Module 2: OSU Purchasing Card Roles and Processes

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Module 2 OSU Purchasing Card Roles and Processes
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Module 2 OSU Purchasing Card Roles and Processes

• Target audience
• All OSUE employees participating in the OSU
  Purchasing Card Program
• Key concepts
• Purchasing Card roles
• The Purchasing Card program process
• Purchasing Card convenience has a cost
• Before you begin
• Familiarize yourself with the OSU Purchasing Card
  Website at http//purchasing.osu.edu/pcard/
• Test yourself
• For assistance
• Contact OSUE Business Operations at [phone]

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Purchasing Card Roles
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Extension Purchasing Card Roles
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Extension Purchasing Card Roles
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Purchasing Card Process Overview

• Authorization and approval
• Purchase activity
• Proof of purchase documentation
• System reallocation and review
• Statement review
• General ledger reconciliation
• Record retention

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The Purchasing Card ProcessAuthorization And
Approval
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The Purchasing Card ProcessPurchase Activity
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The Purchasing Card ProcessPurchasing Card
Activity
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The Purchasing Card ProcessPurchasing Card
Activity
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The Purchasing Card ProcessTravel Card Activity
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The Purchasing Card ProcessPurchase
Documentation
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The Purchasing Card ProcessReallocation and
Review
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The Purchasing Card ProcessStatement Review
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The Purchasing Card ProcessGeneral Ledger
Reconciliation
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The Purchasing Card ProcessRecords Retention
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The Purchasing Card Process Roles Summary
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Convenience Has A Cost(Extension employee time
in minutes)

• Quill Internet Purchase Purchasing Card Used by
  a County Office
• Employee identifies need and tells unit buyer (1)
• Unit buyer receives pre-approval and signs-out
  Purchasing Card (5)
• Unit buyer accesses Quill website and places
  order (10)
• Unit buyer prints off internet order and itemized
  receipt (5)
• Unit buyer signs-in Purchasing Card (5)
• Unit buyer completes Transaction Form attaches
  documentation, gets post-approval signature (15)
• Unit buyer gives documentation to Purchasing Card
  Manager (1)
• Unit buyer receives order gives pen to employee
  (5)
• Shipping invoice is attached to Purchasing Card
  Transaction Form documents (3)
• Transaction Form mailed to the Regional
  Reallocator (3)
• Reallocator reviews documentation and enters into
  PeopleSoft system (10)
• Reallocator files paperwork (3)
• System Approver approves transaction in
  PeopleSoft system (1)
• Total OSU Extension Time 67 minutes
• If documentation is missing, add 20 minutes to
  Reallocator time
• If infraction, add 10 minutes to both Reallocator
  and Approver time

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Convenience Has A Cost(Extension employee time
in minutes)

• Staples Purchase In Person Purchasing Card Used
  by County Employee
• Authorized Purchasing Card User identifies need
  and requests pre-approval (3)
• Purchasing Card User signs-out Purchasing Card
  (3)
• Purchasing Card user drives to Staples, places
  order, receives itemized receipt, and returns
  (30)
• Purchasing Card User signs-in Purchasing Card (5)
• Purchasing Card User completes Transaction Form
  attaches documentation, gets post-approval
  signature (15)
• Purchasing Card User gives documentation to
  Purchasing Card Manager (1)
• Transaction Form mailed to Reallocator (3)
• Reallocator reviews documentation and enters into
  PeopleSoft system (10)
• Reallocator files paperwork (3)
• System Approver approves transaction in
  PeopleSoft system (1)
• Total OSU Extension Time 74 minutes
• If documentation is missing, add 20 minutes to
  Reallocator time
• If infraction, add 10 minutes to both Reallocator
  and Approver time
• Total OSU Extension Time 114 minutes

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Convenience Has A Cost(Extension employee time
in minutes)

• Phone Call To OfficeMax County Purchase Order
  Used
• Employee identifies need and tells unit buyer (3)
• Unit buyer receives pre-approval to purchase (2)
• Unit buyer calls OfficeMax and places order (20)
• Unit buyer receives order gives pen to employee
  (5)
• Invoice received and entered by Bus Ops
  representative into Accounts Payable (5)
• Total OSU Extension Time 35 minutes
• If shipped order is incorrect, add 30 minutes to
  unit buyer
• If purchase order problem, add 20 minutes to Bus
  Ops representative
• Total OSU Extension Time 85 minutes

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Summary Extension Cost (15 per hour wage)
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Test Yourself

• Complete the following assessment so you can be
  sure you understand the material.
• Your answers are private and test results are not
  scored.
• Fill in the circles with the names of the process
  steps

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The Purchasing Card Process