Welcome to The Purchasing Card Training Session

Welcome to The Purchasing Card Training Session Training Session: March of 2012 Purpose  Review policy that describes the general Small Purchase ...
Author: Donald Pierce
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Welcome to The Purchasing Card Training Session Training Session: March of 2012

Purpose



Review policy that describes the general Small Purchase Charge Card (SPCC) Program guidelines



Reconciliation Process

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Introduction 

Cardholders and their supervisors/approvers are responsible for ALL policies and procedures of the SPCC program and Manual (ASPM section 10).



Cardholders are responsible for retaining documentation of purchases and reconciling them, with the aid of the purchasing card monthly log (p-card log or form 105-024), to monthly bill statement.

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Spending Limits 

Each card has limits per transaction and per month.



Splitting orders to circumvent limits is Strictly Prohibited and may be cause for card suspension OR cancellation.

Exemption To Limits 

Transaction limits may be temporarily increased by the Program Administrator with in advance justification and supervisors approval. (This process is under review and may be modified in the near future) 4

Use of Card - SWaM Vendors 

The College is committed to increasing expenditures with Small, Women-Owned and Minority-Owned businesses (SWaM).



Cardholders must consider ordering from a SWaM DMBE certified vendor before utilizing State or Cooperative contracts within your delegated SPCC limits where contract usage is not mandatory. DMBE: Dept. of Minority Business Enterprise

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Examples of Allowable Purchases Office supplies (furniture is not included)  Books  Magazine & journal subscriptions  Newspaper ads  Conference registrations  Lab supplies  Professional organization dues, fees & licenses 

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Restricted Purchases Accommodations  Car Rental  Gas/Oil  Restaurant/Food  Travel related purchases  Personal (Incidentals) expenses  Entertainment expenses  Cash advance 

With a valid written justification prior to the event, some restrictions may be lifted temporarily by the Program Administrator.

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Returns & Disputes 

If there is an error either with the packing slip or the goods you receive, contact the vendor immediately to resolve.



The vendor must apply the credit back to your Pcard. Do not accept “Store Credit” Contact your buyer liaison for guidance in this situation if the vendor won’t issue credit to your Pcard.



Be sure to document all communication with the vendor. 8

Billing Statements 

Cardholders will receive a statement from BoA each month unless there is no activity for that billing cycle.



The cardholder can obtain an electronic statement at the end of each billing cycle by ◦ Logging onto: https://payment2.works.com/ ◦ Receive online statements 2-4 days early



The statement is used for your reconciliation process and must be retained in your possession.

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Reconciliation Process 1.

Go to Works (BoA) the day after the cycle close of each month to access the statement. Otherwise, a paper statement will be sent via mail from Bank of America (BoA).

2.

Reconcile the statement to the p-card log (form 105-024) and supporting documentation to verify that purchases and returns are accurately listed on the statement.

3.

Document items requiring resolution on subsequent monthly charge card statements.

4.

Forward the monthly statement to your supervisor/approver, along with the p-card log (form 105-024) and the supporting document for approval.

5.

Email p-card monthly log to [email protected] upon completion.

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Reconciliation Process (cont’d)

Current (old) version of p-card Log (form 105-024) 11

Reconciliation Process (cont’d)

Field for approver to print name Expanded field for PCO number

Revised (new) version of p-card Log (form 105-024) 12

Reconciliation & Documentation 

If an item appears on your log, but not on your statement, highlight the item and carry it forward to your next month’s p-card log.



If an item appears on your statement, but not your p-card log, determine if you were billed in error and contact the supplier to resolve the issue.



If an item appears to be fraudulent on your statement, you must contact the BoA and the PA immediately.



Cardholder must keep track of any outstanding items awaiting resolution until completely resolved and documented. BoA: Bank of America

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PA: Program Administrator

Common Mistakes 

The following are the most common mistakes made by cardholders and/or approvers: ◦ The reconciliation is not completed by the due date. ◦ Monthly Logs are not dated and signed by the cardholder and approver. ◦ Virginia sales taxes are paid to vendors. ◦ The card number is shared/used by someone other than card holder. ◦ Receipts are missing. ◦ Multiple orders are placed in order to circumvent the $5,000 delegated authority (split order).

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Card Security & Practices 

NEVER make a photocopy of your card or fax or e-mail your full card number.



NEVER purchase personal items.



NEVER purchase gift certificates.



Your card must be kept in a secure but accessible location. (wallet/purse is not considered a “safe” location)



Access your statement often through BoA Works at http://payment2.works.com to look for fraudulent charges

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Purchase Card Reconciliation Navigation: Purchasing =>Procurement Cards =>Reconcile =>Reconcile Statement

Many times, your statement will automatically be retrieved when you navigate to the Reconcile Statement Link. If not, then enter the following information and press Search to retrieve your current statement. Role Name: Reconciler EmplID: Your EmplID Card Issuer: B of A Visa- State funds Billing Date: included in email notification or search for current billing date

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Purchase Card Reconciliation (cont’d) Purchase Details

If one or more of your charges are eVA orders (PO or PCO), click on the check box next to the line number and then click the Purchase Details link to OVERRIDE the default code set on the Purchase Card. 17

Purchase Card Reconciliation (cont’d) Purchase Details (cont’d) To match a PO with a statement line, complete the fields listed in the purchase details form. Business Unit: NV280 PO ID: PO ID encumbered for PCO transaction or use magnifying glass to search for all PO’s / PCO’s associated with your p-card. Leave all other fields “blank”. Click OK.

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Purchase Card Reconciliation (cont’d) Purchase Details (cont’d) If you searched for your PO or PCO, the Look Up PO ID screen will appear with a list of available PO’s and PCO’s.

NV280

You will only see and be able to link PO’s or PCO’s that are associated with your p-card.

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Purchase Card Reconciliation (cont’d) Purchase Details (cont’d) Once the appropriate PO/PCO is selected, press OK and you will be returned to your purchase card transactions page and your charge line is now linked with your PO/PCO.

NV280

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Purchase Card Reconciliation (cont’d) Verifying Transactions

Click on View All

As a reconciler, you must change all of your transaction lines to verified to indicate that your phase of the reconciliation process is complete. Make sure to click on Select All and Save and wait until the save is complete before exiting 21

Purchase Card Reconciliation (cont’d) AIS Worksheet

Enter VX_PCARD_RECON_WORKSHEET in the begins with field and click search. This reconciliation tool provides a detailed listing of all procurement card transactions for a specific billing period and PCard. 22

Purchase Card Reconciliation (cont’d) AIS Worksheet (Cont’d)

Select the Excel format to run the query. 23

Purchase Card Reconciliation (cont’d) AIS Worksheet (Cont’d)

Always use the magnifying glass to fill out the fields Procurement Card Number is the number issued by the Program Administrator 24

Purchase Card Reconciliation (cont’d) AIS Worksheet (Cont’d)

This is an example of the AIS Worksheet. This will be used to review and sign your transactions with your supervisor/approver.

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Purchase Card Reconciliation (cont’d) Recon Report

Navigation:VCCS=>VCCS P-Card=>P-Card Reports=> P-Card RECON Report

Type Recon_report in Run Control ID then click on Search 26

Purchase Card Reconciliation (cont’d) Recon Report (cont’d) Business Unit: NV280 Billing Date: billing statement date Card Issuer: BAST

Procurement Card Number: Security ID # assigned to a specific p-card. This will be provided to each cardholder and approver.

Then click Run

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Purchase Card Reconciliation (cont’d) Recon Report (cont’d)

Click OK 28

Purchase Card Reconciliation (cont’d) Recon Report (cont’d)

Click on Process Monitor link

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Purchase Card Reconciliation (cont’d) Recon Report (cont’d)

Click on Refresh periodically until you see:

Run Status: Success Distribution Status: Posted Then click on the Details Link to access the report. 30

Purchase Card Reconciliation (cont’d) Recon Report (cont’d)

Click on the View Log/Trace Link to access the report. 31

Purchase Card Reconciliation (cont’d) Recon Report (cont’d)

Click on the VXCCRECN ##### PDF Link to view the report. 32

Purchase Card Reconciliation (cont’d) Recon Report (cont’d)

This is an example of the recon report, include all receipts and supporting documents for the transactions listed on the report and retain for your records.

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Violations…What happens?



Violators will have card privileges suspended and/or permanently revoked in accordance with the Purchasing Manual (ASPM section 10).

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For Assistance

Program Administrator: Ann Martin, CPPB,VCO Phone: 703.323.3737 Alternative Program Administrator: Samira Mkaimel, Admin & Office Specialist II Phone: 703.323.3135

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Questions? 36