Sam Houston State UniversityP-Card Training

P-Card Policy/Guide (PUR-08)

Procurement Card Program-more efficient, cost-effective method for paying for certain orders and to delegate the authority and capacity to make certain purchases to the end user.

The P-Card is not intended to avoid or bypass appropriate purchasing procedures or bidding requirements.

SHSU’s P-Card Policy can be found at:http://www.shsu.edu/intranet/policies/finop/procurement_business_services/documents/PUR-08%20P-Card%20Policy%202015.pdf

The most current version of P-Card Policy/Guide and Forms are available online on the SHSU website.

https://www.shsu.edu/intranet/policies/finop/procurement_business_services/ https://www.shsu.edu/dept/procurement/pcard/index.html

Policies and Forms

SHSU P-Card Guide

The Procurement Card Citi Bank - Chip enabled card

Issued in the departments name

One P-Card per department

SHSU Logo & “Official Use Only”

University purposes only

Bill paid by University

SHSU P-Card Guide

• Department’s procurement card is activated with a four digit pin.

• Pin entered incorrectly three times card will be blocked

• Call number on back of the card (800)248-4553 toreset pin

• Employer ID number needed to reset pin

Card Activation & Pin

P-Card Delegates• Follow all P-Card policies, procedures, rules, and guidelines

outlined in the Procurement Card Policy and Procedures.

• Ensure that all purchases are necessary and appropriate for depts. operational needs

• Adhere to the delegated limits approved.

• Submit monthly Chrome River Expense Report by the 15th of each month.

• Ensure all necessary documentation related to purchases made with the P-Card are attached in Chrome River.

• Ensure all users are aware of appropriate uses of the card

• Must attend P-Card Training

SHSU P-Card Guide

Assigned by Delegates

Follow all P-Card policies, procedures, rules, and guidelines outlined in the Procurement Card Policy and Procedures.

Ensure aware of appropriate uses of the card

Responsible returning the card and associated documentation to the delegate immediately after making a purchase

Must attend P-Card Training

SHSU P-Card Guide

P-Card Users

P-Card Issuance Only issued to an assigned Delegate for the dept. who has

attended P-Card Training.

Students are not allowed to pick up the P-Card for the Delegate or be a delegate.

The Primary and/or Secondary Delegate will sign the Departmental P-Card Agreement which will be kept on file.

Signature on the Departmental P-Card Agreement shows that you understand the intent of the program and agree to follow the established policies and guidelines.

SHSU P-Card Guide

SHSU P-Card Guide

Card Controls Payment cycle limits: $12,000 - $50,000 Total dollar amount available toward purchases during a single

reporting cycle (month) Increase in Limit over $15,000 Requires Additional Approval(Associate or Assistant VP, Dean, Associate or Assistant Dean, Dept. Chair, Director, Associate or Assistant Director, or Business Coordinator and/or Manager & the Director - Procurement & Business Services)

Transaction spending limit: $2,000 - $5,000 Total dollar amount available toward a single purchase Transaction=purchase price, plus freight and installation

Daily spending limit: None currently

Restricted vendors – Merchant Category Codes (MCC codes)

Merchant Category Code (MCC) • The P-Card Program is restricted from use with

certain types of suppliers and merchants.

• Vendors are assigned a Merchant Category Code (MCC) based on the type of business they operate.

• Decline for MCC: Contact P-Card Administrator

• Restricted vendors include: International, professional services-barbershops, funeral parlors, airlines, etc.

SHSU P-Card Guide

SHSU P-Card Guide

Security of the Card Delegates and/or authorized users responsible for security of

card and card #

Treat with same level of care as you would your personal card

Please ensure the department Procurement card is kept in safe place.

Do not post in a work area

Do not carry

SHSU P-Card Guide

Making a Purchase A transaction includes the purchase price, plus freight and

installation - No Tax

Determine if the transaction is acceptable

Determine if the transaction is within dept.’s spending limit

Request tax exempt status from the vendor PRIOR to making a purchase.

Always consider Recycled Products

TIBH/Workquest• Items available through TIBH (Texas Industries for the Blind

and Handicap) must be considered when using state & local funds.

• Provides employment opportunities for people with mental and physical disabilities.

• Office supplies, furniture, janitorial supplies, hardware supplies, etc.

• A preference shall be given to products of organizations, or corporations whose primary purpose is training and employing persons with mental or physical disabilities.

• If the products or services meet state specifications as to quantity, quality, and price.

SHSU P-Card Guide

Historically Underutilized Business (HUB) At least 51% ownership of the business is by a woman, ethnic minority

or a disabled veteran and they actively participate in the business.

Texas Code 2161 Mandates all Texas universities and state agencies have a HUB

program. SHSU % of business with HUBs considered during biennial budget allocation

University HUB Coordinator Bob Chapa 936-294-4670 hub@shsu.edu Instructions on finding HUB Vendors and verifying if a specific vendor is

a HUB are available online on Procurement’s webpage.

Consider HUBsSHSU P-Card Guide

Franchise Tax Status Departments are required to check the vendors franchise tax

status for any purchases over $500.

A franchise tax is a state tax levied on certain businesses for the right to exist as a legal entity and to do business within a particular jurisdiction

Found on the Comptrollers website: https://mycpa.cpa.state.tx.us/coa/Index.html

Recommend keep a copy in department files for audit purposes.

SHSU P-Card Guide

Franchise Tax Statushttps://mycpa.cpa.state.tx.us/coa/Index.html

Enter vendor name in Entity Name field then click the blue Search button.

SHSU P-Card Guide

If vendor name found, click the blue Details button.

SHSU P-Card Guide

Franchise Tax Statushttps://mycpa.cpa.state.tx.us/coa/Index.html

SHSU P-Card Guide

Franchise Tax Status displays. If Active, Franchise Tax Ended, or Vendor Not Found, proceed with

purchase. If “Forfeited,” cannot use vendor and must find another one with item or

service you need.

Franchise Tax Statushttps://mycpa.cpa.state.tx.us/coa/Index.html

SHSU P-Card Guide

Acceptable Purchases• Tools / Hardware / Janitorial / Safety Supplies• Books / DVDs / Textbooks / Reference Materials• Purchase of food / beverages (Require approval - see Policy FO-19)

• Dept. CANNOT purchase Food/Beverage with State Funds• CMIT and LEMIT have Legislative permission for food purchase

• Medical / Lab Supplies• Flowers (Certain cases require approval – see Policy FO-19)• Gifts/Awards (see Policy FO-19 and Policy PUR-19 respectively)• Services (Maximum of $500)• Office Supplies / Building Supplies & Materials• Computer Supplies (see Information Technology Policy IT-S03)• Registration for conferences, seminars, webinars, etc.• Membership Dues (Require prior approval - see Policy FO-36)• Small Equipment (Not “capitalized” or “controlled”) – see Policy PUR-23• Promotional Items (Require approval - see Policy FO-19)• Rentals (Signed Agreements/Terms and Conditions require prior approval)• Advertisements (Personnel ads require prior approval) – see HR Staffing Policy

E-1

FO-19A FORMhttp://www.shsu.edu/~pur_www/pcard/index.html

Refer to Finance & Operations Policy FO-19: Purchase of Food, Beverage, Flowers, Promotional Items and Gifts

All food/beverage items purchased require this approval, regardless of where or how the purchase is made.

Flowers require approval in certain cases. For example, flowers purchased for funerals, hospital stays, etc. would require this form.

Promotional items such as pens, shirts, towels, mugs, or any other items given in promotion of the University and handed out at University sponsored events require this form as well. Promotional items have the University logo/trademark or a University dept./organization name on them. (SH, SHSU, Bearkat Paw, SHSU dept./organization name, etc.)

Items given out without the SHSU logo/trademark or a SHSU department/organization name on them are considered gifts. See Policy FO-19 for definition of a gift.

Awards, gifts, plaques, trophies, certificates, etc. require this approval. Refer to Policy PUR-19 Achievement of Awards.

FO-19A: Direct Purpose/Specific Limitation Fields

SHSU P-Card Guide

Direct Purpose 6.81 Expenditures of Components funds that are not otherwise restricted for food, refreshments, and achievement awards must have one or more of the following guidelines as a direct purpose: (6.811-6.817)

• 6.811 The recognition or promotion of academic achievement, athletic achievement, scholarship, and/or service to the Component or State.

• 6.812 The promotion of the communication of intellectual ideas among students, faculty and staff, administrators, and/or representatives of the public

• 6.813 The support of student events and activities which are sponsored by the Component.

Specific Limitations 6.82 Specific guidelines and limitations on the expenditures for food, refreshments, and achievement awards from certain types of auxiliary funds: (6.821-6.824)

• 6.821 Funds expended for continuing education conferences, seminars, and short courses must have been included in the continuing education registration fees assessed

• 6.822 Funds expended which were received from Component concessions, student services fees, student organizations, and other auxiliary funds must have been previously budgeted.

Technology Oversight Approval (TOA)All IT resource related purchases must be reviewed by the IT Services Dept. and receive approval, prior to purchase. This includes, but is not limited to:

• computing hardware/software • classroom technology• electronic subscriptions• video development• 2-way radios• Phones• TVs• security• equipment and services

SHSU P-Card Guide

Membership Approval FormMembership dues should be purchased using a Purchase Order through Bearkat Buy.

• If a vendor will not accept payment generated via a BearKatBuy requisition, the PCard may be utilized.

• Dept. must provide proof that vendor only accepts card.

• Form must be signed and approved by Dept. head PRIOR to using the P-Card.

• Form found on University Form site under Disbursements

SHSU P-Card Guide

SHSU P-Card Guide

Unacceptable Purchases• Alcoholic beverages• Ammunition• Fines and Penalties• Insurance Premiums• Items for personal use• Items purchased with state funds from another source other than

WorkQuest when the same item is available through Work Quest • Printing (Contact SHSU Printing Press and/or Library)• Animals that are required to be reported on the Annual Financial Report

(AFR)• Travel and related expenses (Registration is no longer considered a travel expense.) • Cash advances or cash refunds • Gift Cards (See Policy PUR-19)• Controlled, hazardous, or radioactive materials

SHSU P-Card Guide

Unacceptable Purchases• Fuel for automobiles (must use Voyager cards)

• Contact Facilities Management for assistance• Charitable Donations

-contact the Controllers Office for assistance• Professional and consultant services See Policy PUR-09 • Cellular phones • Phone cards • Prescription Drugs/Controlled Substances• Postage including freight charges via Federal Express or United Parcel Service• Accepting free gifts with a purchase is prohibited • STATE DEFINED CONTROLLED EQUIPMENT - See Policy PUR-23

Property Assets of the state that the State Comptroller’s Office determines must be secured and tracked due to the nature of the items.

• Value of $500.00 - $4,999.99• Property Office tracks and tags

State Defined Controlled Equipment• Stereo Systems• Cameras• TV’s, VCR/DVD Players• Two-Way Radios• Camcorders• Microscopes• Microcomputers, Servers and Laptops• Data Projectors• GPS• UPS Battery Backup• Scanners• Monitors

If the equipment has an orange and white Property tag on it, it is controlled. If you are still unsure, contact Property at 294-1908.

SHSU P-Card Guide

SHSU P-Card Guide

When Placing Orders Your SHSU Box number is your billing address.

Provide detailed shipping instructions, including the building and room number where the delivery is to be made. P-Card deliveries should not come through Central Receiving.

Request that the department’s name and delivery address appear on all packing lists and box labels.

Secure a receipt or invoice to fully document the purchase.

Required Documentation• Receipts are required for ALL purchases.

• The receipt must show pricing/amount paid for purchase.

• Types of documents that can be used as receipts include:– Itemized register receipt/invoice– Email payment confirmation with pricing from Vendor – Print screen of order summary

SHSU P-Card Guide

Other Required DocumentsSHSU P-Card Guide

Credit Receipts/Slips/Invoices (Always required) A refund or credit is a transaction so a receipt is required!!

P-Card Documentation/Resolution Form

Citi Card Disputed Item Form

Other information or correspondence related to the purchase.(For example: Approvals for Membership Dues, Personnel Ads, IT Purchases, FO-19A Form Approvals)

DELEGATE FORMhttp://www.shsu.edu/~pur_www/pcard/index.html

Per p-card policy, two Delegates are required at all times who have received p-card policy training.

Delegates are responsible for the security of the card.

Must be faculty/staff w/in dept. assigned the card

Students cannot serve as a delegate

P-CARD USE FORMhttp://www.shsu.edu/~pur_www/pcard/index.html

As a delegate when completing and signing this form you are assuring:

• The users listed have been properly instructed on the usage.

• Usage by another employee or student is recorded on the Transaction Log

• All receipts and back-up documentation are provided

• The utmost security processes are implemented

Each time the form is updated it must include the names of all current Users of the card.

TRANSACTION LOG FORMhttp://www.shsu.edu/~pur_www/pcard/index.html

Transaction log is the Required method for expenditure tracking

Transaction Log is a running record of:• who used the P-card• where it was used • what was purchased • what account was used

Should be filed with your records in the event the P-Card Administrator or state auditors should need to see it.

CREDIT LIMIT INCREASE FORM

http://www.shsu.edu/~pur_www/pcard/index.html

To be completed and sent to P-card Coordinator when requesting an increase in spending limits.

All areas must be completed and signed.

• Transactions limit increase cannot exceed $5000

• Monthly limit increase is up to $50,000 per Dept.

EXCEPTION FORMhttp://www.shsu.edu/~pur_www/pcard/index.html

The EXCEPTION APPROVAL FORM must be sent to the P-Card Coordinator for review and approval PRIOR to making purchasing an unacceptable item.

Examples of when to use: Alcohol, Contracts(signed), Controlled item, Escape room, Hazardous Materials, International Transaction

MISSING RECEIPT/PROBLEM

RESOLUTIONDOCUMENTATION FORM

http://www.shsu.edu/~pur_www/pcard/index.html

Any issues that are not addressed through Citibank's formal dispute process should be documented on this form. A copy should be kept for your file and the original included with your Expense Report.

Used to note contact with vendors made unresolved issues and results.

Used to address issues that cannot be addressed through Citibank's Dispute process.

Examples of when to use: missing receipt, Price discrepancy, personal item purchased, tax, tip overage, credit from previous report

REQUISITION FORMhttp://www.shsu.edu/~pur_www/pcard/index.html

The form is required when you are using someone else's account (FOP) which you do not have the authority to sign for to make payment for your purchase transaction.

Delegate making the transaction completes the top portion. Account holder completes the bottom portion of the form giving their approval.

SHSU P-Card Guide

• Should a problem arise make every attempt to first resolve the issue directly with the supplier

• When returning an item, obtain instructions for return from supplier to ensure refund is received.

• Credits applied to P-Card MUST have a receipt

• Returned, credited or disputed charges must be documented on a P-Card Documentation/Problem Resolution Form

Returns/Credits

Lost and Stolen Cards

• Prompt, immediate action will reduce the possibility of fraudulent activity.

• Account Manager may be required to reimburse SHSU for any charge resulting from failure to immediately report the loss or theft of a card.

• Dept. P-Card subject to suspension or termination for failure to report the card lost or stolen

SHSU P-Card Guide

SHSU P-Card Guide

• Citi Bank Customer Service: 1-800-248-4553• Notify IMMEDIATELY to advise of any fraudulent activity• Request new card• Available 24 hours a day, 7 days a week.

• University Police: 4-1794

• Program Coordinator: 4-1991

Lost and Stolen CardsFraudulent Purchases

Disputed Charges• First try to resolve with the vendor. Complete a

PROBLEM RESOLUTION FORM to document yourprogress.

• If you cannot resolve the dispute with the vendorpersonally, initiate a Formal Dispute using the CITIBANKCARDHOLDER DISPUTE FORM and forward to Citibank. (A formal dispute can only be initiated if the transaction is indispute because of the vendor’s error.)

• Inform and send a copy to the P-Card Administrator.

• Tax charged in error is not a disputable charge with Citi.• deal directly with the vendor to ensure credit is received.

SHSU P-Card Guide

CARDHOLDER DISPUTE FORM

http://www.shsu.edu/~pur_www/pcard/index.html

If a cardholder is unable to reconcile a problem by dealing directly with the vendor, this form must be completed and filed with Citibank within 60 days from the statement billing date of any disputed charge.

A copy of the DISPUTE FORM must be sent to the P-Card Coordinator.

Formal disputes processed through Citibank are allowable only when an error was made by the vendor.

An error made by the cardholder cannot be formally disputed.

Fraudulent Purchases

• The Program Administrator will report fraudulent activity to the Office of Audits and Analysis if such fraud is related to purchases made by an employee of SHSU.

• Dept. may have to pay the full amount of card charges and work through the legal system to receive reimbursement.

SHSU P-Card Guide

SHSU P-Card Guide

Card Termination & Cancellation

Immediate Card Cancellation:Results in cancellation of the department’s card with no option to

ever receive another card.• Items purchased for personal use when determined to be

intentional abuse or fraud.• Use of the P-Card to secure a cash advance.• 2nd lost or stolen card within 3 years after the 1st lost or stolen card.

•

Immediate Card Deactivation:Results in a waiting period of 3-6 months for re-activation.

• Expense Report not completed by the required date for 2 consecutivemonths or 2 months during a 6-month period.

• Splitting purchases to avoid purchasing procedures (2nd offense).• Failure to provide documentation within the requested timeframe

for an audit.

Points Schedule• An infraction or error on an expense report or towards a

P-Card expense will result in points against the dept.

• Every 6 months, accumulated points will be reviewed.

• Points will not carry over from one 6-month period to another.

• Points may be accumulated during any transaction review, research or audit by either the P-Card Administrator or the Office of Audits and Analysis.

SHSU P-Card Guide

SHSU P-Card Guide

Points SchedulePoints Cycle – 6 months

• The six month period begins at assessment of the first point

Points Accumulation6 points accumulated within a 6-month period

Will cause the department’s card to be deactivated for a minimum of three months. Before any card will be reactivated, each Delegate will be required to attend refresher training.

10 points accumulated within a 6-month periodWill cause the department’s card to be deactivated for a minimum of six months. Before any card will be reactivated, each Delegate will be required to attend refresher training.

**If points were assessed due to an authorized User’s error, the authorized User will also be required to attend training. If the authorized User refuses to attend training, the User’s P-Card purchasing privileges will be revoked until such training has been obtained.

Points ListingSee the Procurement Card Policy/Guide PUR-08 for a

listing of points assigned for each infraction.Examples of Possible infractions include:

1 – Failure to get the appropriate approval for Membership Dues prior to purchaseper policy FO-36.

1 – Purchase of services over the $500 maximum allowed.1 – Failure to get the appropriate approval for the purchase of Gifts per policy FO-19.1 – Tax charged/no credit received 1 – Problem Resolution/Documentation Form not submitted 2 – Purchase of “Controlled Equipment.” See policy PUR-23.2 – Failure to get the appropriate approval for the purchase of Awards per policy

PUR-19. 2 – Card use by another employee or student without a P-Card Use Form on file 3 – Violation of Information Technology policy IT-SO3, Technology Oversight.3 – Failure to obtain approval on the FO-19A FORM for the purchase of food and beverages, flowers

in certain cases, and promotional items. 3 – Failure to complete online reconciliation through Chrome River by due date

SHSU P-Card Guide

• Non-use

• Failure to promptly report a lost orstolen card

• Request by administration

SHSU P-Card Guide

Other Card Cancellations & Actions

Expense Reporting• Reconciliation of Expenses in Chrome River• Primary and/or Secondary Delegate responsible for reconciling &

submitting expenses through Chrome River• The Reporting Cycle ends the 3rd of each month at midnight. If the

3rd falls on a weekend or a holiday, the Reporting Cycle will end the preceding business day.

Monthly Expense Report & Approval• Report due in Chrome River by the 15th of each Month; if the 15th

falls on a weekend or holiday, Expense Reports should be delivered

SHSU P-Card Guide

Expense Reporting• Upon submission, P-Card expense reports are reviewed monthly.

• Each delegate should be able to perform reconciliation to ensure transaction are reconciled and submitted by due date in the event someone is out of the office.

• Expense reports have to be approved by the Department head. – In the event the Department Head is unavailable to approve

Expense Report, the Department Head should appoint a designee to approve on his behalf.

• Designee must be an Associate or Assistant Vice President, Dean, Associate or Assistant Dean, Department Chair, Director, Associate or Assistant Director, or Business Coordinator/Manager

SHSU P-Card Guide

My Sam Single Sign On Links found in Travel Channel and Procurement and Business Services

SHSU P-Card Guide

ChromeRiver

• The Program Coordinator will/may:• Contact or visit the Primary and/or Secondary Delegate

with or without notice requesting an audit review.

• Upon receipt of a request to audit, the Delegate must forward copies of all documents to the Program Administrator within 48 hours. The Delegate should keep copies of all documents at all times.

• Request documentation within 48 hours

• Office of Audits & Analysis•Can conduct audits at any time.

AuditsSHSU P-Card Guide

SHSU P-Card Guide

Card Payment• Accounts Payable Coordination

• Each month Accounts Payable will receive a summary billing listing all transactions for that period.

• The summary billing will be paid in full, except for charges officially disputed on a Citi Disputed Item Form and detailed in P-Card system.

• Payment will be made from the department accounts even if there is insufficient budget.

SHSU P-Card Guide

• Program Administrator/Coordinator: LaTonya Fletcher

294-1991 • Disbursements Coordinators:

Karen Hlozek294-1079

• Citi Bank Customer Service1-800-248-4553

Points of Contact

SHSU P-Card Guide

??? QUESTIONS ???