Eric Verspoor Rivers and Lochs Institute, Inverness College University of the Highlands and Islands.
Training for Georgia Highlands College 6/23/20151Georgia Highlands College P-Card Training.
-
date post
21-Dec-2015 -
Category
Documents
-
view
216 -
download
1
Transcript of Training for Georgia Highlands College 6/23/20151Georgia Highlands College P-Card Training.
Training for Training for
Georgia Highlands Georgia Highlands CollegeCollege
04/18/2304/18/23 11Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
P-Card Training
The Georgia Highlands College State Purchasing Card, hereafter known as
P-Card, is a valuable tool for quickly
and efficiently purchasing and paying
for goods and services.
04/18/2304/18/23 22Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Training is mandatory for all P-Card Holders and Approvers All cardholders must:
read and understand the Policy and Procedure Manual.
have mandatory periodic refresher training
New cardholders must attend a training session prior to receiving their P-Card
New Cardholders must pass a criminal background and credit check before receiving a P-Card
04/18/2304/18/23 33Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
P-Card TrainingP-Card TrainingOVERVIEW
Section 1: General Information & Definitions Section 2: Using your P-Card Section 3: Cardholder Responsibilities Section 4: Documentation Section 5: Allowable Purchases Section 6: Purchase Restrictions Section 7: Returns/ Disputes Section 8: Policy Section 9: Forms
04/18/2304/18/23 44Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Section 1: General Information & Definitions
04/18/2304/18/23 55Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
REQUIRMENTSREQUIRMENTS
Complete Complete application for P-application for P-CardCard
Immediate Immediate Supervisor must Supervisor must approveapprove
VP for your Division VP for your Division must approvemust approve
Submit to Submit to Procurement OfficeProcurement Office
Complete Credit Complete Credit Check applicationCheck application
Submit to Human Submit to Human ResourcesResources
Human Resources Human Resources will approve /deny will approve /deny
HR will notify HR will notify Procurement Procurement OfficeOffice
Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
6604/18/2304/18/23
DEFINITIONS…
What is a What is a P-CardP-Card?? It is a VISA card issued by Bank of AmericaIt is a VISA card issued by Bank of America Two levels of authorization are now required before a Two levels of authorization are now required before a
P-Card is issuedP-Card is issued
Who is the Who is the CardholderCardholder?? The individual employee who has been issued a P-The individual employee who has been issued a P-
CardCard
Cards can only be used by the person to whom it was Cards can only be used by the person to whom it was issued. They cannot be given to anyone else for use. issued. They cannot be given to anyone else for use.
Any violation will result in immediate Any violation will result in immediate cancellationcancellation..
04/18/2304/18/23 77Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
DEFINITIONS…
Inventoried items Any item which is basically non-
consumable and non-expendable in nature, such as motor vehicles, mechanized and non-mechanized equipment, office equipment, etc. Any item with a life expectancy of three or more years and an acquisition cost of $2,999 or more.
04/18/2304/18/23 88Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
DEFINITIONS…
Who is the Department Head? For purposes of the P-Card, this refers to the:
VP, Director, Department Head, or Supervisor with budget authority for the unit
Who is the P-Card Administrator? The Procurement Office representative
responsible for the P-Card program. The P-Card Administrator reviews all P-Card reconciliations and communicates issues to cardholders.
04/18/2304/18/23 99Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Section 2: Using your P-Card
04/18/2304/18/23 1010Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Using your P-Card
Spending LimitsSales Tax
Internet Purchases
04/18/2304/18/23 1111Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Spending Limits…
Monthly Spending Limitations - Monthly $ limit set by Department
Head
- Any amount over your spending limit requires further justification
04/18/2304/18/23 1212Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Spending Limits…
Other Important Information
Agreements/Contracts that require signatures Must be approved and signed by the Procurement Officer or
other authorized official If you sign you are personally liability
Follow all the State and College Procurement rules and regulations See Procurement Manual
Some businesses are restricted Check first if unsure!
04/18/2304/18/23 1313Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Sales Tax
College Purchases are exempt from GA state and local taxes May pay sales tax outside of GA A copy of the Sales and Use Tax Certificate of
Exemption is available from the Procurement Office
Make Vendors aware of Tax Exemption before you purchase Cardholder must recover the sales tax
Recovering charged sales tax requires time and effort on your part
04/18/2304/18/23 1414Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Section 3: Cardholder Responsibilities
04/18/2304/18/23 1515Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Cardholder’s Responsibilities…
Obtain the Best Value
Protection of the card
Limitations
04/18/2304/18/23 1616Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Cardholder’s Responsibilities…
Obtain the Best ValueUtilize the lowest price based upon
QualityAvailabilityRequirements
04/18/2304/18/23 1717Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Cardholder’s Responsibilities…
Use Statewide and Agency contracts An updated list is available at
www.doas.state.ga.us
Use State Contract vendors
Seek small and minority businesses
For additional contract vendors please contact the Procurement Office for assistance
04/18/2304/18/23 1818Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Cardholder’s Responsibilities…
Verify:• Correct $ Amount• No sales tax has been included. • Proper receipt or sales draft issued• Provides a description of item(s) with itemized prices• Write in descriptions when unclear
04/18/2304/18/23 1919Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Cardholder’s Responsibilities…
Protection of Card Lost/Stolen
If the card is lost or stolen, call Bank of America immediately at:
1-888-449-2273 Notify the P-Card Administrator immediately
04/18/2304/18/23 2020Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Cardholder’s Responsibilities…
No Personal Gains!! No purchases from friends or relatives
where cardholder has a financial interest. No Gifts/Gratuities
04/18/2304/18/23 2121Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Section 4: Documentation
04/18/2304/18/23 2222Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Documentation/Approval…
DocumentationReceiptsReconciling statementsTransaction LogWorks payable/allocation report
Approver’s Responsibilities
Know what you are approving
04/18/2304/18/23 2323Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Documentation…
Retain receipts, packing slips or other documentation Record purchases in Transaction Log and submit with monthly reconciliation Some receipts should be accompanied by an explanation of the purpose of the purchase so that it is clear to anyone reviewing the documentation Print monthly payable/allocation report from Works to verify correct budget charges. Do this before submitting monthly statement.
04/18/2304/18/23 2424Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Documentation…
Make a photocopy of the catalog page or computer screen showing
the items purchased and their price.
04/18/2304/18/23 2525Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Documentation…
Telephone Orders: Request that a
receipt/invoice be emailed or faxed to you
immediatelyInternet Orders:
Request that a receipt/invoice be
emailed with shipping confirmation
04/18/2304/18/23 2626Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Documentation…
Lost Receipts Request a copy first from vendor If unable to recover:
Complete a “Lost Receipt Form” Penalties:
Two or more lost receipts in a billing cycle may result in temporary card deactivation
Repeated losses will result in account closure
04/18/2304/18/23 2727Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Documentation...... Purchases Requiring Prior Authorization
Food Purchases Attach names and event flyer (limited to Student Activity accounts)
Technology Purchases Attach Approved Technology Request Form (TRF)
Prizes Prohibited for faculty and staff May be approved for Student Activities on a limited basis Must include either the name of the recipient of the gift or a
description of the random process by which the gifts were distributed
04/18/2304/18/23 2828Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Documentation…Documentation…
Monthly ReconciliationsMonthly Reconciliations
Due the last day of each month by 5pmDue the last day of each month by 5pm Turn in reconciliation to Procurement OfficeTurn in reconciliation to Procurement Office Must be signed by: Must be signed by:
Cardholder and Department HeadCardholder and Department Head Approver cannot be junior to cardholderApprover cannot be junior to cardholder Make arrangements with Procurement if Make arrangements with Procurement if Department Department head is not availablehead is not available Being repeatedly late may result in card Being repeatedly late may result in card cancellationcancellation
04/18/2304/18/23 2929Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Approver’s Responsibilities…
Notify the P-Card Administrator if:
The cardholder is changing departments The cardholder is on an extended leave of absence (for example, due to medical leave) The cardholder resigns, retires, or is terminated
04/18/2304/18/23 3030Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Approver’s Responsibilities
Ultimately responsible for cardholder’s monthly reconciliation
being turned in on time
04/18/2304/18/23 3131Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Section 5: Allowable Purchases
04/18/2304/18/23 3232Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Allowable Purchases
Operating Supplies Registrations Subscriptions Non-Inventory Equipment
04/18/2304/18/23 3333Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Allowable Purchases
Journal / Magazine Subscriptions
Office Supplies Lab/Research
Supplies
Printing Office Furnishings Non-Inventory
Equipment
04/18/2304/18/23 3434Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
3535
Allowable Purchases…
Software Teaching Supplies and Materials
TRF approval is required for all computer related software and hardware regardless of price.
TRF approval is to be obtained PRIOR to the purchase. Includes printers, USB drives.
Approval not required for cables, blank CDs, toner/ink, surge protectors.
Membership Dues for the College non personal
Shipping, Freight Charges, Postage
Repairs / Maintenance Charges
04/18/2304/18/23
Allowable Purchases
RegistrationsWorkshops/Conventions Conditions:
No additional or separate charge for food No additional or separate charge for excursions
04/18/2304/18/23 3636Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Section 6: Purchase Restrictions
04/18/2304/18/23 3737Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Section 6: Purchase Restrictions
Purchases Not Allowed
04/18/2304/18/23 3838Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
3939
Purchases NOT Allowed… Computers Cash Advances Meals Lodging Professional Services
such as: Consultant Attorneys Engineers Temporary
Employment Agency Entertainers
Gift Cards or Certificates/Pre-Paid Debit or Pre-Paid Credit Cards
Alcoholic Beverages Other Travel Expenses Personal Use Items Special Items on
Registrations Sightseeing,
fieldtrips Group Meals
04/18/2304/18/23
Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
4040
Purchases NOT Allowed…
Items that must be inventoried Any item which is: non-consumable and non-expendable in nature, such as:
motor vehicles mechanized and non-mechanized equipment, Computers printers over $500.00 Any item with a life expectancy of three or
more years and an acquisition cost of $2,999 or more.
04/18/2304/18/23
Purchases NOT Allowed…
Splitting the order to remain within your spending limits
04/18/2304/18/23 4141Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Section 7: RETURNS & DISPUTES
04/18/2304/18/23 4242Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Returns/Disputes…
Returns Request the following from the vendor:
An address to ship to A return authorization number A credit be issued to P-Card Account No direct refund from suppliers for credit card transactions. All refunds must be credited to the P-Card Account.
04/18/2304/18/23 4343Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Returns/ Disputes…
Disputes Contact supplier and attempt to resolve the problem. You are allowed 60 days from transaction posting to dispute the charge. Document all communications on the monthly statement (or attached to it) including:
DatesPersons involvedBrief statement of the problem
04/18/2304/18/23 4444Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Section 8: Policy
04/18/2304/18/23 4545Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Violations of Policy…
Minor Violations
Instances that are “accidental” and without willful intent.
Examples of Minor Violations include: Purchasing inventoried equipment Incomplete reconciled statements Paid sales tax Missing reconciliation deadline Prior Approval for Technology
Purchases04/18/2304/18/23 4646Georgia Highlands College Georgia Highlands College
P-Card TrainingP-Card Training
Violations of Policy…Violations of Policy…
Consequences of Minor Violations:
A warning for the first violation A second violation may result in loss of
card privileges
04/18/2304/18/23 4747Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Violations of Policy…
Major ViolationsPurchases that are in violation P-Card or
Purchasing rules. Any purchase with a willful intent to disregard P-Card rules.
Examples of Major Violations are: Knowingly making personal purchases
Repeated unintentional personal purchasesRepeated occurrences of splitting orders
Pattern of missing receipts
04/18/2304/18/23 4848Georgia Highlands College Georgia Highlands College
P-Card TrainingP-Card Training
Results of Major Violations of Results of Major Violations of Policy…Policy…
Card will be cancelled State Purchasing will be notified BOR Legal Team will be notified May result in loss of job May result in prosecution
Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
494904/18/2304/18/23
Violations of Policy… of Policy…
If in doubt ….
04/18/2304/18/23 5050Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Section 9: Forms
04/18/2304/18/23 5151Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
FORMS
Purchasing Card Forms on the GHC Website:
Purchasing Card Request Form Background/Credit Check Authorization Form Information Technology TRF Request Form Transaction Log Lost Receipt Form Dispute Form
Available at: http://www.highlands.edu/facultystaff/intranet/b
usinessforms.htm Procurement Office
04/18/2304/18/23 5252Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
Summary
It is the cardholder’s responsibility to ensure that prohibited items are not procured with his/her P-Card
The employee will be accountable for reimbursement of unallowable expenses
VP, Director, Department Head, or Supervisor with budget authority for the unit is responsible for the action of P-Card holders
04/18/2304/18/23 5353Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training
P-Card Training
QUESTIONS?for refresher training, please email questions
04/18/2304/18/23 5454Georgia Highlands College Georgia Highlands College P-Card TrainingP-Card Training