CHANGE IN P-CARD DOCUMENTATION

WORKFLOWBrigham Young University

March 2010

Reason for Change

Prevent defalcations and abuses of P-card transactions by assuring:

Cardholders know all documentation will be reviewed.

Itemized receipts will be available for approver at time of PaymentNet approval.

All P-card documentation is readily available for query and reporting purposes in Business Objects to controllers, responsible and contact persons, the P-card Office and the Office of Compliance and Audit.

Details of Change

Interim step to a more fully integrated electronic document imaging, review and approval workflow process

Changes for Cardholder/Reviewer

Changes for Approver

Other Details of Change

Gift Cards

Changes for Cardholder/Reviewer

Print the P-card Transaction Detail Record from PaymentNet

Attach original itemized receipts to Transaction Detail Record using paper clip (no staples please) All documentation on 8½ X 11 paper and one-sided Tape (no staples please) small receipts to an 8½ X 11

sheet of paper

Submit all documentation to Approver: Can use blue “Purchasing Card/C.O.D. Check Receipt

Imaging” envelope and hand deliver to approver Can use normal Campus Interoffice envelope to send to

approver through campus mail Hand deliver documentation to approver

Changes for Approver

Approves transaction in PaymentNet after reviewing documentation

Approver signifies approval by signing or initialing Transaction Detail Record by approver check box

Submits all documentation, including corrected Transaction Detail Record (if applicable) in blue “Purchasing Card / C.O.D. Check Receipt Imaging” envelope to P-card Office

Richard White

Jim Wooten

Dallan Moody

Kevin Walker

B-56B ASB

328 SAB

497 WIDB

A-153 ASB

Other Details of Change

Change to take effect April 26, 2010 (All transactions posted to PaymentNet beginning April 26)

No changes to the review and approval deadlines – All transactions will still be required to be reviewed and approved by month-end

P-card Office will review original documents for compliance before they are imaged

Central Imaging will scan all documents before the next month-end

Reviewer

Approver

P-Card Office

Imaging

Gift Card Changes

Purchasing gift cards using a purchasing or travel card is prohibited

All gift cards will be controlled through a central location in Treasury Services

Additional documentation will be required for the disposition of all gift cards and to comply with IRS regulations

Gift Card Definition

Gift cards include prepaid cards, merchant gift cards, gift certificates, coupons, and any other cash equivalent.

Gift Card Use

Gift cards may be an appropriate payment in the following instances:

Research or survey participants

Approved university college or department faculty and employee recognition awards (see University Awards Policy)

Special recognition when approved by the unit dean or director; not to exceed $100 per occurrence.

Additional Changes on Gift Cards

Change will take effect at the same time as P-card changes, April 26, 2010

Treasury Services will maintain an inventory of campus gift cards and prepaid Visa gift cards in commonly used denominations

Purchasing gift cards using other university procurement tools (i.e. Fast Track, purchase requisitions, department cards, etc.) is also prohibited

Gift cards are issued only for immediate needs (if not used within specified time period, they are returned to Treasury Services)

Questions