University of West Florida

1
University of West Florida
PCard Basic Training
2
PCard Basic Training Overview(page 6-11)

• PCard Team
• Cardholders Responsibilities
• Misuse Consequences
• Audits
• Dollar limits Overrides
• Making Purchases
• New Vendors

3
PCard Basic Training Overview (Continued)

• Common PCard Purchases
• Prohibited Restricted Items
• Receipts/Documentation Details
• Disputing Charges
• Fraud, Lost or Stolen Cards
• 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
Cardholders Responsibilities (page 13-14)

• Knowledge of Policy Guide
• Use only for business expense items services
• Verify funds are available
• Purchase allowed (not restricted or prohibited)
• Never split the cost of one single item
• All documentation to Managers immediately
• Handle disputes and reporting lost card
• Request override or increase from Supervisor
• Protect your PCard only for your use

6
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

7
PCard Audits (page 10)

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

8
Single Cycle Dollar Limits (page 17)

• Single Transaction Limit - 999.99
• Cycle Limit (from 5th to 4th of each month)
• Never split charge to circumvent single limit
• Request a one time override
• Written request from supervisor

9
One-Time Override (page 17)

• Supervisor provides approval via email to PCard
  Administrator
• Cardholders name
• Exact amount of purchase
• The item or service to be purchased
• Vendors name

10
Making Purchases (Pages 10, 17 18)

• Vendors must be entered into Banner
• Vendor Name, Phone, Fax, Email
• UWF Tax Exempt Status
• Vendor Tax Payer ID (FEID or SS)
• Charge only when items are shipped
• Vendor fax/email receipt ASAP
• Correct Ship To address
• Reference the Cardholder Checklist Form located
  at http//uwf.edu/procurement/PCard_CardholderCh
  kLst_FillIn.pdf

11
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

12
Common PCard Purchases

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

13
Travel Allowable Purchases (page 20 21)

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

14
Travel Prohibited Purchases (page 20
21)

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

15
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

16
Restricted Items (Appendix A)

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

17
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
• No Receipt - Replacement Receipt Form located at
  http//uwf.edu/procurement/PCard_Form_ReplacementR
  eceipt.pdf

18
Disputing Charges (page 20)

• Returned item
• Item not received
• Duplicate charge
• Error charge or Fraud
• Processes
• Informal Dispute
• Formal Dispute (after 30 days)
• Lost Card/Fraud cancel card ASAP

19
Fraud, Lost or Stolen Card (page 20)

• Contact BOA immediately
• 800-300-3084
• Contact PCard Auditor
• Contact PCard Administrator
• PCard Administrator will contact you when new
  card arrives

20
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

21
Procurement Website Go Shopping Tab

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

22
Whats Next for the Cardholder?

• After Training
• Complete Agreement/Application
• Pickup PCard Bring ID
• Start shopping