WELCOME to Georgia State University's ONLINE PROCUREMENT CARD TRAINING To Begin the Presentation, Press the F5 Key On Your Keyboard THIS TRAINING IS MANDATORY,

WELCOME

to Georgia State University's ONLINE PROCUREMENT CARD

TRAININGTo Begin the Presentation, Press the F5 Key On Your Keyboard

THIS TRAINING IS MANDATORY, AND MUST BE COMPLETED BEFORE THE UNIVERSITY WILL AUTHORIZE YOU TO OBTAIN AND USE THE PROCUREMENT

CARD (P’CARD). Use the navigational arrows below to advance the slides.

ABOUT THIS ONLINE TRAININGINTRODUCTION

• This training will introduce you to the basics of Purchase Card (P’Card) use and to the responsibilities of P’Card account holders.

• This training is divided into ten (10) sections. Each section is followed by a non-graded quiz designed to reinforce important information and support learning.

• At the end of the training, you will be prompted to complete a certificate of completion. This certificate must be submitted to Georgia State’s Purchasing Department as a part of the application process.

If you have any questions about your P’Card and its use, please do not hesitate to contact the Purchasing Department at 404-413-3150

ABOUT THIS ONLINE TRAININGNAVIGATING THE TRAINING

Use the NAVIGATION ARROWS in the bottom right-hand corner of the screen to go through the training slides.

Press the Escape Key (ESC) to EXIT THE TRAINING at any time.

All FORMS related to P’Card use may be obtained from the Purchasing website at www.gsu.edu/purchasing.

FOR MORE INFORMATION ON GEORGIA STATE’S P’CARD PROGRAM, PLEASE CONSULT THE FULL P’CARD MANUAL ON THE PURCHASING WEBSITE.

http://www.gsu.edu/purchasing

TABLE OF CONTENTS

1. STATE OF GEORGIA HOUSE BILL (HB) 1113

2. GENERAL INFORMATION & DEFINITIONS

3. USING YOUR P’CARD

4. CARDHOLDER RESPONSIBILITIES

5. DOCUMENTATION

6. ALLOWABLE PURCHASES

7. PURCHASE RESTRICTIONS

8. RETURNS/DISPUTES

9. P’CARD POLICY

10. OBTAINING YOUR P’CARD

STATE OF GEORGIA HOUSE BILL (HB) 1113

SECTION ONE

HB 1113

HB 1113

Importan

t

State of Georgia House Bill (HB) 1113http://www.legis.state.ga.us/legis/2007_08/fulltext/hb1113.htm

This site should be shared with all cardholders, approvers, and administrators as well as those individuals who request reimbursement of expenses


http://www.legis.state.ga.us/legis/2007_08/fulltext/hb1113.htm

http://www.legis.state.ga.us/legis/2007_08/fulltext/hb1113.htm

HB 113 Continued

HB 1113:

Imposes civil and criminal penalties for violations

Specifies rules, regulations, and requirements of the State Purchasing Card Program


P-Card Changes

HB1113 cont.

Section 1 (b): “It shall be unlawful for any person to obtain for his or her own personal benefit, or for the benefit of any other person, any goods, services, or other things of value through any resource or method established pursuant to this article, including, but not limited to, purchase orders, government contracts, credit cards, or debit cards.”


P-Card Changes

HB1113 cont.

Both P-Card cardholders and Approving Officials may be criminally prosecuted for P-Card misuse – a supervisor that according to Section 2(d) “knowingly, intentionally, willfully, wantonly, or recklessly allows or who conspires with an employee who is issued a purchasing card to violate subsection [2](c) of this code section shall be subject to immediate termination of employment and criminal prosecution.


P-Card Changes

HB1113 cont.

Personal Use of the P-Card

Under HB1113, the use of the P-Card for personal expenditures is strictly prohibited. Cardholders who violate this rule must immediately report the personal use and reimburse the funds. Per USG requirements, the University is required to report misuse to the Board of Regents who will then forward the information to the Attorney General’s Office. This is required regardless of a cardholder’s intent to reimburse the University. An example would be when a cardholder includes a personal purchase with a departmental order to take advantage of free shipping or pricing discounts.


HB1113 cont. Personal Use of the P-Card All personal use (intentional and unintentional) of the P-Card

should be handled by the cardholder as follows:

Immediately report the purchase to the Approving Official and the P-Card Administrator.

Immediately submit a check payable to GSU to the Cashier’s Office for the amount of the purchase along with the Deposit Remittance form

Attach a memo on letterhead explaining the circumstances of what happened (including a timeline of the incident) and attach a copy of the receipt and/or other supporting documentation. Once a receipt is given to cardholder by the Cashier’s Office, submit all paperwork to P-Card Administrator.

Note: These purchases will be reported to University Auditing and Advisory Services for disposition.


P-Card Changes

P-Card Changes

HB1113 cont.

Background/Credit Checks

Pursuant to HB1113, in addition to the required criminal background check, credit checks will be required on employees hired for positions for which purchasing cards are issued. The credit check shall be completed prior to issuing the P-Card. Positions identified by the employing department as P-Card cardholders will be considered to be “positions of trust”. The University shall ensure that the results of a criminal background and/or credit check are provided the privacy protections required by law.

Background and credit checks are required for all new cards issued, effective July 1, 2008. Current cardholders, at time of card renewal, must undergo a background check if not already completed by Human Resources.


QUIZ• USE YOUR MOUSE TO CLICK ON THE ANSWER BUTTONS.

• AFTER ANSWERING THE QUESTIONS, CLICK THE NEXT OR FORWARD ARROW TO CONTINUE.


QUESTION ONE:

THE USE OF THE P-CARD FOR PERSONAL EXPENDITURES IS NOT PROHIBITED IF YOU HAVE YOUR MANAGER’S PERMISSION. TRUE OR FALSE?


True

False

A

B


QUESTION TWO:

WHAT IS THE FIRST STEP TO FOLLOW WHEN THE PCARD HAS BEEN UNINTENTIONALLY OR INTENTIONALLY USED FOR PERSONAL EXPENDITURES?

Have your supervisor sign off on the purchase, indicating that it is an approved purchase.

Immediately report the purchase to the Approving Official and the P-Card Administrator.

Reimburse GSU for the amount of the purchase and keep quiet about the incident.

Call Bank of America and report the incident

A

B

C

D

GENERAL INFORMATION & DEFINITIONS

SECTION TWO

GENERAL INFORMATION & DEFINITIONSCOMMON QUESTIONS

What is the P’Card? It is a VISA credit card that is issued by Bank of America.

Who is the P’Card holder? The individual employee who has been issued a P’Card.

How does the P’Card function? The P’Card works just like a regular Visa credit card. Qualified purchases are made without the need for requisitions for purchase orders.

Who is the Department Head? With respect to use of the P’Card, this is the VP, Dean, Director or Department Head with budgetary authority for the cardholder’s unit.

Who is the P’Card Administrator? The Purchasing Department representative responsible for the P’Card program.


COMMON QUESTIONS (CONT’d)What is the campus billing address of the cardholder?Please use the following as the MAIN address:

(YOUR DEPARTMENT) Post Office Box NumberAtlanta, Georgia 30302-XXXX

NOTE: Remember that your individual shipping address will be different from the billing address.

What is the billing telephone number? 404-413-3161

What is the billing date? The VISA vendor’s contract requires account billing upon shipment of an order.

What is the cycle cutoff date? The date your statement is issued. For Georgia State, this is the 27th of each month.




• PLEASE DO NOT ADVANCE WITHOUT ANSWERING ALL OF THE QUESTIONS IN THE QUIZ.


QUIZQUESTION ONE:

WHAT IS THE CYCLE CUTOFF DATE?

The first of the month.

25TH

27TH

The last day of the month.

A

B

C

D


QUIZQUESTION TWO:

IN WHICH AREA WILL YOU FIND YOUR P’CARD ADMINISTRATOR?

Accounts Receivable

Disbursements

Purchasing

Your P’Card administrator is your VP, Dean, or Department Head.

A

B

C

D

USING YOUR P’CARDSECTION THREE

USING YOUR P’CARD

In this section, we will take a look at:

SPENDING LIMITS

SALES TAX

INTERNET PURCHASES

USING YOUR P’CARDSPENDING LIMITS

What is the PER PURCHASE spending limit on my P’Card?

The university’s maximum limit on any single P’Card purchase is

$2,499.00

Exception:Certain cardholders may have a limit that allows single purchases up to

$4,999.00

THIS LIMIT MUST BE PRE-APPROVED BY YOUR COLLEGE ADMINISTRATIVE OFFICER (COA), OR BY THE VP FOR YOUR AREA, OR YOUR CHIEF BUDGET OFFICER.


The maximum spending limit on any single piece of equipment or furniture is

$2,999.99

• Single items of furniture or equipment costing $3,000.oo or more must be decaled and may not be purchased with your P’Card.


• The maximum monthly spending limit is based on available funding in the budget (of the department) to be charged.

USING YOUR P’CARDSALES TAX

Georgia State University is a “tax-exempt” institution. This means that university purchases are exempt from state and local taxes (i.e. Georgia sales tax).

However, you may pay sales tax on purchases made outside of the state of Georgia.

Most vendors/merchants will require proof of tax-exempt status. Download a copy of the university’s tax-exempt certificate on Purchasing’s website at http://www2.gsu.edu/~wwwpch/taxexempt.pdf to provide to vendors/merchants who request this information.

**Cardholders are responsible for ensuring that merchants do not charge a sales tax. If taxes are charged, the cardholder must contact the merchant to obtain a credit to the card. Documentation of attempts to obtain credit for any State Sales and Use Tax charged in error must be maintained with the documentation for the transaction where the tax was chargedREMINDER: Double-check all receipts/invoices at time of purchase to make sure that you have not been charged sales tax. If sales tax has been included, ask the vendor to remove the tax and give you an amended receipt/invoice.DISCOUNTS AND OTHER REDUCTIONS MAY NOT BE ACCEPTED IN LIEU OF SALES TAX REMOVAL.

http://www2.gsu.edu/~wwwpch/taxexempt.pdf

USING YOUR P’CARDINTERNET PURCHASES

Before making a purchase, remind the vendor/merchant that Georgia State University is tax-exempt.

Be sure to have the merchandise delivered to your campus address and not to the card’s billing address. The delivery address must be an official Georgia State University business address and should never be the home address of the Cardholder.

USING YOUR P’CARD



•PLEASE DO NOT ADVANCE WITHOUT ANSWERING ALL OF THE QUESTIONS IN THE QUIZ.

USING YOUR P’CARD

QUIZQUESTION ONE:

WHAT IS THE MONTHLY SPENDING LIMIT ON THE P ’CARD?

$1,000.00

$2,499.00

The limit is based on available funding.

There is no limit.

A

B

C

D

USING YOUR P’CARD

QUIZQUESTION TWO:

WHAT IS THE MAXIMUM DOLLAR LIMIT FOR THE PURCHASE OF A SINGLE PIECE OF FURNITURE OR EQUIPMENT?

$2,999.99

$3,999.00

$4,999.00

There is no limit.

A

B

C

D

CARD HOLDER RESPONSIBILITIESSECTION FOUR

CARD HOLDER RESPONSIBILITIES

CARD HOLDER RESPONSIBILITIES INCLUDE:

OBTAINING THE BEST VALUE

PROTECTING THE CARD FROM MISUSE

UNDERSTANDING THE LIMITATIONS PLACED ON THE CARD


OBTAINING THE BEST VALUEOBTAINING THE “BEST VALUE” WHEN USING THE P ’CARD

MEANS THAT YOU SHOULD:

Utilize the lowest price based upon the requirements, quality, and availability of the desired goods to maximize the value of each dollar spent.

Try to vary your spending among suppliers to include small businesses, minority, and women-owned businesses, etc.

Ensure that the price paid is fair and reasonable.

Verify that the dollar amount is correct and that no sales tax has been included.


PROTECTING THE P’CARD FROM MISUSETHE CARD HOLDER IS RESPONSIBLE FOR PROTECTING THE CARD FROM MISUSE AND FOR ENSURING THE SECURITY OF THE CARD’S ACCOUNT NUMBER.

IF THE CARD IS LOST OR STOLEN IMMEDIATELY CALL THE BANK OF AMERICA AT 1-888-449-2273 AND CONFIRM NOTIFICATION IN WRITING TO THE P’CARD ADMINISTRATOR.

REMINDER: THE P’CARD ADMINISTRATOR IS THE PURCHASING DEPARTMENT REPRESENTATIVE RESPONSIBLE FOR THE P’CARD PROGRAM.


LIMITATIONS

REMINDER: IT IS THE CARD HOLDER’S RESPONSIBILITY TO ENSURE THAT PROHIBITED ITEMS ARE NOT PROCURED WITH HIS/HER P’CARD.

The cardholder must NOT make P’Card purchases from friends or relatives in whom the cardholder has a financial interest.

The cardholder must NOT accept any gift and/or gratuity that appears to influence decision-making with regard to P’Card purchases.University personnel are not to accept either incentives or offers for rebates from a supplier without the prior approval of the Director of Business Services, 404.413.3150.

If a supplier proposes incentives or rebate agreements, please refer the supplier to Business Services, who will determine if:

• It is reasonable • More favorable prices are available from other suppliers • Either the rebate or incentive value can be applied toward the purchase price




•PLEASE DO NOT ADVANCE WITHOUT ANSWERING ALL OF THE QUESTIONS IN THE QUIZ.

CARDHOLDER RESPONSIBILITIES

QUIZQUESTION ONE:

WHAT IS THE FIRST THING THAT YOU SHOULD DO IF YOUR P’CARD IS LOST OR STOLEN?

Telephone the P’Card administrator

File a police report with campus police

Telephone Bank of America

Send a memo notifying your VP, Dean, Director, or Department Head.

A

B

C

D

DOCUMENTATION & APPROVALSECTION FOUR


DOCUMENTATION & APPROVALPROPER DOCUMENTATION includes:

Maintaining an accurate and correct P’Card activity log

Documenting & Keeping track of receipts

Reconciling your card statements


DOCUMENTATION & APPROVALHOW TO DOCUMENT YOUR PURCHASES

• Keep your receipt, packing slip, invoice or other form of documentation, (i.e. internet order confirmation printout page)

Note: The proof of purchase must contain the purchase price

• For orders for which a receipt is not readily available (i.e. Orders placed over the telephone) make a photocopy of the catalogue page clearly showing the item purchased and the item price.

•If receipts do not identify what the purchase is and the business reason , the cardholder should include additional details on the receipt, transaction log or other documentation. If adequate documentation is unavailable, a Missing Receipt Affidavit form must be completed, signed, and kept on file.

HELPFUL HINT: Ask internet vendors to include a copy of your receipt with your shipment.



• Receipts should be originals, not copies, and if a receipt is missing, a missing receipt form should be included with the documentation.

• Documents that are not receipts should not be included as a substitute for a receipt or for a missing receipt form.

• Itemized receipts should be included in the Pcard paperwork. Receipts should show all items purchased.

• Receipts for credits must also be included.

• The Missing Receipt Form can be found on the Business Services website at http://www2.gsu.edu/~wwwpch/pcardmissingreceipt.DOC . Please ensure that the Missing Receipt Form is completed in it’s entirety. The form must be signed with original signatures by the cardholder and the approver. Please keep in mind that the Missing Receipt Form can be used no more than 3 times in the fiscal year.

http://www2.gsu.edu/~wwwpch/pcardmissingreceipt.DOC


DOCUMENTATION & APPROVALHOW TO DOCUMENT YOUR PURCHASES:

Keep track of your receipts by using the P’card activity log. To ensure accurate tracking, keep a copy of the log on hand and as you make a purchase record the appropriate information at the time the purchase is made.Provide the following information for each transaction: Order date, Vendor Name, Quantity & Description of purchase, Transaction Amount (including freight), Speedtype purchase was charged to , Date purchase was Billed on Statement, Sponsored Projects & Title (if applicable), and Business Purpose for this purchase.

SAMPLE P’CARD ACTIVITY LOG

SAMPLE P’CARD ACTIVITY LOG

REMINDER: You may be charged sales tax on merchandise purchased in states other than Georgia.

Visit the Purchasing Department’s website at http://www2.gsu.edu/~wwwpch/PCardActivityLog.doc to download a copy of this form.

http://www2.gsu.edu/~wwwpch/PCardActivityLog.doc



Next, you must reconcile the P’Card activity log with your monthly credit card/bank statement. Note that the each Monthly Activity Log AND Bank Statement must be signed by the cardholder and approver. We recommend that cardholders reconcile their P’Card documents on a MONTHLY basisin their department.

Cardholders should sign and date the transaction activity log as well as the monthly bank statement with original signatures to indicate that a review of the reconciliation package was conducted.

Approving officials must sign the monthly reconciled transaction activity log and monthly bank statement with original signatures to indicate that the propriety review has been performed.

Reconciled P’Card activity logs must be signed off by (or approved) by the cardholder’s supervisor within 30 calendar days of receipt of your monthly credit card bank statement.

The cardholders’ reconciliation packages should consist of all original documentation, including receipts, credits, transaction logs, records of disputed transactions and other supporting documentation.

If funds are allocated to a different speedtype via the bank's software, the Works application, the cardholder will need to indicate the new speedtype on the log, under the Sponsored Projects & Title column .



Reconciled P’Card activity logs with receipts must be submitted quarterly to the P’Card administrator (see dates below).

Quarter Ending September 30December 31March 31June 30

Due DateOctober 31January 31April 30July 31



•If the activity logs and supporting documents are not submitted to the Purchasing Department on time, you will receive an email notifying you that Purchasing has not received your documents. A week after email notification, if Purchasing still has not received your P’Card documents, your account will be temporarily suspended.

•Your account can only be reinstated after the documents are submitted to Purchasing and written approval is received from your College Administrative Officer.

•If there is still no response received within 30 days from the date of the email notification your account will be permanently closed.

NOTE: P’Card accounts are automatically closed after a period of one year of inactivity.



All P’Card transactions are entered in Spectrum (The university's accounting software) under account code 714990.

Unlike requisitioned purchases, you will not need an account code prior to making P’Card purchases since every P’Card purchase is assigned the same account code, or 714990.


DOCUMENTATION & APPROVALAPPROVER’S RESPONSIBILITIES

Review and approve reconciled bank statements every month.

Ensure that reconciliation is done within thirty (30) days of receipt of the monthly bank statement by cardholder.

DOCUMENTATION & APPROVAL





QUIZQUESTION ONE:

WHICH OF THE FOLLOWING IS NOT AN ACCEPTABLE FORM OF P ’CARD DOCUMENTATION?

Cash register receipt

A photocopy of a catalogue page with a photo of the item and pricing information

A printout of your confirmation page for internet purchases

A memo written by the cardholder containing all required information about the purchase.

A

D

B

C


QUIZQUESTION TWO:

HOW OFTEN MUST P’CARD ACTIVITY LOGS BE SUBMITTED TO PURCHASING?

Weekly

Quarterly

Monthly

For the end-of-the-year Closeout only

A

B

C

D


QUIZQUESTION THREE:

THE APPROVER’S RESPONSIBILITIES ARE…

To pre-approve all transactions over $999.00

To review and approve reconciled statements

To ensure timely submission of P’Card activity logs

“A ” and “B”

“B” and “C ”

All of the above

A

B

C

D

E

F

ALLOWABLE PURCHASESSECTION SIX

ALLOWABLE PURCHASESOPERATING SUPPLIES AND REGISTRATIONS

OPERATING SUPPLIES ARE PERMITTED AND ARE DEFINED AS THE FOLLOWING:

Journal/Magazine Subscriptions

Office Supplies

Lab/Research supplies

Printing

Office Furnishings

Non-Inventory equipment (i.e. single items of equipment

or furniture costing $2,999 or less)

ALLOWABLE PURCHASESOPERATING SUPPLIES AND REGISTRATIONS

REGISTRATIONS ARE:

CONVENTIONS

WORKSHOPS

PROVIDED THAT THE EMPLOYEE IS AUTHORIZED TO ATTEND AND THE COST IS WITHIN ALLOWABLE LIMITS.

IMPORTANT: SEE SECTION SIX , “PURCHASE RESTRICTIONS” FOR A LIST OF PROHIBITED EXPENSES FOR COMPLETE DETAILS (NEXT).

CONFERENCES

SEMINARS

ALLOWABLE PURCHASESSPECIAL APPROVAL REQUEST FORM

As outlined on the form itself, the SPD-PC003 - Purchasing Card Special Approval Request is required when exceptions to the State policy are required. Reasons for this include:

1.Creation of a new MCC (Merchant Category Code) group2.Activation of a blocked MCC3.Creation and activation of an MCC group4.Approval to exceed a cycle limit of $25,0005.Other exceptions to State policy, including:

Purchase of food (other than policy approved)Purchase of other goods or services prohibited by policyOther policy exceptions

The Special Approval Request form can be found on the Purchasing Website at: http://www2.gsu.edu/~wwwpch/Pcard_ApprovalWaiver.doc

http://www2.gsu.edu/~wwwpch/Pcard_ApprovalWaiver.doc

ALLOWABLE PURCHASESSPECIAL APPROVAL REQUEST FORM

When requesting a monthly spending limit greater than $25,000, it is necessary to fill out the Special Approval Request form. The form only need be completed once for this request.

When a cardholder needs to make purchases that are not standard office supplies , Special Approval Request form should be completed. For a request of this nature the form will need to be completed once every fiscal year.

The cardholder would need to complete the Special Approval request form found at: http://www2.gsu.edu/~wwwpch/Pcard_ApprovalWaiver.doc and forward the completed form to the P’Card Administrator.

The P’Card Administrator will forward the form to the State Representatives for approval. Once the form is approved, the P’Card Administrator will send the approved document to the cardholder.

The cardholder should retain a copy of the approved form for their records. For individuals requesting approval to make purchases that are exceptions to statewide policy (Section III of Special Approval form), please include a copy of the approved form with your quarterly P’Card paperwork.

http://www2.gsu.edu/~wwwpch/Pcard_ApprovalWaiver.doc

ALLOWABLE PURCHASES




ALLOWABLE PURCHASES

QUIZQUESTION ONE:

LAB SUPPLIES (E.G. LAB RATS) ARE ALLOWABLE P’CARD PURCHASES. TRUE OR FALSE?

True

False

A

B

ALLOWABLE PURCHASES

QUIZQUESTION TWO:

ENTERTAINMENT EXPENSES SUCH AS MOVIES ARE ALLOWABLE, PROVIDED THAT ONE IS ON A BUSINESS TRIP. TRUE OR FALSE?

True

False

A

B

PURCHASE RESTRICTIONSSECTION SEVEN

PURCHASE RESTRICTIONSPROHIBITED PURCHASES

THE FOLLOWING PURCHASES ARE NOT PERMITTED:

Cash advances

Professional services (i.e., Consultants, Engineers, Attorneys, Architects, Physicians, and Temporary employment agencies)

Automatic renewals, including annual renewals of journals, and professional association dues (Both Personal and Departmental memberships)

Gift Certificates/Gift Cards

Items that must be inventoried (i.e., Single items of equipment or furniture costing $3,000 or more)

Inventory or Warehouse Items (this includes stockroom items for supplies, chemicals and any repetitively used items)

PURCHASE RESTRICTIONSPROHIBITED PURCHASES


Meals & Lodging (Report these expenses on the travel expense statement form – A Spectrum Form)The card should not be used to pay for hotel charges for any GSU personnel or for anyone outside of GSU such as a guest speaker. The card should not be used to hold hotel reservations with the intent to use a personal card at a later date.

Sightseeing, Field Trips, BanquetsNOTE: These are sometimes listed as options on registration forms, and whereas registrations for conferences, workshops, etc are permitted, these “extras” are NOT

Travel, Entertainment, Gasoline

Alcoholic Beverages and Tobacco

Parking CostsFoundation funds – Purchasing items with the P-Card that are intended tobe reimbursed by a GSU affiliated foundation. P-Cards may not be usedto purchase items which should be paid directly from affiliated foundations.

PURCHASE RESTRICTIONS“UN-ALLOWABLE” PURCHASES


University personnel are not to accept either incentives or offers for rebates from a supplier without the prior approval of the Director of Business Services, 404.413.3150.

Note: If a supplier proposes incentives or rebate agreements, please refer the supplier to Business Services, who will determine if:

• It is reasonable • More favorable prices are available from other suppliers • Either the rebate or incentive value can be applied toward the purchase price

Personal use items (i.e., Flowers, Coffee, or Coffee equipment, etc)

Under no circumstances is a cardholder permitted to use the P-Card for personal purchases. Using the P-Card for personal purchases may result in disciplinary action, up to and including termination from employment and criminal prosecution. The Official Code of Georgia Annotated (O.C.G.A.), 50-5-80 states that any cardholder who knowingly uses the card for personal purchases under $500 is guilty of a misdemeanor. A cardholder who knowingly uses the card for personal purchases of $500 or more is guilty of a felony punishable by one to 20 years in prison. Supervisors or other approving officials who knowingly, or through willful neglect, approve personal or fraudulent purchases are subject to the same disciplinary actions as cardholders.

PURCHASE RESTRICTIONS“UN-ALLOWABLE” PURCHASES

Splitting Purchases (Or “Splitting Orders” )to remain within your spending limits.

NOTE: Once you have reached your single transaction spending limit set on your card, you should not make additional purchases from the same vendor again for three (3) consecutive business days.

PURCHASE RESTRICTIONS





QUIZQUESTION ONE:

WHICH OF THE FOLLOWING IS NOT AN ALLOWABLE PURCHASE?

Lodging for an approved workshop

A Laboratory Rat (For experiments)

Reference Books or Textbooks

Subscription to a Technical or Professional Journal

A

B

C

D

No, this isn’t necessary because Spectrum automatically assigns a code number to all P’Card purchases (#714990)

I ’ll determine the appropriate code after the P’Card purchase, using my monthly bank/billing statement.


QUIZQUESTION TWO:

Choose the best response to the following statement: YOU MUST DETERMINE WHICH ACCOUNT CODE IS APPROPRIATE BEFORE EACH P ’CARD PURCHASE.

No, this isn’t necessary because it’s okay to use the P’Card for any item purchased.

Yes, I’ll need account codes every item purchased with the P’Card.

A

B

C

D


QUIZQUESTION FOUR:

THE SERVICES OF A CONSULTANT MUST BE REQUISITIONED IN SPECTRUM AND MAY NOT BE CHARGED TO THE P’CARD.

TRUE OR FALSE?

True

False

A

B

RETURNS/DISPUTESSECTION EIGHT

RETURNS/DISPUTES

FOR RETURNS:

Request the following from the vendor: Return Shipping Address Return Authorization Number A credit issued to your P’Card account A credit receipt

Document that the goods have been returned for credit.HELPFUL HINT: Acceptable documentation includes email correspondence, faxes, etc.

Inform the appropriate persons within your unit.

Record the return in your P’Card activity log

Check your statement to ensure that credit has been issued for the returned item(s). If not, then process the charge as a disputed item.

RETURNS/DISPUTES

FOR DISPUTES:

Contact the vendor/merchant and attempt to resolve the problem. You are allowed sixty (60) days from the transaction posting to dispute the charge.

Brief Statement and/or Description of the problem Dates Names of Involved Persons

Document all communications and attach these records to your monthly statement. Documentation should include:

If you are unable to resolve the dispute with the vendor/merchant, file a dispute form with Bank of America. You must file dispute within sixty (60) days of the transaction posting date.

Fax the dispute form to Bank of America at 1-704-719-5219 Keep a copy of the form for your records. The link for the dispute form is:

http://www2.gsu.edu/~wwwpch/disputeform.pdf

http://www2.gsu.edu/~wwwpch/disputeform.pdf

RETURNS/DISPUTES

FOR DISPUTES (Cont’d):

Record the transaction as ‘Under Dispute’ by writing the letter “D” to the left of the item(s) on your monthly statement.

Review your next monthly statement carefully to ensure that the dispute has been cleared up.

• If so, indicate that the dispute has cleared by writing the letters “DC” to the left of the item(s) on your statement.

• If the dispute has not cleared within two billings, contact your P’Card Administrator (in the Purchasing Department).

RETURNS/DISPUTES




RETURNS/DISPUTES

QUIZQUESTION ONE:

WHEN MAKING A RETURN, ONE SHOULD…?

Contact your P’Card administrator and he/she will handle your return

Ask the merchant for a return shipping address, an authorization number, and for credit to be issued to your P’Card.

Ask the merchant for the name of their supplier, and return the item(s) directly to the manufacturer.

None of the above

A

B

C

D

RETURNS/DISPUTES

QUIZQUESTION TWO:

HOW LONG DO YOU HAVE FROM THE DATE OF THE TRANSACTION POSTING TO DISPUTE A CHARGE?

25 Days

Until the 27th of the month

Until close of business on the last day of the next billing cycle

60 Days

A

B

C

D

P ’CARD POLICYSECTION NINE

P ’CARD POLICY

THIS SECTION INCLUDES INFORMATION ON:

CARD RENEWALS & REPLACEMENTS

TERMINATING YOUR P’CARD ACCOUNT

VIOLATIONS

P ’CARD POLICY

RENEWAL CARDS:

Bank of America will mail your new card directly to you. Only first-time cardholders need to pick up cards directly from the Purchasing Department.

Each cardholder and approver will need to complete a refresher training every two (2) years.

Contact Bank of America at:

1-888-449-2273 (24-hour customer service line) 1-800-300-3084 (Business Office)

Note: If you have not received your new card at least two (2) weeks prior to the renewal of your current card, please contact the P’Card Administrator (in the Purchasing Department)

REPLACEMENT OF DAMAGED CARDS:

THE BANK WILL MAIL YOU YOUR REPLACEMENT CARD.

The first time that your card is renewed the P’Card Administrator will need updated background and financial information from you. After your card is reissued the first time, you will not need to have these checks run again.

P ’CARD POLICY

TERMINATION OF YOUR ACCOUNT

Your P’Card must be destroyed and the account cancelled upon:

The P’Card administrator or a designee will coordinate cancellation of the card(s)/your account with the bank.

NOTE: Every cardholder must sign the Georgia State University Purchasing card agreement, in which the cardholder agrees to return the card to the university’s Purchasing Department upon leaving the university.

Retirement

Termination of Employment

Cardholders who resigned or was terminated from Georgia State must submit activity logs and the supporting documents for the current quarter when the P’Card is returned to the Purchasing Department. Failure to submit these documents will delay the application of the new cardholder for that department. If the Cardholder is terminated or unable to return the P’Card in person, a designee of the Department Head shall assume the responsibility for submitting the final activity logs to the Purchasing Department.

Notify the P-Card Administrator if the Cardholder leaves the department or is no longer an employee of the University (either through termination or voluntary job abandonment). The Department Head will ensure that the final activity log for the Cardholder is submitted when the P-Card is returned to the Purchasing Department

1st offense – the cardholder must navigate through the online training again within 30 days after notification of the violation.

If after 30 days, the cardholder has not navigated through the online training, their P’Card will be suspended. The Cardholder cannot be reinstated until the P-card Administrators have received verification that online training has been completed and written approval from the College Administrative Officer has been received in Purchasing.2nd offense – The P’Card will be suspended for 30 days; After the 30 days, Purchasing must receive written approval from the administrative officer of the college to have card reinstated

3rd offense – The card will be cancelled and the cardholder will lose P’Card privileges for 6 months. After the 6 month period, the cardholder will have to go through the steps to apply for a new P’Card. This will include submitting a new application, navigating through the online training (both the approver and cardholder) and submitting to another background and financial check. In addition the cardholder will have to sign a form acknowledging that if P’Card policy is violated again, they will permanently lose P’Card privileges.

P ’CARD POLICY

Minor Violations include PURCHASES THAT ARE ALLOWABLE BY THE UNIVERSITY, BUT ARE NOT ALLOWABLE USING THE P’CARD. PURCHASES THAT DO NOT ADHERE TO P’CARD POLICIES.

Consequences of Minor Violations include

Major violations A willful intent to disregard rules The circumstances of the violation will determine the appropriate

action(s), which could include termination of employment

IMPORTANT: Ignorance of P’Card polices does not excuse cardholders from the consequences of improper use of the card. Employees will be personally responsible for the reimbursement to Georgia State University for any improper purchase.

P ’CARD POLICY




P ’CARD POLICY

QUIZQUESTION ONE:

You have been asked to purchase the following items for your department. All items have been authorized for purchase, and there is sufficient funding available in your department’s budget. Which, if any, items can be purchased using the P’Card?

1. A Printer that costs - $250.002. A Larger copier that costs - $3,200.003. A Desk chair that costs - $199.994. A Set of Reference Books that costs - $1,999.99.

All of the items above can be purchased using the P’Card

None of the items listed above can be purchased using the P’Card

Items 1, 2, and 3, only

Items 1,3, and 4, only

The large copier is the only item that can be purchased using the P’Card

A

B

C

D

E

P ’CARD POLICY

QUIZQUESTION TWO:

A first (and minor) violation of P’Card policy will result in cardholder having to navigate through the online P’Card training. A second minor violation will result in which of the following?

A second warning

P ’Card will be suspended for 30 days.

A second warning and loss of P’Card privileges for a period of up to but no longer than six months.

P ’Card holder will be terminated.

A

B

C

D

OBTAINING YOUR P’CARDSECTION TEN

OBTAINING YOUR P’CARD

HOW DO I BECOME A CARD HOLDER?

NOTE: If you have not received your P’Card within three (3) weeks after submitting your application, contact your P’Card administrator by calling the university’s Purchasing Department at 404-413-3150.

Contact the HR department and fill out a consent form to have a criminal background check run and a financial report. This takes about 4-5 days. HR will forward the results to Purchasing.

Fill out the P’Card application and submit this to Purchasing once all the signatures are secured. The P’Card application can be found at: http://www2.gsu.edu/~wwwpch/pcardapplication.doc

Navigate through the online training at http://www2.gsu.edu/~wwwpch/pcardtraining/PCardOnlineTraining.pps. At the end of this tutorial there is a page to fill in your name, etc, and when you click the Submit button, verification is sent to Purchasing that the training has been completed.

In addition to the cardholder navigating through the online training, the approver also needs to have completed this training. If the approver has already done this, it's only necessary to fill out the last page.

Review and agree to any departmental restrictions that may apply to your account.

Once your application has been processed and approved, you will be contacted by the P ’Card administrator to sign your cardholder agreement form and obtain your card.

OBTAINING YOUR P’CARD

ABOUT THE P’CARD AGREEMENT FORM…

BY SIGNING THIS FORM, YOU ACKNOWLEDGE THE FOLLOWING:

Receipt and understanding of the regulations for the use and protection of the P’Card.

Understanding of your responsibilities in the reconciliation process and billing disputes

Understanding and acceptance of consequences for P’Card violations

CONGRATULATIONS!

YOU HAVE SUCCESSFULLY COMPLETED THE ONLINE TRAINING REQUIRED TO BECOME A GEORGIA STATE

UNIVERSITYP ’CARD HOLDERPlease CLICK HERE to fill out the form to certify that you

have completed the P’Card online training.

For additional information regarding the P’Card program, please consult the P’Card manual available online on the Purchasing website at

http://www.gsu.edu/~wwwpch/fordepartments.htm#pcard .

Press ESC to exit

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SORRY, TRY AGAIN

PURCHASES MADE AFTER THE 27TH (OR EXPECTED TO BE BILLED TO YOUR CARD AFTER THIS DATE) SHOULD BE RECORDED ON THE FOLLOWING MONTH’S P’CARD ACTIVITY LOG. MORE INFORMATION ABOUT P ’CARD LOGS WILL BE PROVIDED IN SECTION FOUR.

CORRECT!

CORRECT!REMINDER: YOUR P’CARD ADMINISTRATOR IS THE PURCHASING DEPARTMENT REPRESENTATIVE RESPONSIBLE FOR THE P ’CARD PROGRAM. YOUR DEPARTMENT HEAD IS THE PERSON WITH WHOM BUDGETARY AUTHORITY FOR YOUR DEPARTMENT RESTS.

REMINDER: CALLING THE BANK OF AMERICA IS THE FASTEST, MOST EFFICIENT WAY TO STOP ANY OR ANY FURTHER MISUSE OF YOUR CARD IF LOST OR STOLEN. AFTER CALLING THE BANK OF AMERICA, NOTIFY YOUR P’CARD ADMINISTRATOR IN WRITING THAT YOUR CARD HAS BEEN LOST OR STOLEN, AND THAT YOU’VE CONTACTED THE BANK. THERE IS NO NEED TO CALL CAMPUS POLICE, AS THEY DO NOT HANDLE SUCH MATTERS.

CORRECT!

CORRECT!CASH REGISTER RECEIPTS, PHOTOCOPIED CATALOGUE PAGES SHOWING A PHOTO OF THE ITEM(S) AND PRICING INFORMATION, AND ORDER CONFIRMATION PRINTOUTS ARE ALL ACCEPTABLE FORMS OF DOCUMENTATION FOR YOUR P’CARD ACTIVITY LOG. A MEMO, HOWEVER, IS NOT, AS IT DOES NOT OFFER DIRECT PROOF OF A PARTICULAR PURCHASE.

P ’CARD ACTIVITY LOGS ARE DUE MONTHLY, BY THE 27TH, TO YOUR APPROVER. RECONCILED LOGS (OR P’CARD ACTIVITY LOGS RECONCILED WITH BANK STATEMENTS RECEIVED) ARE DUE TO THE P ’CARD ADMINISTRATOR (FROM YOUR APPROVER) QUARTERLY.

CORRECT!

CORRECT!THE APPROVER’S RESPONSIBILITIES INCLUDE BOTH “B ” AND “C ”, TO REVIEW AND APPROVE RECONCILED STATEMENTS, AND TO ENSURE TIMELY SUBMISSION OF P’CARD ACTIVITY LOGS.

CORRECT!ENTERTAINMENT EXPENSES ARE NOT AMONG PERMITTED P’CARD PURCHASES. THE NEXT SECTION, “PURCHASE RESTRICTIONS”, WILL TELL YOU MORE.

CORRECT!MEALS AND LODGING ARE CONSIDERED TRAVEL EXPENSES, AND SHOULD BE REPORTED ON THE SPECTRUM FORM, THE TRAVEL EXPENSE STATEMENT FORM.

CORRECT!The maximum spending limit on any single piece of equipment or furniture is

$2,999.99

CORRECT!THE MAXIMUM PER PURCHASE SPENDING LIMIT ON ANY SINGLE PIECE OF FURNITURE OR EQUIPMENT (LIKE THE LARGE COPIER) IS $2,999.99. ITEMS DESCRIBED ABOVE THAT COST $3,000.00 OR MORE MUST BE DECALED AND REQUISITIONED IN SPECTRUM.

CORRECT!A FIRST VIOLATION WILL RESULT IN A WARNING, AND A SECOND VIOLATION WILL RESULT IN A TEMPORARY SUSPENSION OF USE OF YOUR P’CARD FOR 30 DAYS. A MAJOR VIOLATION, CHARACTERIZED BY A WILLFUL INTENT TO DISREGARD P’CARD RULES AND POLICY, WILL BE ADDRESSED AS AN INDIVIDUAL CASE, AND MAY RESULT IN TERMINATION OF EMPLOYMENT.

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WELCOME to Georgia State University's ONLINE PROCUREMENT CARD TRAINING To Begin the Presentation, Press the F5 Key On Your Keyboard THIS TRAINING IS MANDATORY,

Documents

pcard cardholders

pcard changes slide

procurement card p

pcard administrator

pcard changes hb1113

pcard slide

important slide

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