Training for Georgia Highlands College 6/23/20151Georgia Highlands College P-Card Training.

Training for Training for

Georgia Highlands Georgia Highlands CollegeCollege

04/18/2304/18/23 11Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training

P-Card Training

The Georgia Highlands College State Purchasing Card, hereafter known as

P-Card, is a valuable tool for quickly

and efficiently purchasing and paying

for goods and services.


Training is mandatory for all P-Card Holders and Approvers All cardholders must:

read and understand the Policy and Procedure Manual.

have mandatory periodic refresher training

New cardholders must attend a training session prior to receiving their P-Card

New Cardholders must pass a criminal background and credit check before receiving a P-Card


P-Card TrainingP-Card TrainingOVERVIEW

Section 1: General Information & Definitions Section 2: Using your P-Card Section 3: Cardholder Responsibilities Section 4: Documentation Section 5: Allowable Purchases Section 6: Purchase Restrictions Section 7: Returns/ Disputes Section 8: Policy Section 9: Forms


Section 1: General Information & Definitions


REQUIRMENTSREQUIRMENTS

Complete Complete application for P-application for P-CardCard

Immediate Immediate Supervisor must Supervisor must approveapprove

VP for your Division VP for your Division must approvemust approve

Submit to Submit to Procurement OfficeProcurement Office

Complete Credit Complete Credit Check applicationCheck application

Submit to Human Submit to Human ResourcesResources

Human Resources Human Resources will approve /deny will approve /deny

HR will notify HR will notify Procurement Procurement OfficeOffice

Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training

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DEFINITIONS…

What is a What is a P-CardP-Card?? It is a VISA card issued by Bank of AmericaIt is a VISA card issued by Bank of America Two levels of authorization are now required before a Two levels of authorization are now required before a

P-Card is issuedP-Card is issued

Who is the Who is the CardholderCardholder?? The individual employee who has been issued a P-The individual employee who has been issued a P-

CardCard

Cards can only be used by the person to whom it was Cards can only be used by the person to whom it was issued. They cannot be given to anyone else for use. issued. They cannot be given to anyone else for use.

Any violation will result in immediate Any violation will result in immediate cancellationcancellation..


DEFINITIONS…

Inventoried items Any item which is basically non-

consumable and non-expendable in nature, such as motor vehicles, mechanized and non-mechanized equipment, office equipment, etc. Any item with a life expectancy of three or more years and an acquisition cost of $2,999 or more.


DEFINITIONS…

Who is the Department Head? For purposes of the P-Card, this refers to the:

VP, Director, Department Head, or Supervisor with budget authority for the unit

Who is the P-Card Administrator? The Procurement Office representative

responsible for the P-Card program. The P-Card Administrator reviews all P-Card reconciliations and communicates issues to cardholders.


Section 2: Using your P-Card


Using your P-Card

Spending LimitsSales Tax

Internet Purchases


Spending Limits…

Monthly Spending Limitations - Monthly $ limit set by Department

Head

- Any amount over your spending limit requires further justification


Spending Limits…

Other Important Information

Agreements/Contracts that require signatures Must be approved and signed by the Procurement Officer or

other authorized official If you sign you are personally liability

Follow all the State and College Procurement rules and regulations See Procurement Manual

Some businesses are restricted Check first if unsure!


Sales Tax

College Purchases are exempt from GA state and local taxes May pay sales tax outside of GA A copy of the Sales and Use Tax Certificate of

Exemption is available from the Procurement Office

Make Vendors aware of Tax Exemption before you purchase Cardholder must recover the sales tax

Recovering charged sales tax requires time and effort on your part


Section 3: Cardholder Responsibilities


Cardholder’s Responsibilities…

Obtain the Best Value

Protection of the card

Limitations



Obtain the Best ValueUtilize the lowest price based upon

QualityAvailabilityRequirements



Use Statewide and Agency contracts An updated list is available at

www.doas.state.ga.us

Use State Contract vendors

Seek small and minority businesses

For additional contract vendors please contact the Procurement Office for assistance



Verify:• Correct $ Amount• No sales tax has been included. • Proper receipt or sales draft issued• Provides a description of item(s) with itemized prices• Write in descriptions when unclear



Protection of Card Lost/Stolen

If the card is lost or stolen, call Bank of America immediately at:

1-888-449-2273 Notify the P-Card Administrator immediately



No Personal Gains!! No purchases from friends or relatives

where cardholder has a financial interest. No Gifts/Gratuities


Section 4: Documentation


Documentation/Approval…

DocumentationReceiptsReconciling statementsTransaction LogWorks payable/allocation report

Approver’s Responsibilities

Know what you are approving


Documentation…

Retain receipts, packing slips or other documentation Record purchases in Transaction Log and submit with monthly reconciliation Some receipts should be accompanied by an explanation of the purpose of the purchase so that it is clear to anyone reviewing the documentation Print monthly payable/allocation report from Works to verify correct budget charges. Do this before submitting monthly statement.


Documentation…

Make a photocopy of the catalog page or computer screen showing

the items purchased and their price.


Documentation…

Telephone Orders: Request that a

receipt/invoice be emailed or faxed to you

immediatelyInternet Orders:

Request that a receipt/invoice be

emailed with shipping confirmation


Documentation…

Lost Receipts Request a copy first from vendor If unable to recover:

Complete a “Lost Receipt Form” Penalties:

Two or more lost receipts in a billing cycle may result in temporary card deactivation

Repeated losses will result in account closure


Documentation...... Purchases Requiring Prior Authorization

Food Purchases Attach names and event flyer (limited to Student Activity accounts)

Technology Purchases Attach Approved Technology Request Form (TRF)

Prizes Prohibited for faculty and staff May be approved for Student Activities on a limited basis Must include either the name of the recipient of the gift or a

description of the random process by which the gifts were distributed


Documentation…Documentation…

Monthly ReconciliationsMonthly Reconciliations

Due the last day of each month by 5pmDue the last day of each month by 5pm Turn in reconciliation to Procurement OfficeTurn in reconciliation to Procurement Office Must be signed by: Must be signed by:

Cardholder and Department HeadCardholder and Department Head Approver cannot be junior to cardholderApprover cannot be junior to cardholder Make arrangements with Procurement if Make arrangements with Procurement if Department Department head is not availablehead is not available Being repeatedly late may result in card Being repeatedly late may result in card cancellationcancellation


Approver’s Responsibilities…

Notify the P-Card Administrator if:

The cardholder is changing departments The cardholder is on an extended leave of absence (for example, due to medical leave) The cardholder resigns, retires, or is terminated


Approver’s Responsibilities

Ultimately responsible for cardholder’s monthly reconciliation

being turned in on time


Section 5: Allowable Purchases


Allowable Purchases

Operating Supplies Registrations Subscriptions Non-Inventory Equipment


Allowable Purchases

Journal / Magazine Subscriptions

Office Supplies Lab/Research

Supplies

Printing Office Furnishings Non-Inventory

Equipment



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Allowable Purchases…

Software Teaching Supplies and Materials

TRF approval is required for all computer related software and hardware regardless of price.

TRF approval is to be obtained PRIOR to the purchase. Includes printers, USB drives.

Approval not required for cables, blank CDs, toner/ink, surge protectors.

Membership Dues for the College non personal

Shipping, Freight Charges, Postage

Repairs / Maintenance Charges

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Allowable Purchases

RegistrationsWorkshops/Conventions Conditions:

No additional or separate charge for food No additional or separate charge for excursions


Section 6: Purchase Restrictions


Section 6: Purchase Restrictions

Purchases Not Allowed



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Purchases NOT Allowed… Computers Cash Advances Meals Lodging Professional Services

such as: Consultant Attorneys Engineers Temporary

Employment Agency Entertainers

Gift Cards or Certificates/Pre-Paid Debit or Pre-Paid Credit Cards

Alcoholic Beverages Other Travel Expenses Personal Use Items Special Items on

Registrations Sightseeing,

fieldtrips Group Meals

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Purchases NOT Allowed…

Items that must be inventoried Any item which is: non-consumable and non-expendable in nature, such as:

motor vehicles mechanized and non-mechanized equipment, Computers printers over $500.00 Any item with a life expectancy of three or

more years and an acquisition cost of $2,999 or more.

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Purchases NOT Allowed…

Splitting the order to remain within your spending limits


Section 7: RETURNS & DISPUTES


Returns/Disputes…

Returns Request the following from the vendor:

An address to ship to A return authorization number A credit be issued to P-Card Account No direct refund from suppliers for credit card transactions. All refunds must be credited to the P-Card Account.


Returns/ Disputes…

Disputes Contact supplier and attempt to resolve the problem. You are allowed 60 days from transaction posting to dispute the charge. Document all communications on the monthly statement (or attached to it) including:

DatesPersons involvedBrief statement of the problem


Section 8: Policy


Violations of Policy…

Minor Violations

Instances that are “accidental” and without willful intent.

Examples of Minor Violations include: Purchasing inventoried equipment Incomplete reconciled statements Paid sales tax Missing reconciliation deadline Prior Approval for Technology

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P-Card TrainingP-Card Training

Violations of Policy…Violations of Policy…

Consequences of Minor Violations:

A warning for the first violation A second violation may result in loss of

card privileges


Violations of Policy…

Major ViolationsPurchases that are in violation P-Card or

Purchasing rules. Any purchase with a willful intent to disregard P-Card rules.

Examples of Major Violations are: Knowingly making personal purchases

Repeated unintentional personal purchasesRepeated occurrences of splitting orders

Pattern of missing receipts

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P-Card TrainingP-Card Training

Results of Major Violations of Results of Major Violations of Policy…Policy…

Card will be cancelled State Purchasing will be notified BOR Legal Team will be notified May result in loss of job May result in prosecution


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Violations of Policy… of Policy…

If in doubt ….


Section 9: Forms


FORMS

Purchasing Card Forms on the GHC Website:

Purchasing Card Request Form Background/Credit Check Authorization Form Information Technology TRF Request Form Transaction Log Lost Receipt Form Dispute Form

Available at: http://www.highlands.edu/facultystaff/intranet/b

usinessforms.htm Procurement Office


http://www.highlands.edu/facultystaff/intranet/businessforms.htm

http://www.highlands.edu/facultystaff/intranet/businessforms.htm

Summary

It is the cardholder’s responsibility to ensure that prohibited items are not procured with his/her P-Card

The employee will be accountable for reimbursement of unallowable expenses

VP, Director, Department Head, or Supervisor with budget authority for the unit is responsible for the action of P-Card holders


P-Card Training

QUESTIONS?for refresher training, please email questions

to [email protected].


mailto:[email protected]

Date post:	21-Dec-2015
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Training for Georgia Highlands College 6/23/20151Georgia Highlands College P-Card Training.

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