Department of Community Affairs

1
Department of Community Affairs

• Purchasing Card Cardholder
• Training

2
The Purchasing Card Program

• The purchasing card works like a personal credit
  card or corporate card.
• It may be presented to any merchant who accepts
  Visa.
• All your transactions (charges credits) are
  applied directly to your cost center and paid by
  the agency.

3
How does the Purchasing Card Work?

• When you use your Purchasing card, the vendor is
  paid electronically by Bank of America, usually
  within 72 hours. (No PO required, but vendor must
  be in MFMP)
• Bank of America then transfers the charge to our
  agency within FLAIR. (SAMAS)
• The Approval process authorizes FLAIR to create
  the appropriate disbursement transaction to repay
  Bank of America,

4
Cardholder Responsibilities

• The card is the property of Bank of America and
  the state. Only YOU, the cardholder can use the
  card.
• If the card is lost or stolen, the bank must be
  informed immediately. Be prepared to give your
  security code which is your mothers maiden name.
• Do not order a replacement card, notify your
  Purchasing Administrator who will order the
  replacement card for you.
• You may also need to comply with financial
  disclosure requirements, if you have been
  authorized for purchases over 1,000.
• Upon notification of termination, discontinue
  using the card to allow sufficient time to turn
  in all your receipts.

5
Cardholder Responsibilities Continued

• Prior to making a purchase, remind vendor of Tax
  exempt status.
• Obtain, sign and forward receipts with a
  receiving date to approver within 3 working days.
• Identify disputed items and attempt to reach a
  resolution directly with vendor.
• If the merchant refuses to resolve the dispute, a
  Disputed items form must be completed and forward
  to the Purchasing Administrator.

6
Card Treatment Replacement

• Treat the card just as you would a personal
  credit card w/ care, respect and
  confidentiality.
• When your card is about to expire, Bank of
  America will automatically mail a replacement
  card to the P-Card Administrator. You must
  submit your old card to the P-Card Administrator,
  who will destroy your old card and issue the new
  one.

7
Charge and Credit Limits

• Each card is issued with a single transaction
  limit, and a monthly limit.
• The limit is stated on the cardholder agreement
  form that you and your supervisor signed. If
  your limit needs to be changed due to changes in
  your job duties or an unexpected agency event or
  emergency, your supervisor will be required to
  send an email to the Purchasing Administrator
  before the change can be authorized.

8
Purchasing Rules

• The same purchasing rules apply when using the
  card as when using other forms of procurement.
• You are expected to follow appropriate Florida
  statute, state laws and guidelines.
• You must provide the documentation (the receipts)
  to support payment of a charge. Keep a copy of
  the receipt and submit the original to your
  reviewer or reconciler.

9
The Purchasing Card is Flexible

• Allows each P-Card group to map out its own plan
  for using the card.
• Commodities and Service
• Travel
• Both

10
Prohibited Charges

• Cash advances
• Cash refunds
• Non-business or Personal Items
• OCO (Operating Capital Outlay) Items
• Employee Moving expenses
• Gasoline petroleum products
• Tolls
• Services 25,000 above (Including Manpower)
• Perquisites

11
More Prohibited Purchases

• Per Rule 3A-40.103, F.A.C., expenditures from
  state funds for the items listed are prohibited
  unless expressly provided by law
• (a) Congratulatory telegrams.(b) Flowers and/or
  telegraphic condolences.(c) Presentment of
  plaques for outstanding service.(d)
  Entertainment for visiting dignitaries.(e)
  Refreshments such as coffee and doughnuts.(f)
  Decorative items (globe, statues, potted plants,
  picture frames, etc).
• (h) Greeting Cards, per Section 286.27, F.S.

12
Allowable ChargesBusiness-Related Purchases Only

• Purchase of Commodities
• Repairs maintenance
• Training registrations
• Newspaper ads
• Transportation (airfare, auto rental, bus rail
  services.)
• Lodging Only (disallowed hotel room service,
  movies, hotel bar, and personal phone calls)
• Parking
• (Personal items must never be purchased using the
  P-Card.)

13
Merchant Dispute

• Typically all transactions can be resolved with a
  merchant. However, you may find a merchant who
  doesnt follow the rules and correct the issue
  timely. If this happens you must complete the
  Bank of America dispute form within 60 days of
  the transaction date.

14
Cancelations Lost Receipts

• If a cardholder makes a reservation and the trip
  is canceled, it is the cardholders responsibility
  to cancel the reservation.
• If a receipt is lost or the cardholder cant
  obtain a receipt, the cardholder must complete
  the, Replacement Receipt form, and have the
  form signed by their supervisor.

15
Level of Approvers

• Number of Approval Levels
• Level 1 Cardholder-Approve the charges made on
  their P-Card.
• Level 2 - 7 Division Approvers-The line of
  reviewers and approvers assigned to a single
  cardholder who review the receipts and any
  supporting documentation.
• Level 8 Finance and Accounting-Reconciles the
  charges and is the final approver.

16
Reasons for Decline

• Over charge limits Single transaction per day,
  Monthly Cycle limit.
• Type of merchant being used.
• Card is no longer active.
• Security check with billing address.

17
Finance and Accounting 008 Approver

• This Approver level is required and is the last
  approver.
• The Finance and Accounting office will audit the
  charge to ensure proper financial data is used.
• Charge is approved by F/A and then an EFT payment
  is sent to Bank of America.

18
The Purchasing Card has been a great success, so
do your part and lets keep it successful!

• Cardholders are encouraged to use minority
  merchants, vendors registered in MFMP and
  purchase commodities that are made to recycled
  materials.

19
Forms

• Cardholder Profile Information Must be filled
  out with all the required information and
  signatures before a card can be ordered.
• FLAIR Password Access Request You must have
  access to your charges to approve them Contact
  Connie Smith at 921-2270
• Travel Reimbursement Request
• Cardholder Agreement Must be sign and date after
  you have received your purchasing card training.

20
Contacts

• Tammie Kuhn
• Purchasing Card Administrator
• tammie.kuhn_at_dca.state.fl.us
• [phone]
• (Fax) 922-2979
• Christine Savage, Supervisor
• Budget Revenue Manager
• [phone]