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.

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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• 60% of payments made by the College are < $1,000.


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• 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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• 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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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.

P-Card User GuideStandard Profile July 2012

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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

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.

Documents

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pcard program

pcard form

card limit

card secure

college credit card

card profiles cards

transaction slide