional accounts receivable processing Requires no special enrollment [If vendor accepts VISA, not restricted] Vendor pays a transaction fee to VISA 7

Policy and Procedures u Responsible individuals who have regular purchasing needs should have a Policy and Procedures u Responsible individuals who have regular purchasing needs should have a Pro. Card. u Cardholders must be ECU staff or faculty with “permanent” or “time-limited” employment status u Department Head approval of card and selected spending limit is required u The Pro. Card must be used ONLY by the named cardholder. There are NO “departmental” cards. u NO SHARING! 8

Policy & Procedures – Continued u State, Grant, Practice Plan, Special funds and Foundation Policy & Procedures – Continued u State, Grant, Practice Plan, Special funds and Foundation Funds are allowed. All purchases must follow funding allowances. If in question, contact the funding office for prior approval. NO PERSONAL purchases allowed u Cardholders sign a “Card Use Agreement” u Cards must be returned to the Pro. Card Office to be cancelled and destroyed if you transfer to another department OR leave the University. Cards are ECU property. u 9

What do my funds allow? u Budget Office – See “ECU Spending Guidelines. ” What do my funds allow? u Budget Office – See “ECU Spending Guidelines. ” http: //www. ecu. edu/financial_serv/b udget. cfm – Page 9 for “Unallowable Purchases from State Budget Codes. ” u Foundation Fund transactions require you to attach receipts and other documentation in WORKS for review. See User’s Guide. 10

Policy & Procedures – Continued Never accept cash, checks or gift cards for returns Policy & Procedures – Continued Never accept cash, checks or gift cards for returns u State Contract items must be purchased through the contract source(s) u Original, priced, itemized receipts or invoices are required for each transaction u Splitting transactions to avoid spending limits are strictly prohibited. u Funding authority…The Pro. Card doesn’t change what you can buy, but how you pay for it! 11 u

University Requirements u All transactions are uploaded to Banner monthly (Accounting System of record); University Requirements u All transactions are uploaded to Banner monthly (Accounting System of record); posted to the GL {J 60 entries}; and payments issued to the bank monthly. *Posted as J 63 prior to October 2015* u The University conducts an on-going audit of purchases to insure a high degree of integrity and confidence in the system u University must pay the bank within 10 days after close of the monthly billing cycle 12

TYPES OF CARDS We allow transactions for ECU business purposes only. Your card can TYPES OF CARDS We allow transactions for ECU business purposes only. Your card can be used for the “Type of Spending” requested and approved on your Pro. Card application and upgrade forms, if needed: 1. Basic – Includes items such as routine supplies, materials, books, memberships, subscriptions, registration fees and service expenses. 2. Travel Upgrade – Includes air/bus/train fare and lodging allowances, in addition to Basic purchasing. 13

Pro. Card Spending Levels Single Daily Monthly Transaction ECU – 2 $500 $2, 500 Pro. Card Spending Levels Single Daily Monthly Transaction ECU – 2 $500 $2, 500 $5, 000 ECU – 3 $1, 500 $3, 000 $10, 000 ECU – 4 $2, 500 $5, 000 $15, 000 ECU – 5 $5, 000 $10, 000 $25, 000 * No splitting of transactions. 14

Sample Purchases Allowed State contract items purchased through State contract vendors Office, lab supplies Sample Purchases Allowed State contract items purchased through State contract vendors Office, lab supplies and equipment, accessories, peripherals (contract vendors) Memberships and organization dues* Licenses such as nurses, doctors, etc. Subscriptions – To a business address / Annual Only / includes software subscriptions* Conference registrations (all ECU Travel policies apply)* Publications, reprints, books, educational DVD’s* * Required to be paid on Pro. Card Interlibrary Loans (Some exceptions apply: If merchant does not Accreditation fees accept VISA or if the purchase amount is over the single transaction limit of the Pro. Card) Postage and stamps / Express shipping & freight Advertising (include tear sheets) Certifications and examination fees* Software (must be approved by ITCS [email protected] edu), Maintenance contract / agreement payments with initial contract approval by Materials Management on file. Air, bus and train fares (Travel upgrade required. One checked bag allowed each way. ) Lodging, including Internet and parking (Travel upgrade required. ) Group meals, which are fund-approved and have a legit business purpose (agenda & attendee list) Promotional items with approval from funding source and logo review, as required. http: //www. ecu. edu/cs-admin/mktg/logo_review. cfm Student group functions including travel, events and group meals (Must have travel upgrade. ) 15

VENDOR SURCHARGE Effective January 27, 2013, vendors can legally charge a transaction fee on VENDOR SURCHARGE Effective January 27, 2013, vendors can legally charge a transaction fee on VISA/Master. Card credit card purchases. The “check-out fee, ” if any, will be determined by the merchant, but cannot exceed 4% of the transaction amount. The vendor must inform you at the time of sale that there will be a surcharge and the amount of the fee. The charge should be shown on your receipt as well. It is up to your department’s discretion whether they are willing to accept the fee or prefer to submit a requisition in PORT. For the University, the cost savings of using the Pro. Card still outweighs the potential fees charged and the costs of submitting requisitions for low dollar purchases. If you feel the surcharge is in excess of the 4% or wasn’t communicated to the cardholder in advance, you may file a merchant violation form online https: //usa. visa. com/checkoutfees/contact. jsp 16

INTERNATIONAL TRANSACTION FEE International transaction fees are a legit charge, but you will not INTERNATIONAL TRANSACTION FEE International transaction fees are a legit charge, but you will not receive a receipt for them. It is a fee that is approximately 1% of the purchase price that the bank charges when you make a purchase outside of the U. S. Sometimes, when purchasing items online, you will not even realize that the vendor is not in the U. S. , so it’s easy to get them confused. To find out what charge your fee goes with, login to WORKS and click on your vendors. Then, under “transaction” tab, click the number beside Vendor ID. That will show you the address of the vendor. If the vendor is not in the U. S. , the fee goes with it. The international transaction fee must be coded to the same FOAP as the transaction it belongs with. 17

Chip and PIN Cards • When you receive your new Pro. Card with CHIP Chip and PIN Cards • When you receive your new Pro. Card with CHIP & PIN technology, you will receive a brochure explaining the technology. • You will receive a PIN mailer separately. If you do not receive the mailer or if you forget your PIN, please visit baml. com/PINCheck • You will be required to register using your account number, name on card, expiration date, security code (CVV) and verification ID. • Unfortunately, at this time, the PIN cannot be changed. Please memorize it or ask our office for helpful pointers. • To use the Chip & PIN Card 1 – Insert card into chip-enabled terminal. 2 – Follow prompts to complete. Enter PIN, if asked. 3 – Remove card once transaction is complete. 4 – If the merchant is not chip-enabled, continue to use the magnetic strip, as normal. 5 – There is no change for online or phone transactions. 18

TRAVEL AND THE PROCARD Approved University Business Only u All ECU Travel and Pro. TRAVEL AND THE PROCARD Approved University Business Only u All ECU Travel and Pro. Card policies and procedures apply. u Contact the ECU Travel Office with travel questions or for travel instructions. ([email protected] edu) u http: //www. ecu. edu/cs-admin/financial_serv/indextraveloffice. cfm u Travel must be approved and TRA form must be on file before paying for travel related items. u Do NOT request reimbursement for expenses paid on your Pro. Card. – Note that it was paid on Pro. Card on Travel Request Authorization. u Attach original priced documentation with the Pro. Card statement. – Include: dates of travel, cost of ticket, travel itinerary. u No rental cars, gas, toll fees or taxis. u Shuttles are allowed to/from airport to hotel. u No personal meals allowed, due to per diem rates. u Non-business and personal expenses must be handled on the traveler’s personal credit card. 19

Paying Conference Registrations u Registrations may be paid using the Pro. Card. u Extra Paying Conference Registrations u Registrations may be paid using the Pro. Card. u Extra events / items are only allowed if business-related and fund approved. u Meals (personal) cannot be paid with the Pro. Card, due to per diem restrictions. – – Exception: If it’s included in the registration fee or if combined with an approved event. Optional, non-business related, meals added to registrations must be paid using personal funds, as you may only receive the per diem rate. Copy of registration form showing details must be included with Pro. Card statement. If you cannot use the Pro. Card, write reason on Direct Pay Form u Use correct Banner Accts (change in WORKS, if needed) – In State Registration Fees 73551 – Out of State Registration Fees 73552 – Out of Country Registration Fees 73553 20

Air, Bus and Train Fares u u u u Requires upgrade request form approved Air, Bus and Train Fares u u u u Requires upgrade request form approved by your Dept. Head. University business only. Business purpose must be documented. If you are extending your business trip to include vacation time, you MUST obtain two quotes: One showing how much your ticket would be if you only go for the required days and another showing how much the ticket is with your extra days. Both quotes must be from same vendor and you may only pay on the Pro. Card if the ticket is the same amount or less. “Combined Business and Personal Travel Memo” must be approved and submitted with Pro. Card statement if paid on Pro. Card and to the Travel Office with the reimbursement request, if paid out of pocket. http: //www. ecu. edu/cs-admin/financial_serv/indextraveloffice. cfm Do not accept insurance/trip protection or early check-in fees. Choice/upgrade seat fees are not allowed without a medical reason that is documented and approved by an ADA coordinator. Contact the Department for Disability Support Services at 737 -1016. One personal bag each way is allowed. Documented business 21 purpose is required for more than one bag.

Air, Bus and Train Fares cont. Suggested air/bus/train fare vendors: AAA, Orbitz, Expedia, Travelocity, Air, Bus and Train Fares cont. Suggested air/bus/train fare vendors: AAA, Orbitz, Expedia, Travelocity, American Airlines, Delta, etc. u Cardholder and/or Reconciler need to use the correct Banner Account codes for transportation – In state – Air 73201 – In state – Ground 73211 – Out-of-state – Air 73205 – Out-of-state – Ground 73215 – Out-of-country – Air 73209 – Out-of-country – Ground 73219 u http: //author. ecu. edu/cs- admin/purchasing/pcard/Pro. Card. Hom e. cfm 22

Lodging u u Requires upgrade request form approved by your Dept. Head. Room, Parking Lodging u u Requires upgrade request form approved by your Dept. Head. Room, Parking and Internet only (Occupancy tax is ok, but we are exempt from NC sales tax. ) No valet parking unless that is all that is available. No charges such as incidentals, movies, room service, spa services, tips, telephone calls, laundry, alcohol, meals, newspapers, etc. If you are making this payment for someone else, you will need to inform the hotel know that the traveler will not have the card with them. You may be required to complete a 3 rd party reservation form with the hotel. Be sure to inform the hotel that this card can only be used for lodging and if there is a fee for parking. Internet allowed with documented business purpose. 23

Lodging Cont. u u u Any lodging accommodations that are with a 3 rd Lodging Cont. u u u Any lodging accommodations that are with a 3 rd party (not hotel, motel) must have prior approval in addition to Procard approvals. A 3 rd party lodging request form must be completed and approved prior to booking, then attached to the Pro. Card statement. This must be completed prior to paying for an item that is not labeled a hotel/motel. Includes: Condos, apartments, Air. Bn. B, Home. Away, VRBO, Bed and Breakfasts, etc. Cardholder and/or Reconciler must use the correct Banner Account codes for lodging. – In state Lodging – 73231 – Out of State Lodging - 73235 – Out of Country Lodging – 73239 24

Review backup for registrations and airfare Attachments A-I A - RRS 2004 B - Review backup for registrations and airfare Attachments A-I A - RRS 2004 B - AUCCCD C - ETS D - Continued ETS E – Travelocity F – Quixote (now AAA) 25

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AUCCCD 27 AUCCCD 27

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Quixote Travels – 2 pages 30 Quixote Travels – 2 pages 30

TRAVELOCITY – 3 pages 31 TRAVELOCITY – 3 pages 31

ANSWERS For backup for registrations and airfare A - RRS 2004 – Good! Shows ANSWERS For backup for registrations and airfare A - RRS 2004 – Good! Shows who, what, where, when, how much B – AUCCCD – No meals allowed on Pro. Card! (ONLY registration fee allowed) C – ETS – If registration already includes meal, it is ok. D - Continued ETS – Good receipt! Shows who, what, where, when, how much E – Quixote Travels – Good! F – Continued Quixote – Fees are ok. (NO insurance, extra fees allowed) G – Travelocity – Good – complete itinerary H – Continued Travelocity I – Continued Travelocity 32

UNAUTHORIZED PURCHASES u u u u u u NO purchases for personal use NO UNAUTHORIZED PURCHASES u u u u u u NO purchases for personal use NO purchases over designated spending limits. NO split ticket purchases to circumvent the single purchase limit NO animals NO weapons and ammunition NO purchases from pawn shops NO controlled substances (Drugs, Alcohol, Fireworks) NO payments to individuals, consultants or employees (Vendor must have a FEIN number versus a SSN) NO purchases from University storerooms (must go through PORT) NO vehicle rentals, gas, trip protection/insurance, seat charges/upgrades, early check-in, taxis/shuttles (except to/from airport/hotel) NO tours, additional functions, events, banquets, etc. without documented fund- approved business purpose. NO personal per diem meals. (Approved group meals require a legit business purpose, itemized receipt, flier/meeting announcement and list of attendees. ) NO entertainment NO cash advances NO gifts (Including: flowers, cards, holiday items, etc. ) NO donations / contributions NO gift cards, incentives or prize purchases without prior approval per the “Gift Cards, Incentives and Prize Purchases” procedure found at http: //www. ecu. edu/purchasing/ NO computers or laptops (Due to CPI, must be purchased through PORT) NO software, unless approved by ITCS. Check with ITCS prior to purchasing. ([email protected] edu) NO items requiring the signing or click-to-agree of a vendor agreement or terms and conditions in order to complete the purchase, except those vendors whose terms have been approved by Materials Management and/or ITCS, as required. Include approval/documentation with the statement. NO cellular services or devices NO payments to ECU for classes or parking. NO payments that involve making changes to facilities NO beverages other than Coca-Cola products in small quantities. (Coke has the exclusive rights on campus. ) Exceptions may apply NO drone services / payments

Audits Transactions may be audited by Materials Management, Internal Audit, Office of the State Audits Transactions may be audited by Materials Management, Internal Audit, Office of the State Auditor and the Purchase & Contract Compliance Team u Pro. Card Manager reviews all transactions daily u Cardholders may receive an email requesting additional information u Must make every effort to resolve any issues promptly u Insufficient statement documentation is considered a violation u Consistent problems and errors may result in card cancellation 34 u

Your Card u Issued by Bank of America u Call to activate u Activation Your Card u Issued by Bank of America u Call to activate u Activation code is 123451006 u Call the Pro. Card Staff if you have problems 35

Tax Exempt Status ECU is NC sales tax exempt for most purchases u All Tax Exempt Status ECU is NC sales tax exempt for most purchases u All Pro. Cards display the tax ID number u Cardholder must inform the vendor of the tax exempt status at time of purchase u If tax is charged, it is the cardholder’s responsibility to obtain a credit from the vendor to his/her Pro. Card u u Some vendors have the tax exempt status listed under a different number: – Lowes – “East C Greenville, NC” or 059800021. Key fobs give 5% off business purchase, but do NOT replace contracts. – Office Depot – 39120714 – Radioshack – 252 -328 -2761 – Walmart – 1003978 (Online: 182544908) 36

Reasons your card may be declined u Single transaction limit u Daily limit u Reasons your card may be declined u Single transaction limit u Daily limit u Monthly limit u Merchant Category Code (MCC) u Invalid information (cvc/cv 2 number) u Cards cannot be used for air/bus/train fare or lodging until the appropriate upgrade has been processed u Call the Pro. Card Office at 328 -6434 37

PROCESSING CYCLE • See purchasing pointers. Use State Contracts, when available. • Pro. Card PROCESSING CYCLE • See purchasing pointers. Use State Contracts, when available. • Pro. Card user initiates a transaction on their card • Email notification sent from WORKS to cardholder informing a transaction(s) posted on the Pro. Card system. Transactions typically post in the system 24 -72 hours after purchase. • Cardholder will log into WORKS Payment Manager and review transactions and FOAPAL. Cardholder may make changes to FOAPALs, if needed. • Cardholder signs-off to approve transaction and provides a business purpose for all transactions. • Transaction is routed to the Approver (reconciler) for approval • Approver logs into WORKS system and reviews transaction • Approver edits FOAPAL code(s), as needed, if cardholder has not. • Approver signs off on transaction or requests additional information from user. • Credit line is restored only after transactions are signed off in the WORKS system by the Cardholder and/or Approver. Reconciler needs to complete approvals to satisfy audit trail. • Pro. Card office will sweep transactions for the monthly billing cycle and import into Banner. Reminders are sent each month to remind of deadlines. • The Cardholder will receive a hard-copy bank statement monthly and attach receipts, sign in ink (no signature designees allowed), then forward to reconciler and/or department head by the 30 th of the month. • The monthly statements with attached receipts are signed and forwarded to 38 ECU Materials Management by the 10 th of the following month.

Cardholder Requirements u u u u u Protect and secure your card and paperwork Cardholder Requirements u u u u u Protect and secure your card and paperwork at all times. Do not share card number with anyone, besides the vendor you are purchasing from. Provide a default Banner Fund, Organization and Program on your Pro. Card application. Notify Pro. Card office if this should ever change. Must have Org security for all orgs used for transactions. The cardholder must be aware of State Contract Vendors or know who to contact. Provide vendors with billing address (pre-set) and a complete delivery address Alert vendor that we are tax exempt when placing order. Report fraudulent charges to your Pro. Card Staff Cardholders must work closely with their reconcilers and/or accounting personnel to learn appropriate departmental procedures to ensure proper oversight and processing of card transactions Charges are not encumbered in advance; 39

Cardholder Responsibilities & Processing - Continued Lost or Stolen Cards 1. 2. 3. 4. Cardholder Responsibilities & Processing - Continued Lost or Stolen Cards 1. 2. 3. 4. Report to Bank of America immediately 1888 -449 -2273 Notify Pro. Card staff 328 -6434 Review transactions carefully and notify Pro. Card staff if there any fraudulent charges Disputes must be submitted within 30 days of the transaction date. Returns 1. 2. 3. 4. Credit must be issued back against your card Never accept cash or cash equivalents Handle with vendor and follow return instructions Utilize ECU Central Stores & Receiving for shipping needs 40 (328 -9932)

Reconciler Responsibilities & Processing The Reconciler over-sees Pro. Card transactions and verifies FOAPAL information. Reconciler Responsibilities & Processing The Reconciler over-sees Pro. Card transactions and verifies FOAPAL information. A Reconciler can be an Administrative Assistant, Budget person, Cardholder, Department Head or person authorized to approve purchases. The Reconciler is a pivotal point of oversight for Pro. Card transactions. The RECONCILER must: 1 - Review and approve each transaction on-line monthly 2 - Verify and edit FOAPAL codes, if needed, to ensure transactions are charged to the appropriate budget codes in Banner 3 - Review documentation 4 - Counter-sign statements 41 th

Reconciler Processing Continued u All statements for the Division of Health Sciences are due Reconciler Processing Continued u All statements for the Division of Health Sciences are due to Cathy Alphin by the 1 st of each month (do not send directly to Materials Management). u If the cardholder and the reconciler are the same individual, the department head must counter-sign his/her approval of the statement. Note: The designated reconciler should not report directly to the cardholder {i. e. Department Head has a card}. If you have this situation, please designate someone in the division office to sign off on the cardholder’s 42 purchases. Contact the Pro. Card Manager for

Reconciler Responsibilities & Processing – Continued u Reconciler must report any changes in employee Reconciler Responsibilities & Processing – Continued u Reconciler must report any changes in employee status to the card administrator u Reconciler must report any unusual cardholder spending activity u Reconciler must monitor card spending levels closely to ensure sufficient funds are available to cover departmental charges u NOTE: DEPARTMENTS ARE RESPONSIBLE FOR ANY CARDHOLDER SPENDING BEYOND THE SET BUDGET LIMITS 43

Monthly Process u u u Emails are sent out monthly to remind of deadlines. Monthly Process u u u Emails are sent out monthly to remind of deadlines. If you do not receive these emails, contact our department. Cycle ends on the 15 th of each month (Friday before if the 15 th falls on the weekend. ) Cardholders and Reconcilers have approximately 4 business days to process approvals and complete FOAPAL reallocation, if not already completed On the 5 th business day (normally at 9 am on the 22 nd) charges are “locked” so that no further FOAPAL updates can be made. Reminders are sent monthly. Statements arrive 5 – 10 days and follow normal processing 44

Billing Address u Billing/Statement addresses are predetermined – East campus: 1000 E 5 th Billing Address u Billing/Statement addresses are predetermined – East campus: 1000 E 5 th St – West campus: 600 Moye Blvd u Cardholder is responsible for delivery address, which is your actual location. 45

Documentation u u u Original, itemized receipt or invoice for each transaction – Vendor Documentation u u u Original, itemized receipt or invoice for each transaction – Vendor – Description – Unit Price – Extended Price – No Sales Tax – Shipping – Total Amount Types of Receipts: Vendor Letterhead, Detailed & Priced Packing Slip, Courier Receipts (Fed. Ex or UPS), Web Print-Out. Business purpose clear for each transaction (Written or GL Memo Report) 46

Statement Requirements & Review u u u u Be sure all receipts are attached Statement Requirements & Review u u u u Be sure all receipts are attached to the statement and itemized in order. (Staple in top, left-hand corner. ) All receipts must be itemized and show what was purchased Tape small receipts to 8. 5”x 11” paper. Be sure tape is not covering details. Copies of thermal paper (shiny) receipts attached Verify Amounts ($) Match Verify tax was not charged, as we are tax exempt. No splitting of charges Confirm purchase is supported by fund Business purpose is clear for every purchase. No food on State Funds. State Contract Vendors being utilized. Minimum of two signatures on each statement. Signatures are to be in ink and legible. (Ex. Cardholder & reconciler; Cardholder & Department Head; Cardholder, reconciler & department head/division head. ) Statement is due to Materials Management by the 10 th of the month following the close of the billing cycle Card will be suspended or closed if multiple violations. 47

Statement & Documentation Samples Attached J – Pro. Card Statement K – Golden Software Statement & Documentation Samples Attached J – Pro. Card Statement K – Golden Software L – Barnes & Noble Bookseller M – Thomson N – Macromedia O – Staples (www. stapleslink. com) http: //www. ecu. edu/cs-admin/purchasing/How. To. Order. Office. Supplies. cfm P – Primera Q – Amazon R – North Carolina Medical Group Managers S – University Book Exchange T – The Trophy Case U – Bender Burkot V – Mc. Gee Reprographics W – Paypal X – USPS Express Mail Y – Post Office Z – UPS Store 48

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Amazon 56 Amazon 56

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Roll Bar Slip 61 Roll Bar Slip 61

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Record Retention u Original statements and receipts are kept by Pro. Card Office u Record Retention u Original statements and receipts are kept by Pro. Card Office u Archived for a period of 5 years in University Archives u ECU Internal Audit has recommended: Departments should maintain copies of all documentation long enough to be assured Pro. Card Administration has the original documentation and to cover an adequate audit cycle, which is suggested to be three years. u Keep files secure and confidential as card account numbers may be visible u Shred all discarded Pro. Card documentation 66

Works Payment Manager u Online system provided by Bank of America – Help manage Works Payment Manager u Online system provided by Bank of America – Help manage your charges and budget – Review charges and transaction details – Edit FOAPAL codes – Add online comments – Online reporting – Electronic approval / Sign off on transactions 67

Works System Features u Charges can be reconciled (approved) and FOAPAL codes changed as Works System Features u Charges can be reconciled (approved) and FOAPAL codes changed as soon as the transaction posts in Works u System generated email notifications u Charges can be split coded 68

Getting Started u All participants will receive a “Welcome email” from Works Payment Manager Getting Started u All participants will receive a “Welcome email” from Works Payment Manager once we’ve activated you u DO NOT DELETE THIS EMAIL u Email will contain your username, password validation steps, and instructions on changing your password u Email will be deleted after 60 days 69

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DEMO/Logging In Bank of America Works Payment Manager Site: https: //www. bankofamerica. c om/worksonline DEMO/Logging In Bank of America Works Payment Manager Site: https: //www. bankofamerica. c om/worksonline 71

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This person is a cardholder and a reconciler/approver. The Accountholder queue shows all cardholder This person is a cardholder and a reconciler/approver. The Accountholder queue shows all cardholder transactions. The Approver queue shows all transactions that the cardholders have signed off/approved. Acting as Accountholder: Reconciler can see her charges, plus her Cardholders charges Acting as Approver: Reconciler sees the charges her Cardholders have approved 73

This is the Accountholder queue. It shows all cardholder transactions that have not been This is the Accountholder queue. It shows all cardholder transactions that have not been approved. Can sort all columns by clicking the grey area at the top. You can also click and drag columns to regroup. 74

This is the Approver queue. 75 This is the Approver queue. 75

It shows all cardholder transactions that have been approved. If you look in the It shows all cardholder transactions that have been approved. If you look in the “Sign Off” column, the AH means that the accountholder/cardholder has signed off/approved. The ACT means that the Accountant/Approver/Reconciler has signed off/approved. Approvers should not sign-off until the cardholder has had a chance to review/approve and/or all information is correct. 76

Review FOAPAL, especially account number. Click on Document name “TXN…. ” If all is Review FOAPAL, especially account number. Click on Document name “TXN…. ” If all is correct with the FOAP, click “sign off” and put business purpose in. If changes need to be made, click “Allocate / Edit. ” 77

When you click “Allocate / Edit, ” this screen will pop up. In this When you click “Allocate / Edit, ” this screen will pop up. In this example, the account needs to be changed. Click in box of item you need to change, then click “See More…” 78

If you know the number, type it in under value, select it, then click If you know the number, type it in under value, select it, then click OK. If you know a word in the description, type it in under description, select it, then click OK. Click “Save” when complete and correct. 79

Once all is correct, click “Sign Off” and put the business purpose in the Once all is correct, click “Sign Off” and put the business purpose in the box that pops up. 80

Example of good comment/business purpose. 81 Example of good comment/business purpose. 81

THE NEXT SLIDES ARE NOT REQUIRED, BUT ARE INCLUDED FOR GENERAL INFORMATION 82 THE NEXT SLIDES ARE NOT REQUIRED, BUT ARE INCLUDED FOR GENERAL INFORMATION 82

Some merchants provide detailed information called “Level 3 Data. ” Click on charges & Some merchants provide detailed information called “Level 3 Data. ” Click on charges & you can explore! Level 3 Detail 83

If you would like to sign-off (approve) on more than one charge at a If you would like to sign-off (approve) on more than one charge at a time, click the box at the top left-hand corner or click the box beside each charge you would like to select. If the FOAPAL codes and comments are correct, click “SIGN OFF. 84

If changes need to be made and all are the same FOAPAL/comment, click “Mass If changes need to be made and all are the same FOAPAL/comment, click “Mass Allocate. ” Once FOAPs are correct, click “sign off. ” Comment box will pop up. Put business purpose in box. 85

To Split Code (charge one transaction to more than one FOAP): Click TXN number To Split Code (charge one transaction to more than one FOAP): Click TXN number and “Allocate / edit, ” then “Add. ” Add as many lines as you need. Adjust amounts, as needed, and follow previous instructions for changing FOAPAL codes. 86

To run GL Memo Statement (shows business purposes) Click Reports Tab, search “GL Memo To run GL Memo Statement (shows business purposes) Click Reports Tab, search “GL Memo Statement – Configured for everyone’s Use. ” Place mouse over the report name and a drop-down arrow will appear. Click “Modify / Run” 87

Click the calendar beside post date and choose the cycle you need. You can Click the calendar beside post date and choose the cycle you need. You can also change card if you have multiple cardholders. Click Submit Report at the bottom of the page. 88

Click Reports, then completed. Click “PDF” Open the report and print. This can be Click Reports, then completed. Click “PDF” Open the report and print. This can be put with your statement and receipts in lieu of handwriting the business purpose and FOAP on each receipt. 89

Purchasing Pointers u. IS IT ALLOWED BY YOUR FUNDING SOURCE? u. IS IT STOCKED Purchasing Pointers u. IS IT ALLOWED BY YOUR FUNDING SOURCE? u. IS IT STOCKED IN A CAMPUS STOREROOM? u. IS IT A STATE CONTRACT ITEM? (If so, am I purchasing through the contract source? If not, am I purchasing the best value item through the economical source reasonably available? ) u. DOES IT VIOLATE ECU OR STATE POLICY? (Check the ECU Business Manual/Contact Materials Mgmt) u. Debarred Vendor list – Ex. B&H Photo u. HAVE I REQUESTED AN ITEMIZED RECEIPT? u. HAVE I KEPT A RECORD OF THIS TRANSACTION? u. YOUR CARD IS LIKE CASH - KEEP IT AND YOUR PAPERWORK 90 SECURE

Suggestions Keep a log u Make a folder u Be sure your Internet sites Suggestions Keep a log u Make a folder u Be sure your Internet sites are secure (https: or padlocked) u Mark your calendar u Review your transactions u Don’t be scammed u Keep the Purchasing Card User’s Guide and Training Guide handy! u Reconcilers need to attend Banner Training u If unsure, ask! u 91

Resources u Training Guide – ECU Pro. Card Home Page http: //www. ecu. edu/csadmin/purchasing/pcard/Pro. Resources u Training Guide – ECU Pro. Card Home Page http: //www. ecu. edu/csadmin/purchasing/pcard/Pro. Card. Home. cfm u WORKS online training u Contact Pro. Card Staff for: – Tools – Reference – Training – – – Questions Report lost or stolen cards Problems with your card Disputes/Fraud Day-to-day operations 92

REMEMBER u What you can purchase has not changed - all State of NC REMEMBER u What you can purchase has not changed - all State of NC purchasing rules and ECU purchasing policies still apply. u ONLY the method of payment has changed. 93

Steps to receive a Pro. Card Attend class / pass test u Banner Org Steps to receive a Pro. Card Attend class / pass test u Banner Org Security – access to all orgs you will need to use u Complete Application. u u Complete travel upgrade form, if needed. www. ecu. edu/purchasing Click Pro. Card in left-hand column. Application and Travel Upgrade Form are located under “Pro. Card Forms. ” You will receive an email when your card has arrived and is ready for pick up. 94

Processes ~ Org Security u u u Transactions can only be charged to ORGs Processes ~ Org Security u u u Transactions can only be charged to ORGs the cardholder has access to. Banner Organization (Org) security is based on the cardholder, NOT the reconciler. If you do not have Org access to an Org you need to use, you need to let it stay on your default FOAP and change it by preparing a Banner Interdepartmental Transfer (IDT). We will divert charges to the cardholder’s default ORGN if you attempt to use an ORGN the cardholder does not have permission to in Banner 95

Setting up your Banner Security New employees, departmental transfers or those that do not Setting up your Banner Security New employees, departmental transfers or those that do not access PORT, GL or SSB will need to complete this form. u u The Banner Security Request is found under the Tools tab on https: //pirateport. ecu. edu Verify all employee information is correct. If incorrect, contact HR at 328 -9891. Verify that supervisor information is correct and update if not. 96

Questions? Comments? Look for new things to come! Thank you for your support! YOU Questions? Comments? Look for new things to come! Thank you for your support! YOU CAN CALL OR EMAIL US ANY TIME! 97 Saved on Materials Management Drive in “Training” folder