Procurement Card

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• Procurement Card
• Presenting
• Cardholder Training
• For MasterCard

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Purpose

• The University Procurement Card Program has been
  established as a service to campus departments
  through Fifth Third Bank and NKU Procurement
  Services.
• The program will allow departments the
  opportunity to use a University credit card to
  purchase certain goods. The University benefits
  by having a more efficient, cost-effective method
  of purchasing and paying for small dollar
  transactions.
• This program is entirely voluntary.
• The program will complement the existing
  purchasing and payment process. It is designed to
  be used in conjunction with appropriate
  purchasing policies and procedures.

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Card Settings

• Purchase Standard Limits
• Monthly Cycle Limit - 5,000.00
• Single Transaction limit - 1,000.00
• Revision to Purchase Limits
• Use account Maintenance Form

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Record Keeping

• Reconciliation is REQUIRED
• No monthly paper statement.
• When time to reconcile an Email is sent to each
  cardholder on 28th of the month.
• Login to Fifth Third SDOL website to reconcile
  by the 10th of each month.
• Supervisor Review
• Failure to reconcile may result in suspension of
  procurement card privileges.
• Cardholder Retain Original Documents
• Retain all appropriate receipts and
  documentation for (3) years.

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Restrictions

• Split Purchases
• Personal Use
• Gifts for faculty or staff
• with Foundation Funds (if approved)
• Flowers
• Gifts for faculty or staff
• General office decorations
• Restaurant Meals

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Periodic Review

• Audit Review
• Itemized Receipts
• Supervisor Reviewed
• Reallocation
• Allowable Purchases
• Report is to Summarize Findings
• Time to Respond
• Final Report And Response
• Provided to Dean/VP

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Travel

• Allowable
• Hotels
• Airlines, Airport Parking (AAA Contract)
• Rental Cars and Gas for Rental Cars
• Not Allowable
• Meals (this is covered under the travel
  reimbursement policy)
• Gas for personal car (this is covered under the
  travel reimbursement policy)
• Travel Policy

8
Employee Moves Terminations

• Notify Procurement Services
• Return Pro-Card
• Cancelled by Procurement Services and
• Cardholder Notified

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Other Forms Information

• New Vendor Setup
• Process for Suspension of Pro-Card Privileges
• NKU Meals Entertainment Form
• Foundation Meals Entertainment Form
• Procurement Services Pro-Card website

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• Frequently Asked Questions
• What is a Procurement Card (P-Card)?
• The Procurement Card, also known as a P-Card, is
  a Master Card used to purchase only
  business-related expenses within a department.
• Can I use my P-Card for travel?
• Yes. You can only use the P-Card for Hotels,
  Airlines (AAA Contract), Airport Parking, Rental
  cars, and gas for the Rental cars.
• Note If using personal car for travel, P-card
  cannot be used for gas, but must be turned in on
  a travel voucher.
• Can I use my P-Card for meals or room service
  while traveling?
• No. Meals are covered under the travel
  reimbursement and must be turned in on a travel
  voucher.

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• Frequently Asked Questions
• Can I use the P-Card to make purchases on the
  Internet?
• Yes. Make sure that you use secure websites and
  the commodity being purchased is allowed
  according to NKU Procurement Card Policies and
  Procedures.
• Do I have to keep the credit card receipts for my
  purchases and how should they be filed?
• Yes. All P-Card transaction REQUIRES a detailed
  receipt of what was purchased including meals.
  All original documentation must be maintained in
  the department and kept on file for 3 years.
• What if the original documentation is missing
  (receipt is missing)?
• If you are unable to obtain a receipt or one is
  missing, first try and request a duplicate copy
  from the merchant. If you can not obtain one
  create a memo to include the cardholders name,
  merchant, dollar amount of the purchase and the
  cost center to be charged. Within the memo add
  detail on the goods/services purchased and an
  explanation for the missing documentation.

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• Frequently Asked Questions
• Are we exempt from sales tax?
• Yes. NKU is exempt from payment of Kentucky
  sales tax. Most states recognize the Universitys
  tax exempt status for items to be delivered to
  the University however use of the card in
  person, out of state, may result in
  non-acceptance. The cardholder should emphasize
  this tax-exempt status at the time of purchase.
  The Universitys tax-exempt number is A-9029 and
  is shown on the second line on your card. Vendors
  may obtain a copy of our tax exemption
  certificate, by calling Procurement Services at
  [phone].
• Note we are not exempt from Hotel occupancy
  taxes or other entertainment taxes, only sales
  tax.
• What happens if someone misuses the P-Card for
  personal expenses?
• Any misuse of the P-Card or inappropriate use of
  State funds will require restitution to the
  University and may be grounds for disciplinary
  action up to and including termination (as
  defined in the Human Resources Policy Manual
  section C 7.4) and in extreme cases, criminal
  prosecution.

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• Frequently Asked Questions
• What should I do if I see fraudulent activity on
  my P-Card?
• Call Procurement Services to cancel the card.
  The bank will reissue a new card. The cardholder
  is not held liable for unauthorized charges as
  long as a dispute form is submitted to the bank.
  
• What should if do if I receive an email asking me
  to update an account or provide personal and
  credit card information?
• Do not response to the email, do not give out
  any information, please alert Procurement
  Services regarding the email.
• Can I purchase event tickets from Ticket Master
  using my P-Card at the BOK?
• No. All purchases to events including
  basketball tickets must be purchased by
  Procurement Services.

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• Frequently Asked Questions
• Can I purchase Gift cards for Students, Faculty
  or Staff with my P-Card.
• Students Yes as long as its for an event or an
  incentive to take a survey on campus
• the student must sign an entertainment form
  http//access.nku.edu/purchasing/procard/forms/mea
  ls_entertainment.pdf
• Faculty or Staff No
• Can I use my P-Card for purchases and code it to
  my foundation cost center?
• Yes. However you should check with John Bailey
  or Amanda Asbury for per-approval on large
  purchases amounts.

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• Cardholder Best Practices Guidelines
• Record keeping and monthly reconciliation must be
  completed to ensure that all transactions are
  correct and ensure proper cost allocations ( i.e.
  G/L codes and proper cost center or grant, etc.)
• No personal purchases with the Procurement Cards
  are allowed.
• Keep the card in a secure location. Having the
  whole card numbers on invoices or papers in a
  file in your office can put the University at
  financial risk.
• Contract the Procurement Card Administrator at
  572-5171 if your card has been lost, stolen or
  compromised.

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• Cardholder Best Practices Guidelines
• University policy prohibits split purchases to
  evade the 1,000 per transaction limit. Please
  fill out the Procurement Card Account Maintenance
  Request with the approved signatures for
  increases to your card.
• NKU is a tax-exempt organization and all
  transactions should exclude any sales tax. The
  Universitys tax exempt number is printed on the
  card. Let the vendor know of the tax exempt
  number. For additional assistance with vendors,
  please contact Procurement Services so proper
  measures can be taken.

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• Cardholder Best Practices Guidelines
• Required for all food purchases, including meals
  on and off campus as well as receipt from a
  grocery chain. Using Operating or Foundation
  funds, an IRS Meals and Entertainment Form must
  be filled out and kept with your Procurement Card
  records (including itemized receipt).
• Procurement Services must be notified when
  employment status (i.e. transfer, termination)
  changes. If you transfer to a new department do
  not leave your P-Card in your old department,
  that can be a financial risk.

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• Questions?
• Thank you for coming!