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UCM Business Procurement Card (BPC) Training
Presented by Accounts Payable
Last Revision 7/28/17
Overview
The University of Central Missouri has partnered with Bank of America to provide a single solution Business Procurement Card (BPC).
The new card has Chip and PIN technology, world-wide card acceptance and enhanced fraud protection.
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Topics Covered
1. Guidelines2. Cardholder Requirements3. Cardholder Responsibilities4. Card Use
a. Procurementb. Travel
5. Reconciliation and Submission6. Infractions7. Renewal8. Frequently Asked Questions9. Contact Numbers
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Guidelines
• Expenditures will be charged directly to the University account and paid monthly. (Not a personal liability card)
• A card may be issued to those employees that incur $1,000 or more in travel expenses annuallyand/or procure goods for the department.
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Cardholder Requirements1. Complete the BPC Application – sign as cardholder
and obtain other required approval signatures.2. Send the approved application to the Travel & Card
Program Coordinator in ADM 316.3. The Coordinator will contact you when your card
arrives to schedule and complete the BPC Training Course.
4. Read, complete and sign the cardholder agreement.
5. Activate your card and choose PIN; the verification code is your 700#.
6. Complete the renewal assessment every three years.
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Cardholder Responsibilities1. The cardholder is responsible for completing
the training, complying with University policies and procedures, retaining itemized receipts and other documentation, and recording the business purpose.
2. A cardholder is able to charge up to their credit limit based upon the department Budget Manager’s approval.
3. Use of the card is subject to review, audit, suspension and/or cancellation.
4. The card may not be used by anyone other than the cardholder.
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Cardholder Responsibilities Continued
5. If there are any unauthorized charges, thecardholder is responsible for disputing thesecharges within 60 days with the merchant and Bankof America.
6. Sign the back of the card as soon as you receive itand keep in a secure place.
7. Never give your card number over the phoneunless you initiated the call.
8. Promptly notify Bank of America at 1-888-449-2273 and the Travel & Card Program Coordinator at ext. 4540 if your card is lost or stolen.
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Cardholder Responsibilities Continued
9. The card must only be used for legitimate businesspurpose. No personal purchases are to be madeon this card.
10. When employment is terminated for any reason,the Cardholder must return the card to the Travel &Card Program Coordinator.
11. The cardholder is responsible and accountable forall transactions.
12. The cardholder is responsible for making surepurchases are tax exempt. A tax exempt form canbe found on the Accounts Payable webpage.
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Business Procurement Card Uses
a. Procurementb. Travel
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PROCUREMENTPurchases for commodity and non-inventory capital items of $1,000 or less per transaction.
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Procurement Process
1. Purchases are limited to $1,000 or less pertransaction. Under no circumstances should apurchase be split to avoid spending limit.
2. UCMarket is the preferred method to procuregoods prior to utilizing the BPC.
3. See if the merchant provides any applicablediscounts.
4. Documentation must include merchant name,date of purchase, description of itemspurchased, quantity, total cost and businesspurpose.
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Prohibited Card Purchases• Personal Items• Construction/Renovation• Animal Purchases• Gifts Cards• Computer Hardware & Software• Services – medical, attorneys, performers• Furniture• Hazardous Chemicals
*Refer to the Business Procurement Card Manual fora list of items prohibited from purchasing.
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TravelTravel expenses are those expenses authorized and incurred while transacting official business away from the campus. These expenses may include such items as business meals, transportation, lodging, and registration fees for conferences and workshops.
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Travel Pre-Authorization
All overnight travel requires a UCM Travel Pre-Authorization form to be completed by the employee and should be authorized by the employee’s supervisor at least two weeks prior to the trip being taken.
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Lodging
1. The tax exempt certificate should be provided tohotel/motels in Missouri.
2. University Travel Guidelines recommends UCMemployees seek lodging rates that arereasonable using the GSA guidelines as adefinition of “reasonable” rates.
3. Itemized receipts must be submitted for lodgingto document overnight travel as a true businessexpense.
4. Hotel internet access fees are allowable onlywhen used for University business.
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MealsThere are four types of allowable meal categories:• Overnight Travel Meals• Same Day Travel Meals• International Meals• Business Hospitality MealsRefer to the University Travel Guidelines for meal allowances.Business Hospitality Meals must include the date of the meal, name & location of restaurant, amount of meal, business purpose of the meal and individuals attending the meal. Please include this information on the face of the receipt or a separate piece of paper.
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Transportation
1. The most economically available mode oftransportation should be used.
2. Enterprise Rental is the preferred car rentalagency and should be used when available.
3. For out of state travel, commercial airlines is thepreferred mode of travel if it is more economicalfor the University.
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Prohibited Travel Purchases
• Alcohol• Charitable or political contributions• Spousal or companion expenses• Laundry services• Mini-bar items, including bottled water• Movies, golf, other personal entertainment• Snacks, personal reading material• Groceries
Note: this list is not all-inclusive. Refer to the University Travel Guidelines.
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Out-of-State Travel Report *
Full-time UCM employees with a spouse that:• Travels out-of-state• Not employed by UCM• Incurs expenses which are paid/reimbursed by
the University
UCM employee must file with Missouri Ethics Commission at http://www.mec.mo.gov/
*1 time and quarterly
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Reconciliation & Submission of Business Procurement Card Envelope
• The BPC Envelope is due in Accounts Payableby the 10th of each month.
• The employee and Department BudgetManager must sign the Transaction Log priorto submitting to Accounts Payable certifyingthat the expenses are legitimate and incompliance with UCM policy.
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Forms to Submit in Envelope
1. Cardholder Monthly Statement2. Transaction Log3. Itemized Receipts4. Missing Receipt Declaration for any missing receipts5. Travel Pre-Authorization* of each overnight trip6. Conference Agenda7. Attendees and business purpose noted on the face
of the business hospitality meal receipt
*Please notate if Blanket Pre-Authorization is on file.
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UnacceptableA credit card receipt by
itself only shows the total. It lacks sufficient detail about the nature
of the purchase.
Sales Tax NoteCardholder should
inform the merchant that UCM is tax
exempt. Tax exempt number is imprinted on
the front of the card.
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31.97
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Infractions
• Non-compliance with UCM fiscal guidelines• Failure to submit Card Envelopes to Accounts
Payable by the 10th of the month twice in oneFiscal Year
• Improper purchase or travel documentation
All business procurement card activities are subject to audit for fraud or abuse at any time.
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Infractions Consequences
Occurrences within a rolling 12 month period: • Single abuse – Written Warning• Second occurrence – Suspended use of card for
a minimum 3 billing cycles (90 days)• Third occurrence – card canceled for up to 12
months• Department Budget Manager can request
permanent suspension if incident is severe
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Business Procurement Card Renewal
Business Procurement Cards are set for automatic renewal. You should receive renewal notification at least two weeks prior to the expiration date on your card. Renewal requires review of guidelines and assessment. Once the renewal assessment is passed, the cardholder will be able to exchange the expiring card for the newly issued card.
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Frequently Asked QuestionsBusiness Procurement Card
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FAQs
What does Chip & PIN technology require?• Your Chip card is issued with a 4-digit PIN which may be
necessary to complete a transaction with chip-enabledmerchants. A one-time registration is required (instructionswill be included with your PIN). Memorize your PIN andkeep it confidential. If an email or website asks for your PIN,decline and report the inquiry to Bank of America. Your cardalso has a magnetic stripe that will continue to work atmerchants not yet chip-enabled. There is no change toonline or phone transactions. Provide your number andcomplete the purchase as usual.
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FAQs Continued
What do I do if my BPC is declined?– Cards can be declined due to credit limits, merchant
category codes, fraud or many other reasons. If your card is declined, first make sure you are making a legitimate purchase. For example, you may only have purchasing rights but are trying to make hotel reservations. You will then need to call Accounts Payable at ext. 4540.
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FAQs Continued
How do I get my limit increased if needed?– Your Budget Manager can request a temporary increase
through the Travel and Card Coordinator; if it is a permanentchange, a new BPC application is needed
When should I contact Bank of America directly?– Fraud, after hours card issues, lost or stolen cards, account
lockout
What if I cannot find a receipt?– Contact merchant first and request a copy; if unavailable,
then complete the missing receipt declaration form to submitwith monthly statement
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FAQs Continued
How do I get my monthly statement?– www.baml.com/paymentcenter
Where do I get my PIN number?– You will choose a PIN number when you activate your
card.What if I forget my PIN number?
– Your PIN may be accessed via the secure Online PINCheck website at baml.com/PINCheck
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FAQs Continued
What if I enter my PIN incorrectly?• You have four consecutive attempts to enter
your PIN correctly. After the fourth failedattempt, your card will be blocked and you willneed to contact Bank of America forassistance.
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Contact InformationVickie HoweryADM 316 [email protected]/payable
Bank of America Global Card Services TeamCustomer Service and Lost/Stolen Card 1-888-449-2273Fraud 1-866-500-8262Collect outside of the U.S. 602-379-8753
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