Procurement Card Program Cardholder Training Updated 3/27/2014.

Procurement Card Program

Cardholder TrainingUpdated 3/27/2014

Activate Your CardUse the last 4 digits of your 700 number even though recording will ask for last 4 digits of your social security number

Billing Cycle• Typically runs from the 16th of the month

through the 15th of the following month• Cardholder limit is refreshed with every

new billing cycle

This is an individual card,not a department card.

Do not share card Information.

Report Lost or Stolen Card Immediately

• Call 800-344-5696• Contact CMU Purchasing Department

Your department is liable for any charges made before card is reported lost or stolen, not to exceed $50.00

Purchasing Goods & Servicesat Colorado Mesa University

Purchases of $3,000 or less• Use your Procard• Reallocate in Access® Online

Purchases greater than $3,000

• Contact purchasing for available options

The Procard is the preferred method of payment for small dollar purchases. It is cost-effective for the University and provides individuals the ability to purchase directly for their campus

departments.

• Maintaining the security and integrity of the ProCard– US Bank will never e-mail you requesting

personal or account information

• Knowing and following the Code of Ethics published by Colorado Mesa University

• Making purchase in compliance with the information set forth in the Procurement Card Program Handbook

Cardholder Responsibilities

• Making authorized purchases of allowable goods and services for your department

• Making sure all purchases are Tax Exempt

• Maintaining original source documentation for every transaction.

• Maintaining a Procard Order Log

Cardholder Responsibilities

• Resolving problems with a merchant

• Obtaining Approving Official signature for each billing cycle

• Reallocating transactions using Access®

Online within the time frame allotted

• Signing the Cardholder Agreement Form

Cardholder Responsibilities

Selecting a Merchant

• Is there a State Price Agreement?• Do they offer a discount for CMU?• Do they accept Visa?• Will they honor our Tax Exempt status?

Ask yourself these questions:

• Place your order via phone, fax, internet, mail or in-person– Use caution with internet orders as it

is sometimes difficult for purchases to be tax exempt

• Give your name as it appears on the card

Placing the Order

• Give accurate delivery information– Your name needs to be on address

label–Delivery address

1260 Kennedy Ave–Billing address

1100 North Ave

• We do not allow COD deliveries

Placing the Order

• Backorders cannot be charged to card until shipped–Cardholder must manage

backorders

• Request itemized documentation–Description of item–Cost of item

Placing the Order

Receive and Inspect Goods

• Inspect all goods IMMEDIATELY– If there is a problem contact merchant – Keep notes regarding resolution

Returns and/or Exchanges

• Make arrangements with merchant before shipping a return

• Merchant must credit return to Procard – Do not allow merchants to refund in check or cash

• In the case of an exchange merchant must refund original purchase and charge for new transaction

• Document details including name of person you spoke with and date

Disputes• Try resolution with merchant

directly first• Formal disputes– Contact US Bank at 800-344-5696–Use Access® Online–Must be filed within 60 days–US Bank will credit account and

investigate charge

Tracking Orders• Procard Order Log is required– Each order must be logged–Helps with follow-up on late deliveries,

order problems, partial shipments– Allows for a quick reallocation

reference

Sample Order Log

Documentation Requirements

Every transaction must have valid and complete source documentation from the

merchant

Documentation Requirements

• Valid source documentation may be– A itemized receipt from the vendor– A packing slip from the delivery– Order forms for dues, subscriptions,

registrations– An invoice showing credit card payment

Documentation Requirements

• Documentation must include– Vendor identification (name of vendor)– Date of purchase– Description and quantity of each item

purchased– Per item cost if available from the vendor– Total cost of the order– Cardholder name or account number

Documentation Requirements

• If original documentation is lost contact merchant directly to provide replacement

• If merchant did not provide documentation contact them directly to provide it

• Cardholder’s responsibility to maintain in an orderly format

• Maintain for Three Years

• When Leaving employment or termination records are to be delivered to the next level supervisor

Procard Record Management

Approving Official• Statement must be reviewed by

designated Approving Official

• Approving Official must sign Order Log

• Approving Official signature must be obtained by the 15th of the following month

• It is the cardholder’s responsibility to get Approving Official signature

Statement of Account

• Available to print in Access® Online

• Cardholder will receive e-mail notification from US Bank when available to print

• Cardholder must reconcile statement with order log and source documentation for each billing cycle

Transactions to Avoid

• Personal Purchases– Contact Accounts Payable Department

immediately– Will be asked to reimburse CMU

• Unauthorized Purchases– Must have written authorization for

purchases made for other departments

• Allowing someone else to use your card

Transactions to Avoid

• Flower and Gifts– Violates fiscal policy– Take up a collection and pay cash for this type

of purchase

• Cash or Cash-like Transactions– Cash refunds for Procard purchases– Cash refund for sales tax adjustments– Gift Cards

Transactions to Avoid

• Split Purchases– Transaction split into two charges to

circumvent card limits or purchase order requirements

• Furniture– Per State Statute must be purchased through

Colorado Correctional Industries– Purchasing can assist with purchase

Transactions to Avoid

• Computers and Software– Must be pre-authorized by IT Department

• Rental Contracts– Venues for sporting events, shelters at area

parks, studios for art exhibits, etc.– Contract must be signed by Andy Rodriguez

Merchants to Avoid

• Banks, ATM’s and Financial Institutions

• Dining Establishments– Taking staff, recruits, search candidates or

others out to dinner

• Travel and Transportation– Airlines, taxi, shuttle, auto rental, hotel, Travel

Agencies, etc.

Merchants to Avoid

• Vehicle and Automotive– Auto dealerships, auto parts store, fuel, etc.

• Entertainment Providers– Bars, cocktail lounges, nightclubs, movie

theaters, sporting events, etc.

• Must be brought to campus

• Requires an Official Function Form to be keep with Procard records

Food Vendor Purchases

• CMU uses a weighted point system

• Violations can be reported by anyone including Approving Officials, Program Administrators, auditors or the cardholders themselves

• Violation Notifications will become part of the cardholder’s employee record

Violations and Consequences

• Cardholders with 100 or more violation points will have their cards suspended for six months

• Cardholder will be required to complete Procard training prior to card reinstatement

• Violation points will be eliminated from the Cardholder’s record 2 years after violation point assessment

Violations and Consequences

• Card Abuse/Employee Fraud – 100 points

• Contract without authorized signature – 100 points

• Inappropriate purchase (as defined in the Procurement Card Program Handbook) -50 points

• Taxes charged – 15 points

Violations and ConsequencesPurchasing Violations

• Split purchases – 25 – 100 points

• Cash or cash like transactions – 100 points

• Unapproved Liquor purchase (see Official Function Policy 040104) – 50 points

• Travel/Travel related expenses – 25 points

• Sharing credit card number – 50 points

Violations and ConsequencesProcard Specific Violations

• Documentation failure (see Procurement Card Program Handbook) – 50 points

• Inadvertent personal purchase – 15 points

• Reallocation failure within prescribed timeframe – 15 points

• Failure to obtain Approving Official approval within prescribed timeframe – 25 points

Violations and ConsequencesProcard Specific Violations

Audit• Audits are selected at random• If selected for Audit you must

provide– ProCard Order Log– Statement of Account– All source documentation

Reallocating Transactions

• Transaction reallocation is how Procard transactions are “mapped” into Banner and your budget

• It is the cardholder’s responsibility to reallocate in a timely manner

• Transactions can be reallocated as soon as they are posted in Access® Online

Reallocating Transactions

• You have 5 days following the close of the billing cycle to make sure all transactions for that billing cycle are reallocated.

• Once the 5 days have passed the transactions become locked and you will not be able to reallocate

Access® Online

https://access.usbank.com

Thank You!Please sign the cardholder

agreement