University of Rochester Purchasing Card Program

Summary

University of Rochester Purchasing Card Program

Summary

CONFIDENTIAL AND PROPRIETARY INFORMATION

The contents of this material are confidential and proprietary,

and may not be reproduced, disclosed, distributed or used without the express

permission of an authorized representative. Any other use is expressly prohibited

CONFIDENTIAL AND PROPRIETARY INFORMATION

The contents of this material are confidential and proprietary,

and may not be reproduced, disclosed, distributed or used without the express

permission of an authorized representative. Any other use is expressly prohibited

Pcard Program OverviewPcard Program Overview

Only existing cardholders and managers will be transitioned to US Bank program

Program expansion will not be initiated until after the initial cardholders and managers are transitioned and the program has been stabilized.

Pcard Holders and Managers are expected to complete all training (Pcard Program Overview and US Bank application).

JP Morgan cards are effective until you have been issued and have activated your US Bank Pcard.

It is anticipated that US Bank Pcards will not be issued prior to December 2nd

Only existing cardholders and managers will be transitioned to US Bank program

Program expansion will not be initiated until after the initial cardholders and managers are transitioned and the program has been stabilized.

Pcard Holders and Managers are expected to complete all training (Pcard Program Overview and US Bank application).

JP Morgan cards are effective until you have been issued and have activated your US Bank Pcard.

It is anticipated that US Bank Pcards will not be issued prior to December 2nd

2

Pcard ProgramPcard Program

HOW IT WORKS

Cardholder makes an authorized business-related purchase by charging it on their US Bank Visa Card.Cardholder must upload the receipt(s) along with any additional supporting documentation in the Access Online Internet application.Cardholder reviews P Card transactions daily/weekly in the Access Online Internet application.Cardholder reconciles receipts to the Transaction Detail Report and to the Commercial Card Statement, both from Access Online.The P Card Manager reviews and approves the Cardholders’ transactions in the Access Online internet application. P Card Manager reviews all charges within the current billing cycle for distribution to the appropriate general ledger account, valid business purpose and adequate supporting documentation. The P Card Manager signs and dates the Commercial Card Statement from US Bank on a monthly basis.Cardholders need to keep original receipts and supporting documentation, transaction detail reports, and bank statements, within the department for ledger reconciliation and audit requirementsThe bank pays the merchant when merchant submits the transaction.University of Rochester pays the bank each billing cycle. (25 th of each month)

HOW IT WORKS

Cardholder makes an authorized business-related purchase by charging it on their US Bank Visa Card.Cardholder must upload the receipt(s) along with any additional supporting documentation in the Access Online Internet application.Cardholder reviews P Card transactions daily/weekly in the Access Online Internet application.Cardholder reconciles receipts to the Transaction Detail Report and to the Commercial Card Statement, both from Access Online.The P Card Manager reviews and approves the Cardholders’ transactions in the Access Online internet application. P Card Manager reviews all charges within the current billing cycle for distribution to the appropriate general ledger account, valid business purpose and adequate supporting documentation. The P Card Manager signs and dates the Commercial Card Statement from US Bank on a monthly basis.Cardholders need to keep original receipts and supporting documentation, transaction detail reports, and bank statements, within the department for ledger reconciliation and audit requirementsThe bank pays the merchant when merchant submits the transaction.University of Rochester pays the bank each billing cycle. (25 th of each month)

3

Pcard Program SupportPcard Program Support

US Bank Pcard Technical Support

Access Online Help Desk – (877) 887-9260- General Website Navigation Inquiry- Resetting Passwords- General Account Inquiry

24-Hour Customer Service- (800) 344-5696- Balance Inquiry- Statement Inquiry- Disputed Items- Declined Purchases- Card Activation- Lost, Stolen or Compromised Card

US Bank Pcard Technical Support

Access Online Help Desk – (877) 887-9260- General Website Navigation Inquiry- Resetting Passwords- General Account Inquiry

24-Hour Customer Service- (800) 344-5696- Balance Inquiry- Statement Inquiry- Disputed Items- Declined Purchases- Card Activation- Lost, Stolen or Compromised Card

University of Rochester Pcard Policy Support

Pat SmithPcard Administrator, 585-275-8900Pat_Smith@urmc.rochester.edu

Mary Margaret ScanlanPurchasing Assistant/Pcard Program, 585-273-3512Marymargaret_scanlan@urmc.rochester.edu

4

Pcard Program ResourcesPcard Program Resources

Pcard Resources – Purchasing Website

Pcard Policy:

http://www.urmc.rochester.edu/purchasing/how-to-purchase/purchasing-card.cfm

Quick Reference Guides and User Guides:

http://www.urmc.rochester.edu/purchasing/how-to-purchase/PcardLearningResources.cfm

Pcard Resources – Purchasing Website

Pcard Policy:

http://www.urmc.rochester.edu/purchasing/how-to-purchase/purchasing-card.cfm

Quick Reference Guides and User Guides:

http://www.urmc.rochester.edu/purchasing/how-to-purchase/PcardLearningResources.cfm

5

6

Cardholder Roles and Responsibilities

Upon accepting the P Card, cardholder becomes an authorized purchaser for the University with specific responsibilities for expending University funds as follows:

Limit purchases to $1,500 or less.Keep original receipts, scan and upload into Access OnlineUtilize lowest price. Protect the security of his/her P Card and P Card number. Do not make P Card purchases from friends or relatives where he/she has a

financial interest. Do not accept any gift or gratuity from any supplier.Ensure that items prohibited from purchase with P Card are not procured.

(Refer to the exclusion list in your handouts).Ensure that purchases are not made from any vendors on the Office of the

Inspector General (OIG) Vendor Exclusion list (Click on link to https://www.sam.gov/portal/public/SAM/ to determine whether vendor has been debarred.

Cardholder Roles and Responsibilities

Follow the guidelines related to special requirements for Sponsored Projects.

Upload transaction receipts into Access Online

Give supplier detailed shipping instructions. Following is the preferred format for shipping instructions:

University of Rochester Requesters Name/Department Name & Room # Street Address and Box # City, State and Zip

Purchases for the Medical Center should always be shipped to Receiving at 575 Elmwood Avenue, Rochester, NY 14642.

7

8

Cardholder Roles and Responsibilities

Every Week (at minimum):

Log into Access Online (https://access.usbank.com/cpsApp1/index.jsp) Review Transactions Ensure that all purchases have been coded appropriately Reconcile all original receipts and/or packing slips with pricing information in

Access Online Upload receipts into Access Online prior to the 25th of each month

If necessary, reject/dispute goods and services and work with supplier(s) to resolve issues

Immediately inform Department P Card Manager of the potential dispute

It is your responsibility to ensure appropriate resolution of all disputes

All receipts and statements supporting P Card transactions for the current and past fiscal years must be kept at the department level (in accordance with official records retention policy) The University’s policy on record retention may be found at http://www.rochester.edu/adminfinance/records.html

9

Department P Card ManagersRoles and Responsibilities

P Card Managers:

Provide general oversight and accountability within departments

Perform the only detailed review done for Purchasing Card purchases

Serve as cardholder’s first point of contact for Access Online and

program related clarification/questions

Ensure that purchases are not made from any vendors that are

identified as debarred (https://www.sam.gov/portal/public/SAM/)

Every Week (at minimum):

Log into Access Online (https://access.usbank.com/cpsApp1/index.jsp)Reconcile department-wide transactions against receiptsEnsure receipts are uploaded for all transactionsEnsure purchases are within program guidelines Investigate unusual items or spending patterns immediatelyReview transaction coding, re-classify or split if necessary Dispute transactions if necessary

10

P Card Program Administrator Roles and Responsibilities

Purchasing Card Administrator will:

Provide help desk support to Finance and P Card Managers

Ultimately be responsible for maintaining the Purchasing Card infrastructure within Access Online

Monitor UR Purchasing Card program success

Audit card use as necessary and report irregular/suspicious activity to UR Audit for follow-up

Coordinate with US Bank Customer Relations Team

11

Accounts Payable Roles & Responsibilities

END OF BILLING CYCLE:

Accounts Payable pulls the Access Online statement on the 25th day of the month. Cardholders need to assure all transactions have been reviewed, approved and receipts uploaded prior to the 25th.

Transactions posted after the 25th of the month will appear in the next billing cycle. (i.e. transaction posts on 11/27, you will have until 12/25 to adjust the account to be charged and upload receipts)

Once the statement is downloaded, transactions not reconciled will be coded to the default GL Account Codes and cannot be approved, rejected, disputed or reallocated.

Accounts Payable will process US Bank’s invoice for payment.

12

Program Guidelines & Activity Review Control

All cardholders are responsible for the security of the Purchasing Card issued to them.

Any purchases made on the card are assumed to have been made by the cardholder.

The Purchasing Card should be used for pre-approved commodities only.

In general, do not use your U of R Purchasing Card for commodities identified as exclusions in the Purchasing Card Policy.

Card usage will be audited.

Compliance with Purchasing Card Program policies is monitored by Purchasing and UR Audit.

Purchasing staff review transactions frequently and may require a copy of documentation at any time for transactions which are questionable or may be deemed inappropriate. Poorly documented transactions will be referred to University Audit for follow up.

13

Pcard Policy Card Restrictions

Red Flag Items:

The following items should only be purchased with a P Card when a valid business reason can be documented. Questionable transactions should be discussed with divisional or University Finance prior to purchasing these products or services.

Dues and Memberships

Entertainment Tickets (i.e., concerts, baseball, hockey, bowling, football, movie, etc.)

Flowers

Food, Beverages & Meals

Home Internet Service

Cell Phone

Pagers

Gifts and Employee Awards

Gift Cards

Pcard Policy Card RestrictionsPcard Policy Card Restrictions

Alcoholic Beverages Items ,Food, Beverage for personal use or consumption

Animals Lease, Rental or Demonstration of Equipment

Business Cards Medical Supplies

Capital Equipment (i.e., with a 2+ year useful life and unit cost greater than $300 (SMH purchases), and greater than $1,000 (University purchases)

Purchases from individuals

Cash Advances Radioactive Isotopes

Contracting (i.e., Consultants/Independent Contractors, Maintenance Agreements)

Releases on standing orders, blanket orders or multiple shipments

E-bay Purchases Sales Tax (University is tax exempt)

Equipment involving a trade-in or exchange Services (i.e. laundry, dry cleaning, phone, television, utilities, moving, storage, rigging, transportation, employment and other professional services ).

Forms Split orders to remain within the transaction limit

Furniture Travel and travel related purchases or services (i.e. airline tickets, car rentals, travel agencies, gasoline, fuel - Use T&C)

Hazardous Substances/Materials (i.e., Gasoline, fuel, explosives, etc.) Textbooks (Due to Contract Agreement)

Hotel/Motel (sleeping accommodations)  

Excluded Items: The following may not be purchased with the P Card. (This list may not be all- inclusive. When in doubt, contact the P Card Administrator.)

14

15

Point-of-Sale Controls

Purchases may be declined due to Point-of-Sale controls established for each cardholder, including the following:

Point-of -Sale controls include transaction volume and spend limitations as well as Merchants Category Code restrictions.

Transaction Spending restriction $1,500. Other limits can be established by the department head. There is enough flexibility in the card to set pre-determined limits for each cardholder, including:

Daily transaction volume (i.e. 10 transactions per day)

Transaction spend (i.e. $10,000 per day per account)

Monthly spend (i.e. $10,000 per month per account)

Cardholder should contact his/her P Card Manager about temporary or permanent limit increases.

P Card Managers will then communicate limit increase requests, in writing, to the Department Head. The Department Head will need to request limit increases in writing to the P Card Administrator.

Pcard Control and Program Compliance

16

Consistent adherence to the P Card Program controls and rules is required of all Cardholders and Card Managers to assure continued eligibility to participate in the program. Failure to properly adhere to these controls and rules will result in the following actions:

Corrective Action Event or CauseSuspension or removal of Cardholder privileges. 

• Using the card to purchase restricted products or services.

• Failure to properly review transactions.• Failure to properly upload documentation to Access

Online (i.e. receipts, order confirmations, packing slips, etc.)

• Failure to properly document transaction• business purpose.• Failure to properly prepare, review and file• monthly statements.

Suspension or removal of Card Manager privileges. Referral for possible Performance Management Process up to and includingdischarge and/or possible criminal prosecution.

• Failure to properly review and approve • Cardholder monthly transactions.• Failure to properly review and approve• monthly statements.• Failure to properly report transactions with• employee tax reporting liability.• Failure to properly retain transaction• documentation (invoice copies, documentation,

statements) of all employees including terminated.• Using the card for personal use.• Fraudulent use of card.• Receiving cash or check issued to Cardholder to

resolve a credit or return

Pcard Control and Program CompliancePcard Control and Program Compliance

Corrective Action Event or Cause

Removal of Cardholder or Card Manager privileges.

• Failure to successfully pass a re-audit resulting from a previous unsatisfactory audit.

Suspension or removal of Cardholder privileges. Referral for possible Performance Management Process up to and includingdischarge and/or possible criminal prosecution.

Using the card for personal use. Fraudulent use of card. Receiving cash or check issued to Cardholder to

resolve a credit or return.

17

Consistent adherence to the P Card Program controls and rules is required of all Cardholders and Card Managers to assure continued eligibility to participate in the program. Failure to properly adhere to these controls and rules will result in the following actions:

Pcard Program Transition and Next StepsPcard Program Transition and Next Steps

Congratulations!

You have completed the Pcard Overview WebEx Training.

If you have not submitted your Pcard Authorization Form, please send it to Pcardadministrator@urmc.rochester.edu  

Following are the next steps to complete the transition process to the US Bank Pcard Program.

 (1)Complete US Bank Web Based Training, Complete Certification Exam and submit Training Certificate https://wbt.access.usbank.com/ Specific instructions on how to access the training and certification exam will be sent to you in a separate email. (2)Sign and submit a Pcard Program Cardholder or Pcard Program Manager Agreement Form to Pcard Administrator Pcardadministrator@urmc.rochester.edu The forms are located on the Purchasing Website under the Forms Bank

Upon completion of the US Bank Web Based Training and submission of your training certificate as well as the above-mentioned agreement forms, you will be notified via email on next steps to obtain your US Bank Pcard.

You will not be able to receive your US Bank Pcard until all training has been completed and documentation received.

Attention:

Due to an unexpected delay in the testing of transaction downloads from US Bank to the University of Rochester, US Bank Pcards will not be issued until the first week of December. Your JP Morgan Pcard will continue to be effective until you are issued your US Bank Pcard.  

18

Thank you for participating in the Pcard Overview Training Session.

If there were other participants in your department, other than the person who registered for the training session, please send an email to Pcardadministrator@urmc.rochester.edu with a list of those participants to ensure everyone receives credit for completing Step 2 of the implementation process.

19

Questions