University of West Florida

1
University of West Florida
PCard Account/Business Manager Training
2
PCard Manager Training Overview (pages
6-11)

• PCard Team
• Managers Responsibilities
• What is Approving?
• New Vendors
• Common Purchases
• Prohibited and Restricted Items

3
PCard Manager Training Overview (Continued)

• Receipts Documentation Details
• Misuse Consequences
• Lost Stolen Cards
• PCard Audits
• Banner PCard Reports
• Procurement Website and Go Shopping Tab

4
PCard Team (page 13-15)

• Supervisor
• Cardholder-Staff or Faculty only
• Account Manager
• (previously known as Approver)
• Business Manager
• (previously known as Backup Approver)
• Reconciler-verifies monthly reconciliation report
  against receipts

5
Managers Responsibilities (page 14-15)

• Knowledge of Policy Guide
• Ensure proper use of PCard
• Fraud/Misuse contact PCard Auditor
• Review and Approve charges daily
• Fill in required 4 fields before auto-post feed
  date
• Request new vendor be added to Banner
• Obtain/maintain accurate receipts records
• Approve receipt or replacement receipt
• Perform monthly reconciliation (may be delegated)

6
What is Approving? (page 15-16)

• Managers review charges daily in Banner
  (Prerequisite Banner Basic training)
• Fill in the appropriate 4 fields
• Vendor ID
• Commodity Code
• Account Code (default 70354 unclassified)
• FOAP Index Fund
• Approve with receipt or replacement receipt
• Replacement Receipt Form
• Unapproved Journal Entry Form

7
New Vendors (page 17)

• Must be in Banner to approve charges
• Submit a Vendor Registration form to
  procurement_at_uwf.edu
• Form is located at Procurements web site
  http//uwf.edu/procurement/Vendor_InfoForm.pdf
• Vendor fills out form since W9 info is required

8
Common PCard Purchases

• Memberships Subscriptions
• Cell phone bills
• Advertisements employment approved by OHR
• Office Supplies
• Services
• Travel and Hotel

9
Travel Allowable Purchases (page 20 21)

• Hotels single swipe for each cardholder
• Car Rentals Avis - Insurance
• Air Fare
• Registration Fees
• Taxi and Tolls
• Parking

10
Travel Prohibited Purchases (page 20 21)

• Personal Charges
• Gasoline (pay out of pocket/TER)
• Personal Telephone Calls
• Clothing
• Emergency medicine, car repairs, etc.
• Meals

11
Prohibited Items (Appendix A)

• OCO
• Tangible item
• Cost more than 999.99
• Life span of more than 1 year
• Decorative Items, Picture Frames
• UWF or Cashiers Office
• Gasoline/Fuel/Oils
• Greeting Cards, and Flowers

12
Restricted Items (Appendix A)

• Furniture
• T-Shirts, Promotional Items
• Food, Pastries, Refreshments
• Entertainment, Field Trips
• Awards, Plaques, Document Frames
• Heaters, Fans, and Appliances

13
Receipt/Documentation Details (page 18)

• Receipt for the Managers
• Vendors name, address, phone
• Description of the items purchased
• Cost and Quantity
• Signature of cardholder and date
• Tax Payer ID
• Fund/Org to be charged
• Replacement Receipt Form no receipt

14
Misuse and Consequences (page 9 10)

• Known or suspected misuse
• Reviewed for appropriate action
• Audit results
• Consequences
• Cardholder reimburse University
• Card deactivated or reduced
• Disciplinary action up to termination
• Criminal prosecution

15
Lost or Stolen Card Fraud (page 20)

• Verify accuracy of charges with Cardholder
• Contact PCard Auditor
• Contact PCard Administrator

16
PCard Audits (page 10)

• Subject to random audit
• Internal and External auditors
• Proper documentation essential
• Audit results - Consequences

17
Banner PCard Reports (page 22)

• Cardholder Info - card limits and assigned
  managers
• Auto-Post - charges by Banner auto post feed
  date
• Activity Report - charges within date range
• Reconciliation Report - transactions for previous
  month
• Posted Not Approved Charges - charges still
  unapproved after the Banner auto post date

18
Procurement Website Go Shopping Tab

• Procurement website
• Setting up Go Shopping Tab
• Contracts
• Tax Exempt Certificate
• PCard Program information
• Banner vendor search

19
Whats Next for the Manager?

• After Training
• Complete Manager Agreement and Application
• Fill out Banner Request Access form
• Start approving charges before auto-post feed
  date
• Maintain accurate records for audit