Procurement Card

Presented By: Denise Matias, CAH

February 1, 2012

Cardholder Profile/PCard Application

• After the Profile/Pcard Application has been signed by the employee and Chair/Director of the dept./program, it is required to be forwarded to CAH for Cathy Radzai’s signature. CAH will forward the application to F&A and provide a signed copy for the dept./program. This also applies to any dollar limit changes, etc.

• F&A has been notified of this procedure and will not process the form without CAH approval.

General Guidelines

• The card holders procurement card manual is located on the F&A website at: http://www.fa.ucf.edu/Procurement_Card/Publications/Publications.cfm

• Your area should have a written procedure for the processing of pcard transactions.

General Guidelines

• Pcard administrator’s office should be notified immediately when there is a change in the cardholder’s status, i.e. terminations, transfers, retirement, change in duties, etc.

• A list of cardholders and the card numbers for all cardholders in your dept./program are to be kept in a secure location.

• At the minimum a disputed transaction log must be kept.

General Guidelines

• When a Material & Supply fee funding number is used for a charge you must reference the course or courses the purchase is related to.

• The course info will go on the same line where you put the description of the item(s) purchased.

Cardholder Responsibilities

• Make sure sufficient funds are available

• Items to be purchased must not be on the prohibited transaction list. The list is found at: http://www.fa.ucf.edu/Procurement_Card/Publications/prohibuses.pdf

Cardholder Responsibilities• If you would like to request an exemption to

this list you should contact Denise Matias.

• Periodically review the Departmental Purchasing Procedures/Forms in the Cardholder Instructions Manual.

• Protect your PCard and do not give the number out for others to use.

Cardholder – Using Card• Check receipt and make sure no state tax has

been charged. Tax exempt form if needed is found at: http://www.fa.ucf.edu/Procurement_Card/Publications/DR14.pdf

• Obtain a detailed receipt indicating what was purchased and make sure the original receipt is stamped with the proper information:

Example

Cardholder – Using Card• Fill out the appropriate lines on the stamp that goes

along with the item purchased. If not sure what account number to use go to: http://www.fa.ucf.edu/

look under UCF Financials Chartfields Lists and select List of Accounts

• A purchase should never be split to avoid card limits or make a purchase appear not to be a tagable item.

• Never use the card for personal expense.

Cardholder – Post Purchase• The original receipt and backup are to be given to the

approver within 24 hours of purchase. This may help to prevent the receipt from getting lost.

• If a person is traveling for any length of time, approved receipts should be faxed to the approver so that the approvals will be done in a timely manner. If this is not possible, the receipts should be given to the approver within 3 days of the traveler’s return.

• When a rebate or refund is involved, the information needs to be given to the approver for tracking purposes.

Approver’s Guide• The approver should verify that documentation

turned in contains all of the appropriate and correct information.

• The approver should NOT approve purchases without the necessary documentation to support the approval.

• Any purchase receipts $5,000 or over, must be faxed to F&A (2-2245) or attach the receipt on Peoplesoft.

Example

Example

Approver’s Guide

• A short description needs to be provided about what the purchase represents in the Description field.

• For example for a travel charge put the last name of the traveler and description; Matias/Airline Ticket.

Approver’s Guide• Travel receipts from pcard charges should have

copies sent to the travel department for further processing.

• Asset purchases must be coded correctly and the information linked to Asset Management. (write in the comment box where the item is located)

• The approver manages the files and maintains the appropriate logs such as for disputed transactions, credit and/or rebates, etc.

Approver’s Guide

• The approver will follow the guidelines as set forth in the training guide located at: http://www.fa.ucf.edu/Procurement_Card/Publications/Publications.cfm

• If a charge is not approved within 10 days the pcard will be suspended. The individual card holder will receive the e-mail notification from F&A.

Card Receipt Retention• Once the monthly bank statement is received

from Bank of America, the PCard holder should place all of the original receipts for the transactions listed behind the Bank of America Statement in order, complete the PCard Statement Certification form found at: http://www.fa.ucf.edu/Forms/PCard/PCard_Statement_Certification.pdf and submit to F&A.

CAH Policy:

• Not only should the Pcard Statement Certification form, along with appropriate receipts be sent to F&A, they are also required to be e-mailed to Denise Matias, CAH Dean’s Office.

Card Receipt Retention• For almost all cases, the reconciler signature line

on the PCard Statement Certification form should be signed by the approver.

• On the bottom part of the bank statement that shows the two rows of numbers, please blackout or white out this information.

• Any receipts that are not 8 1/2 x 11 should be taped to an 8 1/2 x 11 blank sheet (or the back of scrap paper to save paper).

Card Receipt Retention• There are two options for submission to F&A:

1. Scan the entire packet (Certification form, monthly statement, and receipts) and submit to pcardstatements@ucf.edu (limit 2MB)

2. Entire packet can be sent via intercampus mail in an envelope marked “F&A PCard Statements” +0975. (Within 30 days of statement close date)

Common Errors • Make sure to use the pcard stamp on receipts.

• Credit card number not blacked out on receipts.

• Account codes used improperly.

• Account number used on stamp is correct but not entered correctly by approver and vice versa.

• Travel pcard receipts not being approved properly

• Not marking on the receipt when tax credit has been requested.

Website Reference

• Finance and Accounting http://www.fa.ucf.edu/

• Go to F&A website and select line for accounts payable for Procurement Card information

• Addy Notes for Procurement Card http://www.financials.ucf.edu/Addy_Notes/PCard.cfm

Any Questions???