The University of Oklahoma Purchasing Department. Norman Pcard Training for New Users

Transcription

1 The University of Oklahoma Purchasing Department Norman Pcard Training for New Users 1

2 Pcard Team Phone (405) Address 2750 Venture Drive, Norman, OK Website 2

3 What is a Pcard? The Pcard is a purchasing tool for full-time OU employees that provides flexibility in the method of payment for most small dollar ($5,000 or less) departmental purchases. Purchases above $5,000 are not allowable on the Pcard and are a direct violation of Regent s Policy. 3

4 Pcard Roles and Duties Cardholders Make purchases Reconcile Approvers Validate purchases Reconcile Each department becomes the Office of Record for their Pcard transactions. For disposal information, refer to the Record Retention Policy. 4

5 NetApps Login = uofonorman Password = pcard 5

6 Applications Personal information Address information Accounting information Card settings Agreement 6

7 Personal Information Name, as it is with HR Phone number address Employee id Approver name Approver 7

8 Address Information Building name and room number Street address City, state and zip 8

9 Accounting Information Department number Account number Department name 9

10 Card Settings Credit limit Single purchase limit 10

11 Application Process Cardholder Complete application Confirm application via Once confirmed, application is forwarded to approver via Approver Can either approve, deny or update application Once approved, application is forwarded to Pcard Team Pcard Team Validates information on application and either approves or declines If any information is incorrect, the application will be declined 11

12 Your Pcard Card will be delivered to Purchasing Call for activation Will need card number and employee id for activation 12

13 Card Details American Express 15 digits Security code is the 4 digits on the front Embossed with OU FEIN # Printed with Oklahoma sales tax permit number # Card sleeve 13

14 Tax Exemption Oklahoma Florida, Illinois, Kentucky, Maine, Missouri, New Jersey, New Mexico and North Dakota Letters available on Purchasing website Some vendors may require additional information/cards at time of purchase Speak with customer service prior to purchase 14

15 Card Protection and Security Cardholder is the only authorized user of the card Protect your card and card number Be aware of your surroundings Use reputable merchants Bankrupt vendors 15

16 Pcard is a Privilege Possible consequences of improper usage Warning sent to cardholder, approver and/or department head Retraining of cardholder Restricted transaction limits Card suspension Card cancellation Refer to Legal and Internal Auditing 16

17 Blocked Categories Merchants are identified by categories Certain categories are blocked Blocked categories include ATMs, hotels, spas, airlines, casinos, car rentals, etc. Blocks were decided on by Purchasing, Financial Services and Internal Auditing Attempted charges to these categories will be declined 17

18 Declines Declines can occur because Blocked category Billing address information is incorrect Wrong expiration date Transaction limits Pcard Team has real time access to purchases and can inform you why your card is being declined 18

19 Pcard Guide Yes and No list of purchases Purchasing webpage has full listing with explanations List formed by Purchasing, Financial Services and Internal Auditing Charges allowable within the terms of a grant, reimbursed by the Foundation and/or charges that are allowable through Financial Services are not necessarily allowable on the Pcard. These terms do not supersede Pcard policies. 19

20 Yes List Abstract / Publishing / Submission Fees * Computers * Lab Supplies * Publishing / Submission Fees * Application / Submission Fees * Conference Registration * Landscaping Supplies Registrations (See Conference Registration) Binding* Copy / Print Shops * Laundry Service * Resale Items * Books Copyright Fees Listing / Record Fees Shipping (See Freight) Bottled Water Service * Décor * Mailing List * Software * Cell Phones * Educational Supplies Notary Software License * Chemical Supplies Equipment * Notary Renewal Subscriptions (Hardcopy) * Classroom Materials Equipment Parts Office Supplies * Subscriptions (Online) * Clothing / Apparel * Food * PDA's Teaching Supplies Coffee Service * Frames * Pagers Uniforms * 20 Coffee Supplies * Freight * Photography / Photos * Videos Computer Parts / Peripherals * Furniture * Pike Pass

21 No List Advertising / Job Posting Food * Memberships * Alcohol * Framing / Certification Framing Personal Expenses Ammunition Fuel Postage Stamps * Awards Gift Cards / Certificates Pre-Paid Phone Cards Booth Rental Gifts Radioactive Materials Cash Greeting Cards / Seasonal Cards Recruitment / Promotional Items * Certification / Accreditation Fees Insurance Rentals Construction / Renovation Internet Services Royalties Contracts / Agreements Jewelry Services * Demurrage Lab Animals * Testing (See Employee Testing) Employee Testing * Labor / Maintenance / Repairs * Tobacco Employee Training * Late Charges Travel * 21 Entertainment / Events * Leases Tuition Firearms Licenses *

22 Conference Registrations If paying for the registration at the time of the event or after the event has occurred, then only a receipt or invoice is required. Pre-Paid Conference registrations are allowable Pcard expenses with the following in writing from the Conference Host. Conference Host will not, as a standard practice of business, accept a Purchase Order. Purchase Order meaning payment after the event has occurred. OR, all of the following three criteria must be in place: Conference host will apply a discount for early registration to the conference. Conference host will allow for substitution of participants. Conference host will refund 100% of the registration cost if the conference is cancelled. Personal charges such as CME credits, additional meals, banquets, golf tournaments, etc. must be paid for separately and not on the Pcard. 22

23 Alternative Payment Purchasing Requisition paid on a buyer s Pcard Examples: Services, rentals, contracts, over $5,000, etc. Financial Services Invoice Employee Reimbursement Examples: Employee training, memberships, travel, etc. 23

24 Pcard Process Make Purchase & Obtain Documentation File Documentation Access SAM Gather Documentation & Turn into Approver Check View Box & Make Notes Change Accounting Codes 24

25 Step 1 Make Purchase & Obtain Documentation 25

26 Itemized Receipts 26

27 Non-Itemized Receipts 27

28 Self-Itemized Receipt 28

29 Step 2 Access SAM 29

30 Strategic Account Management Database = ounorman User ID = last 8 digits of Pcard Password = last 8 digits of Pcard Internet Explorer or Safari 30

31 New User ID Account = full American Express card number New user id = 4x4 address 31

32 Change Password Verify address Old password = last 8 digits of Pcard New password 8 to 15 characters long Begin and end with a letter Contain at least 1 lowercase letter Contain at least 2 numeric characters Example = pa55word Challenge question 32

33 Homepage 33

34 SAM Links Proadmin Purchasing Newsletter Pcard Homepage Pcard Guide 34

35 Step 3 Check View Box & Make Notes 35

36 Transaction Review 36

37 Transaction Summary Transaction date Post date Merchant name Transaction amount Transaction tax View box Approve box 37

38 Summary Actions Search Dispute View/Edit notes 38

39 Dispute 39

40 View/Edit Notes 40

41 Step 4 Change Accounting Codes 41

42 Transaction Detail Department number Account number PO number 42

43 Accounting Code/Description Search 43

44 Accounting Code Search 44

45 PO Number 45

46 Line Detail Actions Split View original Update accounting allocation 46

47 Split 47

48 Split 48

49 View Original 49

50 Number of Lines 50

51 Update Accounting Allocation 51

52 Step 5 Gather Documentation & Turn into Approver 52

53 Accounting/Billing Cycles The cycles are named by the month in which they begin. The cycle for the month of July is from July 17 th to August16 th. The last day to make accounting changes for this cycle can be made before they are downloaded to the financial system is 5:00 PM on Friday, August 20 th. 53

54 Accounting/Billing Cycles Cycles are based off of posting dates 48 hour delay in posting SAM available 24-7 Dates are subject to change Dates are available on Purchasing website No reminders are sent 54

55 Accounting/Billing Cycles 55

56 Step 6 File Documentation 56

57 Filing Method Examples Billing Cycle Cardholder Department Number Internal P.O. number Merchant SAM Reports *Check with your department to see if a filing system is already in place. 57

58 Reconciliation Summary Make Purchase & Obtain Documentation File Documentation Access SAM Gather Documentation & Turn into Approver Check View Box & Make Notes Change Accounting Codes 58

59 Online Reviews Random selections and odd merchants Contacted by Explanation and/or documentation required Inquiries from Pcard, Internal Auditing, Financial Services, Grants, etc. The University of Oklahoma Purchasing Card (Pcard) was implemented in an effort to improve services to University departments and to provide a more efficient means of payment for small dollar purchases. The Pcard Team has the responsibility of monitoring Pcard transactions for compliance. Transaction #1234 for a Pcard purchase was randomly selected for review. Often, charges that have been selected have a reasonable explanation. Merchant: Wacky Stuff Amount: $ Paid on: 01/01/10 Please reply to this inquiry with a detailed explanation of the purchase and we will evaluate if further documentation is needed. Thank you in advance and if you have any questions regarding Pcard guidelines or need additional information, please do not hesitate to contact the Pcard Administration Team at proadmin@ouhsc.edu. 59

60 Departmental Reviews Reviews occur each year Internal processes are documented Concerns and questions from the department are welcomed Final report lists the findings and recommendations Department has an opportunity to respond Report signed by department representatives and Purchasing Final reports with all signatures are forwarded to Internal Auditing 60

61 Departmental Reviews 61

62 Information Sources Purchasing website Pcard Contacts Cutoff dates FAQ Guide SAM Reports Training sessions Purchasing Newsletters PeopleSoft training dates Regent s policy Regent s deadlines 62

63 Contact Us If/When Need assistance with SAM Change any personal information Change departments Don t recognize a charge Question whether or not a purchase is allowable 63

64 Questions 64