Purchasing Card Program and Travel Expense Training for Card Holders, Travelers, Travel Claim Processors, and Record Keepers Accounts Payable [email protected]

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What is the Purchasing Card Program? Reduces the use of Employee’s own $

Provides an Employee Travel Card program

Streamlines low $ purchases

Simplifies the payment process

Can be used for mail, phone, fax, internet and in-store purchases

W9’s for new vendors on the Pcard are not required

Helps departments better manage business processes and control expenditures

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Guidance and Requirements Internal Revenue Service

State of Idaho University of Idaho Check with your department or unit financial representative.

APM 75.37 APM 70-all UI Dept.

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What specific restrictions apply to your travel processing?

How Does the IRS Fit In? • Ensure expenses have a business purpose

1.

• Expenses are accounted for

2. • Employer must be refunded for unaccountable or disallowed expenses

3. Professional Development and Learning

Can I have a Purchasing Card?

Yes

No

If you complete this training

If you Do Not receive a UI paycheck

AND any item in the “No” column does not pertain to you

Did not complete the Purchasing Card Training, including signing and returning the cardholder agreement form

Employees who have had a card revoked Professional Development and Learning

What are My Responsibilities?

Card Holder Record Keeper

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What are My Pcard Limitations? • Alcoholic Beverages/Controlled Substances • Ammunitions/Weapons • Utilities/Cell Phone Charges • Radioactive/Hazardous Materials • Household Moving Expenses • Travel Protection Plans • Office Decorations • Personal Items • Hospitality Expenses/Gifts (flowers/plants) • Consulting Fees/Individual Contractors • Per Diem or Food while in Travel Status

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• $5000 per individual transaction • No splitting of purchases in excess of $5000 to avoid the bidding process What is Restricted?

You MAY purchase SOME of these things for the University, just NOT on the Pcard.

$ Limit?

What Happens If?

• Misuse or noncompliance = card revoked • Restricted charges are the responsibility of the card holder • Some charges can be reimbursed to the employee

Consequences of Misuse

Misuse and/or noncompliance with procedures will result in revocation of the purchasing card.

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Misuse of the card can result in disciplinary action, including suspension or termination of employment and legal action.

What do I do if… Lost or Stolen Card Disputes or Errors

• Notify USBANK and ACCOUNTS PAYABLE • If the card is cancelled due to Fraud activities, contact ACCOUNTS PAYABLE then CAMPUS POLICE

• The Card Holder is responsible for pursuing resolution of disputes, discrepancies and errors.

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For University Vehicles

Fleet Card Applications are available

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Using the Pcard for Travel

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Plan Ahead

Only expenses covering the employee can www.uidaho.edu/controller/travel be counted toward travel reimbursement.

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Understanding Specifics Just You Per diem

You+ It depends on #, purpose, plan, etc.

No more than per diem

Must meet APM 70.20 requirements

No receipts needed-you will get per diem

Must provide itemized receipts

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No Refund (a few examples)

Non-business related expenses (spouse at a meal)

Does not meet the APM 70.20 requirements

Meals at your work location

What Do I Need to DO? • Get Approval to travel or entertain • Keep receipts

• Submit a travel claim within 15 days

• Review information closely

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Thank you!

www.uidaho.edu/controller/accountspay

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