Welcome to The Purchasing Card Training Session€¦ · Welcome to The Purchasing Card Training Session ... for ALL policies and procedures of the SPCC program and Manual ... Lab

Welcome to

The Purchasing

Card Training

Session Training Session: March of 2012

Purpose

Review policy that describes the general Small

Purchase Charge Card (SPCC) Program guidelines

Reconciliation Process

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Introduction

Cardholders and their supervisors/approvers are responsible

for ALL policies and procedures of the SPCC program and

Manual (ASPM section 10).

Cardholders are responsible for retaining documentation of

purchases and reconciling them, with the aid of the

purchasing card monthly log (p-card log or form 105-024), to

monthly bill statement.

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Spending Limits

Each card has limits per transaction and per month.

Splitting orders to circumvent limits is Strictly Prohibited

and may be cause for card suspension OR cancellation.

Exemption To Limits

Transaction limits may be temporarily increased by the Program Administrator with in advance justification and supervisors approval.

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(This process is under review and may be modified in the near future)

Use of Card - SWaM Vendors

The College is committed to increasing expenditures with

Small, Women-Owned and Minority-Owned businesses

(SWaM).

Cardholders must consider ordering from a SWaM DMBE

certified vendor before utilizing State or Cooperative

contracts within your delegated SPCC limits where

contract usage is not mandatory.

DMBE: Dept. of Minority Business Enterprise

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Examples of Allowable Purchases

Office supplies (furniture is not included)

Books

Magazine & journal subscriptions

Newspaper ads

Conference registrations

Lab supplies

Professional organization dues, fees & licenses

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Restricted Purchases

Accommodations

Car Rental

Gas/Oil

Restaurant/Food

Travel related purchases

Personal (Incidentals) expenses

Entertainment expenses

Cash advance

With a valid written justification prior to the event, some restrictions

may be lifted temporarily by the Program Administrator.

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Returns & Disputes

If there is an error either with the packing slip or the goods

you receive, contact the vendor immediately to resolve.

The vendor must apply the credit back to your Pcard. Do

not accept “Store Credit” Contact your buyer liaison for

guidance in this situation if the vendor won’t issue credit to

your Pcard.

Be sure to document all communication with the vendor.

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Billing Statements Cardholders will receive a statement from BoA each month

unless there is no activity for that billing cycle.

The cardholder can obtain an electronic statement at the

end of each billing cycle by

◦ Logging onto: https://payment2.works.com/

◦ Receive online statements 2-4 days early

The statement is used for your reconciliation process and

must be retained in your possession.

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1. Go to Works (BoA) the day after the cycle close of each month to

access the statement. Otherwise, a paper statement will be sent via mail

from Bank of America (BoA).

2. Reconcile the statement to the p-card log (form 105-024) and

supporting documentation to verify that purchases and returns are

accurately listed on the statement.

3. Document items requiring resolution on subsequent monthly charge

card statements.

4. Forward the monthly statement to your supervisor/approver, along

with the p-card log (form 105-024) and the supporting document for

approval.

5. Email p-card monthly log to [email protected] upon completion.

Reconciliation Process

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Current (old) version of p-card Log (form 105-024)

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Reconciliation Process (cont’d)

Field for approver to print name

Expanded field for PCO number

Revised (new) version of p-card Log (form 105-024)

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Reconciliation Process (cont’d)

Reconciliation & Documentation If an item appears on your log, but not on your statement,

highlight the item and carry it forward to your next

month’s p-card log.

If an item appears on your statement, but not your p-card

log, determine if you were billed in error and contact the

supplier to resolve the issue.

If an item appears to be fraudulent on your statement, you

must contact the BoA and the PA immediately.

Cardholder must keep track of any outstanding items

awaiting resolution until completely resolved and

documented. BoA: Bank of America PA: Program Administrator

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Common Mistakes

The following are the most common mistakes made by

cardholders and/or approvers:

◦ The reconciliation is not completed by the due date.

◦ Monthly Logs are not dated and signed by the cardholder and approver.

◦ Virginia sales taxes are paid to vendors.

◦ The card number is shared/used by someone other than card holder.

◦ Receipts are missing.

◦ Multiple orders are placed in order to circumvent the $5,000 delegated authority

(split order).

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Card Security & Practices

NEVER make a photocopy of your card or fax or e-mail your full card

number.

NEVER purchase personal items.

NEVER purchase gift certificates.

Your card must be kept in a secure but accessible location.

(wallet/purse is not considered a “safe” location)

Access your statement often through BoA Works at

http://payment2.works.com to look for fraudulent charges

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Purchase Card Reconciliation Navigation: Purchasing =>Procurement Cards =>Reconcile =>Reconcile Statement

Many times, your statement will

automatically be retrieved when

you navigate to the Reconcile

Statement Link. If not, then enter

the following information and

press Search to retrieve your

current statement.

Role Name: Reconciler

EmplID: Your EmplID

Card Issuer: B of A Visa- State funds

Billing Date: included in email

notification or search for current

billing date

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Purchase Card Reconciliation (cont’d)

Purchase Details

If one or more of your charges are eVA orders (PO or PCO), click on the check

box next to the line number and then click the Purchase Details link to

OVERRIDE the default code set on the Purchase Card.

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Purchase Card Reconciliation (cont’d)

Purchase Details (cont’d)

To match a PO with a

statement line, complete the

fields listed in the purchase

details form.

Business Unit: NV280

PO ID: PO ID encumbered

for PCO transaction or use

magnifying glass to search for

all PO’s / PCO’s associated

with your p-card.

Leave all other fields

“blank”. Click OK.

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Purchase Card Reconciliation (cont’d)

Purchase Details (cont’d)

If you searched for your PO or

PCO, the Look Up PO ID

screen will appear with a list of

available PO’s and PCO’s.

You will only see and be able

to link PO’s or PCO’s that are

associated with your p-card.

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NV280

Purchase Card Reconciliation (cont’d)

Purchase Details (cont’d)

Once the appropriate

PO/PCO is selected, press

OK and you will be

returned to your purchase

card transactions page and

your charge line is now

linked with your PO/PCO.

NV280

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Purchase Card Reconciliation (cont’d)

Verifying Transactions

As a reconciler, you must change all of your transaction lines to verified to indicate that your

phase of the reconciliation process is complete.

Make sure to click on Select All and Save and wait until the save is complete

before exiting

Click on View All

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Purchase Card Reconciliation (cont’d)

AIS Worksheet

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Enter VX_PCARD_RECON_WORKSHEET in the begins with field and click search.

This reconciliation tool provides a detailed listing of all procurement card

transactions for a specific billing period and PCard.

Purchase Card Reconciliation (cont’d)

AIS Worksheet (Cont’d)

Select the Excel format to run the query.

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Purchase Card Reconciliation (cont’d)

AIS Worksheet (Cont’d)

Always use the magnifying glass to fill out the fields

Procurement Card Number is the number issued by the Program Administrator

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Purchase Card Reconciliation (cont’d)

AIS Worksheet (Cont’d)

This is an example of the AIS Worksheet. This will be used to review and

sign your transactions with your supervisor/approver.

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Purchase Card Reconciliation (cont’d)

Recon Report Navigation: VCCS=>VCCS P-Card=>P-Card Reports=> P-Card RECON Report

Type Recon_report in Run Control ID then click on Search

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Purchase Card Reconciliation (cont’d)

Recon Report (cont’d)

Business Unit: NV280

Billing Date: billing

statement date

Card Issuer: BAST

Procurement Card

Number: Security ID #

assigned to a specific p-card.

This will be provided to each

cardholder and approver.

Then click Run

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Purchase Card Reconciliation (cont’d)

Recon Report (cont’d)

Click OK

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Purchase Card Reconciliation (cont’d)

Recon Report (cont’d)

Click on Process Monitor link

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Purchase Card Reconciliation (cont’d)

Recon Report (cont’d)

Click on Refresh periodically until you see:

Run Status: Success

Distribution Status: Posted

Then click on the Details Link to access the report.

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Purchase Card Reconciliation (cont’d)

Recon Report (cont’d)

Click on the View Log/Trace Link to access the report.

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Purchase Card Reconciliation (cont’d)

Recon Report (cont’d)

Click on the VXCCRECN ##### PDF Link to view the report. 32

Purchase Card Reconciliation (cont’d)

This is an example of the recon report, include all receipts and supporting

documents for the transactions listed on the report and retain for your

records.

Recon Report (cont’d)

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Violations…What happens?

Violators will have card privileges suspended

and/or permanently revoked in accordance with

the Purchasing Manual (ASPM section 10).

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Program Administrator:

Ann Martin, CPPB, VCO

Phone: 703.323.3737

Alternative Program Administrator:

Samira Mkaimel, Admin & Office Specialist II

Phone: 703.323.3135

For Assistance

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Questions?

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