East Carolina University Dept of Materials Management

1
East Carolina UniversityDept of Materials
Management

• ECU
• ProCard
• Program
• 2015

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YOUR PROCARD STAFF

• Frances Flowers
• ProCard Manager
• flowersf_at_ecu.edu
• 328-2761
• Melissa Eakes
• ProCard Assistant Manager
• beddardm_at_ecu.edu
• 737-1852
• Debbie Steinmetz
• ProCard Assistant Manager
• Steinmetzd_at_ecu.edu
• 328-5636
• Materials Management 328-6434
• www.ecu.edu/purchasing - Click ProCard

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WHAT YOU WILL LEARN TODAY

• What is a ProCard?
• Purpose and Benefits
• Costs and Requirements
• Policy and Procedure
• Responsibilities
• Conference Registrations
• Airline, Bus and Train Fares
• Lodging
• Documentation
• Reconciliation
• Works Payment Manager

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A PROCARD IS

• Short for Procurement Card
• (may also be referred to as Purchasing Card or
  Pcard)
• Corporate VISA credit card
• For business use only
• Issued in employees name
• Charges are billed to the University

here to save you from frustration!
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PURPOSE OF THE PROCARDCARD HOLDER / UNIVERSITY
BENEFITS

• Reduces forms, paperwork, data entry, processing
  time, costs, number of invoices and checks
  processed, need for reimbursements and petty cash
  accounts
• Replaces purchase orders, standing orders and
  direct pays for most small dollar purchases
• Allows rapid turnaround on low dollar goods and
  services
• Easier to make allowable purchases.
• Most merchants accept VISA
• Does not require use of personal funds
• A purchase requisition is not required
• ECU is not charged to use the card
• Research shows that it costs 74 to process a
  check.

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PURPOSE BENEFITS cont.

• Required purchases on ProCard Conference
  Registrations, Membership Dues, Certifications,
  Publications, Examination Fees and Subscriptions
• For these reasons, every department needs at
  least one cardholder
• CONTROLS
• Merchant categories (MCC codes) can be restricted
  or blocked
• Spending limits are set for each card
• Provides reconciler oversight
• Audit of transactions

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Policy and Procedures

• Responsible individuals who have regular
  purchasing needs should have a ProCard.
• Cardholders must be ECU staff or faculty with
  permanent or time-limited employment status
• Department Head approval of card and selected
  spending limit is required
• The ProCard must be used ONLY by the named
  cardholder. There are NO departmental cards.
  NO SHARING!

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Policy Procedures Continued

• State, Grant, Practice Plan, and Special funds
  with approval are allowed
• NO FOUNDATION funds allowed
• NO PERSONAL purchases allowed
• Cardholders sign a Card Use Agreement
• Cards must be returned to the ProCard Office to
  be cancelled and destroyed if you transfer to
  another department OR leave the University.
  Cards are ECU property.

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Policy Procedures Continued

• Never accept cash, checks or gift cards for
  returns
• State Contract items must be purchased
  throughthe contract source(s)
• Original, priced, itemized receipts or invoices
  are required for each transaction
• Splitting transactions to avoid spending limits
  are strictly prohibited
• Funding authorityThe ProCard doesnt change what
  you can buy, but how you pay for it!
• All Departmental, Travel and University policies
  and procedures must be followed.

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University Requirements

• All transactions are uploaded to Banner monthly
  (Accounting System of record) posted to the GL
  J63 entries and payments issued to the bank
  monthly
• The University conducts an on-going audit of
  purchases to insure a high degree of integrity
  and confidence in the system
• University must pay the bank within 10 days after
  close of the monthly billing cycle
• Charges are paid in full each billing cycle

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Vendor Benefits Requirements

• Improves vendors cash flowBank pays vendors
  within 2-3 days
• The vendor has a higher confidence level in VISA
  than a purchase order
• Card eliminates need for additional accounts
  receivable processing
• Requires no special enrollmentIf vendor accepts
  VISA, not restricted
• Vendor pays a transaction fee to VISA

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• TYPES OF CARDS
• We allow transactions for ECU business purposes
  only. Your card can be used for the Type of
  Spending requested and approved on your ProCard
  application and upgrade forms, if needed
• Basic Includes items such as routine supplies,
  materials, books, memberships, subscriptions,
  registration fees and service expenses.
• Air/Bus/Train Upgrade Includes air/bus/train
  fare allowances, in addition to Basic purchases.
• Lodging Upgrade Includes lodging allowances, in
  addition to Basic and Air/bus/train allowances.

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ProCard Spending Levels
Single Transaction Daily Transaction Monthly Transaction
ECU 2 500 2,500 5,000
ECU 3 1,500 3,000 10,000
ECU 4 2,500 5,000 15,000
ECU 5 5,000 10,000 25,000
No splitting of charges is allowed.
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Sample Purchases Allowed

• State contract items purchased through State
  contract vendors
• Memberships and organization dues
• Licenses such as nurses, doctors, etc.
• Subscriptions To a business address / Annual
  Only / includes software subscriptions
• Conference registrations (all ECU Travel policies
  apply)
• Publications
• Interlibrary Loans
• Postage and stamps
• Express shipping freight
• Advertising
• Certifications
  
• Office, lab supplies and equipment (contract
  vendors)
• Software (prepackaged or approved by ITCS or
  Materials Management), accessories and
  peripherals
• Air, bus and train fares (Additional approval
  required. One checked bag allowed each way. No
  candidate tickets.)
• Lodging, including Internet and Parking
  (Additional approval required.)
• Promotional items with approval from funding
  source and logo review, as required.
  http//www.ecu.edu/cs-admin/mktg/logo_review.cfm
• Student group functions including travel, events
  and group meals (Additional approval required.)

Required to be paid on ProCard (Some
exceptions apply.)
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VENDOR SURCHARGE
Effective January 27, 2013, vendors can legally
charge a transaction fee on VISA/MasterCard
credit card purchases.  The check-out fee, if
any, will be determined by the merchant, but
cannot exceed 4 of the transaction amount.  The
vendor must inform you at the time of sale that
there will be a surcharge and the amount of the
fee.  The charge should be shown on your receipt
as well.  It is up to your departments
discretion whether they are willing to accept the
fee or prefer to submit a requisition in PORT. 
For the University, the cost savings of using the
ProCard still outweighs the potential fees
charged and the costs of submitting requisitions
for low dollar purchases. If you feel the
surcharge is in excess of the 4 or wasnt
communicated to the cardholder in advance, you
may file a merchant violation form online
https//usa.visa.com/checkoutfees/contact.jsp
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INTERNATIONAL TRANSACTION FEE
International transaction fees are a legit
charge, but you will not receive a receipt for
them.  It is a fee that is approximately 1 of
the purchase price that the bank charges when you
make a purchase outside of the U.S.  Sometimes,
when purchasing items online, you will not even
realize that the vendor is not in the U.S., so
its easy to get them confused.  To find out
what charge your fee goes with, login to WORKS
and click on your vendors.  Then, under
transaction tab, click the number beside Vendor
ID.  That will show you the address of the
vendor.  If the vendor is not in the U.S., the
fee goes with it.  The international transaction
fee must be coded to the same FOAP as the
transaction it belongs with.
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• TRAVEL AND THE PROCARD
• Approved University Business Only
• All ECU Travel and ProCard policies and
  procedures apply.
• Contact the ECU Travel Office with travel
  questions (737-1084 or traveloffice_at_ecu.edu)
• Travel must be approved and TRA form must be on
  file before paying for travel.
• Do NOT request reimbursement for expenses paid on
  your ProCard.
• Note that it was paid on ProCard on Travel
  Request Authorization.
• Attach original priced documentation with the
  ProCard statement.
• Include dates of travel, cost of ticket, travel
  itinerary.
• No rental cars, gas, toll fees or taxis.
• No meals allowed, due to per diem rates.
• Non-business expenses must be handled on the
  travelers personal credit card.

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Paying Conference Registrations

• Meals are only allowed if part of registration
  fee (Ex. Fee includes breakfast and lunch)
• Extra events are only allowed if business related
  and fund approved
• Copy of registration form showing who, what,
  when, where and how much needs to be included
  with ProCard statement.
• If you cannot use the ProCard, write reason on
  Direct Pay Form
• Merchant does not accept VISA
• No Foundation Funds allowed on ProCard
• Additional functions, which are not allowed on
  ProCard

• Use correct Banner Accts (change in WORKS, if
  needed)
• In State Registration Fees 73551
• Out of State Registration Fees 73552
• Out of Country Registration Fees 73553

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Air, Bus and Train Fares

• Requires upgrade request form approved by your
  Dept. Head.
• University business only (If you are extending
  your business trip to include vacation time, you
  MUST obtain two quotes One showing how much
  your ticket would be if you only go for the
  required days and another showing how much the
  ticket is with your extra days. Both quotes must
  be from same vendor and YOU MAY ONLY PAY ON THE
  PROCARD IF THE TICKET IS THE SAME AMOUNT OR
  LESS!)
• Can purchase tickets for employees, students,
  residents and speakers. (NO candidate tickets).
• Travel office recommends you do not purchase
  tickets more than 60 days prior to trip.
• Do not accept insurance/trip protection or early
  check-in fees.
• Choice/upgrade seat fees are not allowed without
  a medical reason that is documented and approved
  by an ADA coordinator. Contact the Department
  for Disability Support Services at 737-1016.
• One personal bag each way is allowed. Documented
  business purpose is required for more than one
  bag.

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Air, Bus and Train Fares cont.
Suggested air/bus/train fare vendors AAA,
Orbitz, Expedia, Travelocity, American Airlines,
Delta, etc.

• Cardholder and/or Reconciler need to use the
  correct Banner Account codes for transportation
• In state Air 73201
• In state Ground 73211
• Out-of-state Air 73205
• Out-of-state Ground 73215
• Out-of-country Air 73209
• Out-of-country Ground 73219
• http//author.ecu.edu/cs-admin/purchasing/pcard/Pr
  oCardHome.cfm

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Lodging

• Requires upgrade request form approved by your
  Dept. Head.
• Room, Parking and Internet only (Occupancy tax is
  ok, but we are exempt from NC sales tax.)
• No charges such as incidentals, movies, room
  service, spa services, tips, telephone calls,
  laundry, alcohol, meals, newspapers, shuttles,
  etc.
• If you are making this payment for someone else,
  you will need to inform the hotel know that the
  traveler will not have the card with them. You
  may be required to complete a 3rd party
  reservation form with the hotel. Be sure to
  inform the hotel that this card can only be used
  for lodging and if there is a fee for parking.
  Internet allowed with documented business
  purpose.
• Ask hotel if they will honor the state per diem
  rate.
• Receipt needs to be itemized and show dates.

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Lodging Cont.

• Any lodging accommodations that are with a 3rd
  party (not hotel, motel) must have prior approval
  in addition to Procard approvals. A 3rd party
  lodging request form must be completed and
  approved prior to booking, then attached to the
  ProCard statement.
• Cardholder and/or Reconciler must use the correct
  Banner Account codes for lodging.
• In state Lodging 73231
• Out of State Lodging - 73235
• Out of Country Lodging 73239

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• Review backup for registrations and airfare
• Attachments A-I

A - RRS 2004 B - AUCCCD C - ETS D - Continued
ETS E Travelocity F Quixote (now AAA)
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AUCCCD
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Quixote Travels 2 pages
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TRAVELOCITY 3 pages
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• ANSWERS
• For backup for
• registrations and airfare

A - RRS 2004 Good! Shows who, what, where,
when, how much B AUCCCD No meals allowed on
ProCard! (ONLY registration fee allowed) C ETS
If registration already includes meal, it is
ok. D - Continued ETS Good receipt! Shows who,
what, where, when, how much E Quixote Travels
Good! F Continued Quixote Fees are ok. (NO
insurance, extra fees allowed) G Travelocity
Good complete itinerary H Continued
Travelocity I Continued Travelocity
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UNAUTHORIZED PURCHASES

• NO purchases for personal use
• NO purchases over designated spending limits
• NO split ticket purchases to circumvent the
  single purchase limit
• NO animals
• NO weapons and ammunition
• NO purchases from pawn shops
• NO controlled substances (Drugs, Alcohol,
  Fireworks)
• NO payments to individuals, consultants or
  employees (Vendor must provide a FEIN number
  versus a SSN)
• NO purchases from University storerooms (must go
  through PORT)
• NO car rentals, gas, trip protection/insurance,
  seat charges/upgrades, early check-in, taxis,
  tours, additional non-business functions,
  candidate travel, etc.
• NO food, such as meals, restaurants, caterers,
  fast food vendors, prepared food, etc. Approved
  food from grocery stores requires a legit
  business purpose, itemized receipt, flier/meeting
  announcement and list of attendees.
• NO beverages other than Coca-Cola products in
  small quantities. (Coke has the exclusive rights
  on campus.)
• NO entertainment
• NO Cash Advances
• NO Gifts / Contributions
• NO Gift Cards, Incentives or Prize Purchases
  without prior approval per the Gift Cards,
  Incentives and Prize Purchases procedure found
  at http//www.ecu.edu/purchasing/
• NO purchases using Foundation funds
• NO computers or laptops
• NO items requiring the signing or click-to-agree
  of a vendor agreement or terms and conditions in
  order to complete the purchase, except those
  vendors whose terms have been approved by
  Materials Management and/or ITCS, as required.
  Must be documented on the statement. (Ex.
  Customizable software)

Exceptions may apply
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Audits

• Transactions may be audited by Materials
  Management, Internal Audit, Office of the State
  Auditor and the Purchase Contract Compliance
  Team
• ProCard Manager reviews all transactions daily
• Cardholders may receive an email requesting
  additional information
• Must make every effort to resolve any issues
  promptly
• Insufficient statement documentation is
  considered a violation
• Consistent problems and errors may result in card
  cancellation
• See section 8.0 Compliance from the ECU
  Purchasing Card Users Guide

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Your Card

• Issued by Bank of America
• Call to activate
• Activation code is 123451006
• Call the ProCard Staff if you have problems

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Tax Exempt Status

• ECU is NC sales tax exempt for most purchases
• All ProCards display the tax ID number
• Cardholder must inform the vendor of the tax
  exempt status at time of purchase
• If tax is charged, it is the cardholders
  responsibility to obtain a credit from the vendor
  to his/her ProCard
• Some vendors have the tax exempt status listed
  under a different number
• Lowes East C Greenville, NC or 059800021.
  Key fobs give 5 off business purchase, but do
  NOT replace contracts.
• Office Depot 39120714
• Radioshack 252-328-2761
• Walmart 1003978 (Online 182544908)

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Reasons your card may be declined

• Single transaction limit
• Daily limit
• Monthly limit
• Merchant Category Code (MCC)
• Invalid information (cvc/cv2 number)
• Cards cannot be used for air/bus/train fare or
  lodging until the appropriate upgrade has been
  processed
• Call the ProCard Office at 328-6434

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Cardholder Requirements

• Protect and secure your card and paperwork at all
  times. Do not share card number with anyone,
  besides the vendor you are purchasing from.
• Provide a default Banner Fund, Organization and
  Program on your ProCard application. Notify
  ProCard office if this should ever change.
• Must have Org security for all orgs used for
  transactions.
• The cardholder must be aware of State Contract
  Vendors or know who to contact.
• Provide vendors with billing address (pre-set)
  and a complete delivery address
• Alert vendor that we are tax exempt when placing
  order.
• Report fraudulent charges to your ProCard Staff
• Cardholders must work closely with their
  reconcilers and/or accounting personnel to learn
  appropriate departmental procedures to ensure
  proper oversight and processing of card
  transactions
• Charges are not encumbered in advance
• do not over-spend your budget
• Extended leave notify us to put a hold on the
  card.

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Cardholder Responsibilities Processing

• See Purchasing Pointers.
• Once an approved order or payment is placed on
  their ProCard, the cardholder must do the
  following
• View transactions electronically in WORKS Payment
  Manager
• Reconcile monthly by logging into WORKS. Review
  all transactions. Make FOAPAL code changes, if
  needed. FOAPALs can be changed in WORKS up to a
  specified date. Change Account numbers based on
  what was purchased/paid. Sign Off (approve)
  transactions once everything is correct. This
  must be done in a timely manner to allow the
  reconciler adequate time to review/approve by the
  deadline provided by the ProCard Office. Follow
  departmental deadlines.
• Provide a business purpose for all charges,
  ESPECIALLY any FOOD products (many restrictions
  on food No meals.) If business purposes are
  put in WORKS, print off GL memo at the end of the
  cycle and include with statement or hand-write
  them on the receipts.
• Keep all original receipts and records.
  Suggestion Keep everything together in one
  folder.
• Match itemized receipts and staple IN ORDER at
  left-top corner behind the hard copy bank
  statement.
• Sign statements in ink (full signatures required,
  no signature designees allowed) print name
  underneath if signature is illegible.
• Forward statement and receipts to reconciler or
  department head, depending on set-up, by the 30th

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Cardholder Responsibilities Processing -
Continued

• Lost or Stolen Cards
• Report to Bank of America immediately
  1-888-449-2273
• Notify ProCard staff
• 328-6434
• Review transactions carefully and notify ProCard
  staff if there are any fraudulent charges
• Disputes must be submitted within 30 days of the
  transaction date. Contact ProCard Office.

• Returns
• Credit must be issued back against your card
• Never accept cash or cash equivalents
• Handle with vendor and follow return instructions
• Utilize ECU Central Stores Receiving for
  shipping needs (328-9932)

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Reconciler Responsibilities Processing
The Reconciler over-sees ProCard transactions and
verifies FOAPAL information. A Reconciler can be
an Administrative Assistant, Budget person,
Cardholder, Department Head or person authorized
to approve purchases. The Reconciler is a pivotal
point of oversight for ProCard transactions. The
RECONCILER must1- Review and approve each
transaction on-line monthly 2- Verify and edit
FOAPAL codes, if needed, to ensure transactions
are charged to the appropriate budget codes in
Banner 3- Review documentation 4- Counter-sign
statements 5- Forward all statements to Materials
Management by 10th of the month following the
cycle
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Reconciler Processing - Continued

• All statements for the Division of Health
  Sciences are due to Cathy Alphin by the 1st of
  each month (do not send directly to Materials
  Management).
• If the cardholder and the reconciler are the same
  individual,
• the department head must counter-sign his/her
  approval of the statement.
• Note
• The designated reconciler should not report
  directly to the cardholder i.e. Department Head
  has a card. If you have this situation, please
  designate someone in the division office to sign
  off on the cardholders purchases. Contact the
  ProCard Manager for guidance if necessary.

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Reconciler Responsibilities Processing
Continued

• Reconciler must report any changes in employee
  status to the card administrator
• Reconciler must report any unusual cardholder
  spending activity
• Reconciler must monitor card spending levels
  closely to ensure sufficient funds are available
  to cover departmental charges
• NOTE DEPARTMENTS ARE RESPONSIBLE FOR ANY
  CARDHOLDER
  SPENDING BEYOND THE SET BUDGET LIMITS

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• Processing Cycle
•  
• ProCard user initiates a transaction on their
  card
• Email notification sent from WORKS to cardholder
  informing a transaction(s) posted on the ProCard
  system. Transactions are typically posted on the
  system 24-72 hours after purchase.
• Cardholder will log into WORKS Payment Manager
  and review transactions and account coding.
• Cardholder makes changes to FOAPALs, if needed.
• Cardholder signs-off to approve transaction and
  leaves business purpose
• Transaction is routed to the Approver
  (reconciler) for approval
• Approver logs into WORKS system and reviews
  transaction
• Approver edits FOAPAL code(s), as needed, if
  cardholder has not.
• Approver signs off on transaction or requests
  additional information from user.
• Credit line is restored only after transactions
  are signed off in the WORKS system by the
  Cardholder and/or Approver.
• ProCard office will sweep transactions for the
  monthly billing cycle and import into Banner.
• The Cardholder will receive a hard-copy bank
  statement monthly and attach receipts, then
  forward to reconciler and/or department head.
  The monthly statements with attached receipts are
  signed and forwarded to ECU Materials Management
  by the 10th of the following month.
•  

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Statements

• Cardholders will receive a hard copy statement
  from Bank of America 5 10 days after the close
  of each cycle
• Billing/Statement addresses are predetermined
• East campus 1000 E 5th St
• West campus 600 Moye Blvd
• Cardholder is responsible for delivery address,
  which is your actual location.

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Documentation

• Original, itemized receipt or invoice for each
  transaction
• Vendor
• Description
• Unit Price
• Extended Price
• No Sales Tax
• Shipping
• Total Amount
• Types of Receipts Vendor Letterhead, Detailed
  Priced Packing Slip, Courier Receipts (FedEx or
  UPS), Web Print-Out.
• Business purpose clear for each transaction
  (Written or GL Memo Report)

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Statement Requirements Review

• Be sure all receipts are attached to the
  statement and itemized in order. (Staple in top,
  left-hand corner.)
• All receipts must be itemized and show what was
  purchased
• Tape small receipts to 8.5x11 paper. Be sure
  tape is not covering details.
• Copies of thermal paper (shiny) receipts attached
• Verify Amounts () Match
• Verify tax was not charged, as we are tax exempt.
• No splitting of charges
• Confirm purchase is supported by fund
• Business purpose is clear for every purchase. No
  food on State Funds.
• State Contract Vendors being utilized.
• Minimum of two signatures on each statement.
  Signatures are to be in ink and legible. (Ex.
  Cardholder reconciler Cardholder Department
  Head Cardholder, reconciler department
  head/division head.)
• Statement is due to Materials Management by the
  10th of the month following the close of the
  billing cycle
• Card will be suspended or closed if multiple
  violations.

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Statement Documentation

• Samples Attached
• J ProCard Statement
• K Golden Software
• L Barnes Noble Bookseller
• M Thomson
• N Macromedia
• O Staples (www.stapleslink.com)
• http//www.ecu.edu/cs-admin/purchasing/HowToOrderO
  fficeSupplies.cfm
• P Primera
• Q Amazon
• R North Carolina Medical Group Managers
• S University Book Exchange
• T The Trophy Case
• U Bender Burkot
• V McGee Reprographics
• W Paypal
• X USPS Express Mail
• Y Post Office

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Amazon
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Roll Bar Slip
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Record Retention

• Original statements and receipts are kept by
  ProCard Office
• Archived for a period of 5 years in University
  Archives
• ECU Internal Audit has recommended Departments
  should maintain copies of all documentation long
  enough to be assured ProCard Administration has
  the original documentation and to cover an
  adequate audit cycle, which is suggested to be
  three years.
• Keep files secure and confidential as card
  account numbers may be visible
• Shred all discarded ProCard documentation

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Works Payment Manager

• Online system provided by Bank of America
• Help manage your charges and budget
• Review charges and transaction details
• Edit FOAPAL codes
• Add online comments
• Online reporting
• Electronic approval / Sign off on transactions

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Works System Features

• Charges can be reconciled (approved) and
  FOAPAL codes changed as soon as the
  transaction posts in Works
• System generated email notifications
• Charges can be split coded

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Getting Started

• All participants will receive a Welcome email
  from Works Payment Manager once weve activated
  you
• DO NOT DELETE THIS EMAIL
• Email will contain your username, password
  validation steps, and instructions on changing
  your password
• Email will be deleted after 60 days

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DEMO/Logging In

• Bank of America
• Works Payment Manager Site
• https//www.bankofamerica.com/worksonline

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This person is a cardholder and a
reconciler/approver. The Accountholder queue
shows all cardholder transactions. The Approver
queue shows all transactions that the cardholders
have signed off/approved.
Acting as Accountholder Reconciler can see her
charges, plus her Cardholders charges
Acting as Approver Reconciler sees the charges
her Cardholders have approved
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This is the Accountholder queue. It shows all
cardholder transactions that have not been
approved. Can sort all columns by clicking the
grey area at the top. You can also click and
drag columns to regroup.
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This is the Approver queue.
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It shows all cardholder transactions that have
been approved. If you look in the Sign Off
column, the AH means that the accountholder/cardho
lder has signed off/approved. The ACT means
that the Accountant/Approver/Reconciler has
signed off/approved. Approvers should not
sign-off until the cardholder has had a chance to
review/approve and/or all information is correct.
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Review FOAPAL, especially account number. Click
on Document name TXN. If all is correct with
the FOAP, click sign off and put business
purpose in. If changes need to be made, click
Allocate / Edit.
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When you click Allocate / Edit, this screen
will pop up. In this example, the account needs
to be changed. Click in box of item you need to
change, then click See More
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If you know the number, type it in under value,
select it, then click OK. If you know a word in
the description, type it in under description,
select it, then click OK. Click Save when
complete and correct.
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Once all is correct, click Sign Off and put the
business purpose in the box that pops up.
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Example of good comment/business purpose.
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THE NEXT SLIDES ARE NOT REQUIRED, BUT ARE
INCLUDED FOR GENERAL INFORMATION
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Some merchants provide detailed information
called Level 3 Data. Click on charges you
can explore!
Level 3 Detail
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If you would like to sign-off (approve) on more
than one charge at a time, click the box at the
top left-hand corner or click the box beside each
charge you would like to select. If the FOAPAL
codes and comments are correct, click SIGN OFF.
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If changes need to be made and all are the same
FOAPAL/comment, click Mass Allocate. Once
FOAPs are correct, click sign off. Comment
box will pop up. Put business purpose in box.
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To Split Code (charge one transaction to more
than one FOAP) Click TXN number and Allocate /
edit, then Add. Add as many lines as you need.
Adjust amounts, as needed, and follow previous
instructions for changing FOAPAL codes.
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To run GL Memo Statement (shows business
purposes) Click Reports Tab, search GL Memo
Statement Configured for everyones
Use. Place mouse over the report name and a
drop-down arrow will appear. Click Modify /
Run
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Click the calendar beside post date and choose
the cycle you need. You can also change card if
you have multiple cardholders. Click Submit
Report at the bottom of the page.
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Click Reports, then completed. Click PDF
Open the report and print. This can be put
with your statement and receipts in lieu of
handwriting the business purpose and FOAP on each
receipt.
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Monthly Process

• Cycle ends on the 15th of each month
• Cardholders and Reconcilers have 4 business days
  to process approvals and complete FOAPAL
  reallocation, if not already completed
• On the 5th business day (normally at 9am on the
  22nd) charges are locked so that no further
  FOAPAL updates can be made
• Restore credit lines by signing off on
  transactions
• RECONCILERS need to complete approvals to satisfy
  audit trail
• Statements arrive 5 10 days and follow normal
  processing

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Purchasing Pointers

• IS IT ALLOWED BY YOUR FUNDING SOURCE?
• IS IT STOCKED IN A CAMPUS STOREROOM?
• IS IT A STATE CONTRACT ITEM? (If so,am I
  purchasing thru the contract source? If not, am
  I purchasing the best value item through the
  economical source reasonably available?)
• DOES IT VIOLATE ECU OR STATE POLICY? (Check
  the ECU Business Manual/Contact Materials Mgmt)
• HAVE I REQUESTED AN ITEMIZED RECEIPT?
• HAVE I KEPT A RECORD OF THIS TRANSACTION?
• YOUR CARD IS LIKE CASH - KEEP IT AND YOUR
  PAPERWORK SECURE

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Suggestions

• Keep a log
• Make a folder
• Be sure your Internet
• sites are secure (https or padlock locked)
• Mark your calendar
• Review your transactions
• Dont be scammed
• Keep the Purchasing Card Users Guide and
  Training Guide handy!
• Reconcilers need to attend Banner Training
• If unsure, ask!

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Resources

• Training Guide
• ECU ProCard Home Page
• http//www.ecu.edu/cs-admin/purchasing/pcard/ProCa
  rdHome.cfm
• WORKS online training
• Tools Reference Training
• Contact ProCard Staff for
• Questions
• Report lost or stolen cards
• Problems with your card
• Disputes
• Day-to-day operations

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REMEMBER

• What you can purchase has not changed - all State
  of NC purchasing rules and ECU purchasing
  policies still apply.
• ONLY the method of payment has changed.

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Steps to receive a ProCard

• Attend class / pass test
• Banner Org Security access to all orgs you will
  need to use
• Complete Application.
• Optional If you need to purchase air, bus or
  train fare, complete upgrade form.
• www.ecu.edu/purchasing (Click ProCard in
  left-hand column).
• Under ProCard Forms, application and upgrade
  are there.
• You will receive an email
• when your card has arrived and is ready for pick
  up.

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Processes Org Security

• Transactions can only be charged to ORGs the
  cardholder has access to. Banner Organization
  (Org) security is based on the cardholder, NOT
  the reconciler.
• If you do not have Org access to an Org you need
  to use, you need to let it stay on your default
  FOAP and change it by preparing a Banner
  Interdepartmental Transfer (IDT).
• We will divert charges to the cardholders
  default ORGN if you attempt to use an ORGN the
  cardholder does not have permission to in Banner

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Setting up your Banner Security
New employees, departmental transfers or those
that do not access PORT, GL or SSB will need to
complete this form.

• The Banner Security Request is found under the
  Tools tab on https//onestop.ecu.edu/onestop/
• Verify all employee information is correct. If
  incorrect, contact HR at 328-9891. Verify that
  supervisor information is correct and update if
  not.
• FOLLOW INSTRUCTIONS THAT WERE EMAILED TO YOU OR
  CONTACT THE PROCARD OFFICE FOR INSTRUCTIONS.

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YOU CAN CALL OR EMAIL US ANY TIME!
Questions? Comments? Look for new things to
come! Thank you for your support!
Saved on Materials Management Drive in Training
folder