P-Card User Guide Standard Profile July 2012 1 RCNJ-BOA Purchasing Card User Guide – Standard Profile Ramapo College and Bank of America VISA Procurement.
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P-Card User Guide Standard Profile July 2012
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RCNJ-BOA Purchasing Card User Guide – Standard Profile
Ramapo College and Bank of America
VISA Procurement Card Program
User Guide – Standard Profile
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What is a P-Card Program?
• A credit card used to make small dollar purchases.
• Enables immediate purchase.
• Reduces paperwork.
• Improves operating efficiency.
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What is a P-Card Program?
• 60% of payments made by the College are < $1,000.
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What is a P-Card Program?
• Eliminates the need for: W-9, credit application, vendor creation, requisition, purchase order, change order, close order, invoice approval, invoice entry, printing checks, mailing checks.
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What is a P-Card Program?
• Enables users to view transactions on line and code to a FOAP.
• Saves time and processing expenses.
– $20 to $50 per transaction
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What is a P-Card Program?
Card Blocks
• Transaction Dollar Limit
• Monthly Dollar Limit
• Spending Category (MCC)
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Who can have a card?
• College Administrative Staff that have delegated purchase authority and have approval of the Unit Manager.
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How Do You Get a Card?
• Complete Request for P-Card Form.
• Obtain Unit Manager signature.
• Forward to Purchasing Dept.
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Card Profiles
Cards are Customized for Each Profile
• Standard
• Student - Units that have a high level of student engagement (Athletics, Residence Life, CSI, Enrollment Management, ETC.)
• International Education
• Executive
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Card Profile
Standard • Trans. Limit - $1,000 or
Based on Needs
• Monthly Credit Limit – $3,000 or Based on Needs
• MCC blocks in place - Custom
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What can be bought with the P-Card?
• Transaction value less than card limit.
• Must be for College use and must be delivered to the College.
• On-line or In-Store Purchases
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Travel Purchase – Part 1
Staff Only Travel (Overnight)
• Use for air and conference prepayments only.
• Do not take the card on the trip.
• All other travel expenses must be paid by the employee and submitted for reimbursement.
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Travel Purchase – Part 2
•Not Applicable
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Restricted Purchases – Part 1
• Personal use• Cash Advances• Fixed Assets (> $5,000)• Computer Hardware &
Software• Food• T&E • Gasoline• Alcohol and Liquor
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Restricted Purchases – Part 2
• Purchases from: Club or Drug Stores
• Grocery Stores • Doctor’s Offices• Flowers • Donations• Gift Cert. • Payments made by the
Foundation
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The Card Program
• This is a College credit card.
• No impact to personal credit.
• The College pays BOA.
• CAUTION: There is no budget check in the process.
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Workflow – Part 1
• Check your budget to assure funding is available.
• Use the Card and get receipts.
• Log on to Works and process the transaction on line.
– FOP defaulted to primary budget. AC defaulted to MCC.
– Change FOP and AC if necessary.
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Workflow – Part 2
•Processing in Works
– Log-In – Click Sign Off– Select Transaction– Verify, Change or Split FOAP– Click Receipt button Yes or No– Add Comments– Click Sign-Off button
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Workflow – Part 3
• Transactions in Works from the prior week are posted each Wednesday to the Banner budget by Business Services.
• At month end: Print Out Cardholder Statement(s), Obtain Unit Manager sign-off on statement(s), Send statement(s) and receipts to Purchasing.
• The College pays BOA for all charges.
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Workflow – Part 4
Critical Part of the Process
• Correct and timely sign off and coding of transactions in Works.
• FOP and AC
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Workflow – Part 5
• Unprocessed transactions in Works will be deducted from next month’s credit availability.
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Roles
• Unit Manager
• Cardholder
• Unit Administrator
• Program Administrator
• Business Services
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Responsibilities
Unit Manager
• Delegates purchase authority.
• Requests cards.• Signs-off on month end
statement.• Monitors budget.
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Responsibilities
Cardholder
• Uses the card and gets receipts.
• Keeps the card secure.
• Obtains credits from vendor.
• Processes transactions in Works.
• Gives receipts to Unit Administrator.
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Responsibilities
Unit Administrator• Coordinates activities of all cardholders
in Unit.
• Processes transactions in Works if not done by cardholder.
• Prints out monthly transaction statement for the Unit.
• Obtains Unit Manager signature.
• Sends statement and receipts to AP.
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Responsibilities
Program Administrator (Purchasing)
• Main contact between BOA & College.
• Works with Unit Manager to establish card limits and category (MCC) blocks.
• Handles all questions.
• Conducts audits. Holds receipts.
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Responsibilities
Business Services
• Each Wednesday uploads transactions from prior week into Banner.
• Coordinates payment to BOA.
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Sales Tax
• Up to the Cardholder to advise vendor the College is exempt from paying NJ sales tax.
• If charged for tax have vendor issue a credit.
• Updated tax exempt letter is on the Purchasing website.
• College’s Tax ID number is printed on card.
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Disputes
• All charges will be paid by the College.
• Resolve dispute with the merchant - ask for a credit.
• Unresponsive merchant – Complete Dispute on line in Works or complete Cardholder Statement of Disputed Item form. (See Policy & Procedures.)
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Related Documents
• P-Card Policy & Procedures
• Works Navigation Instructions
• College Purchasing Policy & Procedures
• College Travel Policy & Procedures
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