Procurement Services

Purchasing Card Training

Your Purchasing Card Team: Kimberley Reardon, Dian Smith, and Starkey McGowan

Beach Ball Game 2

Purpose: Allows for purchasing of goods and services both online and in store up to $2500 ($5000 to come)

Remember! The P-Card is STATE PROPERTY

Our goal is to help you access your funds while keeping you in compliance with the State.

WHY HAVE A PURCHASING CARD 3

Here are some ways to protect yourself when audited

Ensure receipt of goods to a campus location

Receipts for non-uShopcatalog purchases are to be uploaded to WORKS– they should be itemized and legible

You are the only personauthorized to make purchases on your card.

Giving your card or number to someone else is a compliance violation.

YOUR RESPONSIBILIES 4

KEEP YOUR PURCHASING CARD SEPARATE FROM YOUR PERSONAL CARDS Report Accidental Purchase

Immediately!

02.300 Reporting and Investigating Misuse or Theft of University Property –must report within 72 hours

For all changes please complete the Purchasing Card Maintenance form to change information such as, Name, Department, Email, Add or Remove Funds, Add or Remove an Approver or to cancel PCard.

Changes will not occur automatically, you must submit a form.

Card Maintenance 5

Before PURCHASING

• Make purchases in person, by phone or web – DO NOT FAX

• You must ship to a university address!

• It is the Cardholder’s responsibility to ensure that the purchases and services are made from legitimate vendors, not individuals.

• Ensure receipt of goods

• Make sure the cashier knows the transaction should be tax exempt!

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Shipping and Billing InformationFor your shipping address, provide your name, department/building, room number, and street address.

ExampleJane DoePurchasing Services731 Sawtooth DriveRoom 100Wilmington, NC 28403

Your billing address will always be 601 S. College and your campus box number, unless you are located at CMS, which would be 5600 Marvin K. Moss Lane, or DC Virgo at 813 Nixon St.

ExampleJane Doe601 S. College RoadCampus Box 5615Wilmington, NC 28403

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NEVER USE AN OFF-CAMPUS ADDRESS!!!

LIMITES AND RESTRICTIONSNO MORE THAN $2500 ($5000 to come) PER SINGLE TRANSACTIONNO SPLIT TRANSACTIONS

Do not split a transaction to circumvent your single transaction limit! This is a critical violation of State Purchasing Policy.

Contact us. We can help you make that purchase by finding another way

MCC (Merchant Category Code)

- Codes are used to block certain types of purchases BUT NOT ALL

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IF YOU USE A DEBARRED VENDOR YOU WILL BE HELD PERSONALLY RESPONSIBLE FOR REIMBURSING THE

UNIVERSITY

Do Not Use A Debarred Vendor 9

Do Not Pay Tax 10

As a state agency, the University is exempt from North Carolina sales and use tax for qualifying direct purchases.

The Tax Exempt Form is located on the Tax Compliance website.

Avoid a Conflict of Interest 12

You may not purchase from an individual, especially a family member

Avoid the “appearance” of a conflict of interest.

You may not purchase from an employee of the university.

( Ex. Books written by the Director, Dean, Chair, etc.)

• Personal purchases

• Gifts / Gift cards

• Food without a business purpose

• Travel, or anything related to travel

• Registrations or Memberships

• Logo or Trademark Items

• Off Campus Dining

• Tablets/Computers and Software

• Cell Phones

• Apps and Cloud Services

• Postal Services (USPS) on campus

• For a complete listing, refer to the Purchasing Card Guidelines.

13NOT ALLOWED

*Want a SIMPLE Way to avoid 90% of the common mistakes?

ASK YOURSELF DOES THIS PURCHASE HAVE A BUSINESS PURPOSE?

It may be necessary to pay a vendor via PayPal. Using third party payment system is acceptable if the company is a legitimate vendor – not an individual. Be careful of Conflicts of Interest!

14Third Party Payment System

FOODSYou MAY NOT use your purchasing card in a restaurant to dine in

under any circumstances!

Prepared foods under $100 brought to campus (not off!) and with a business purpose are allowed on the P-Card with non-general funds!

*This includes deliveries, drive-throughs

Catering Policy:You must give Aramark First Right of Refusal for any catering on campus over $100. You must submit ARA’s written approval with your receipt in WORKS – no exceptions.

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FOODSYES/Approved Use with non-general funds on campus: Under $100 with a business purpose The business purpose MUST be documented!!!

Infrequent organized meetings on campus where business must be discussed during a meal period

Student Functions such as athletics’ non-travel team meals, housing RA meetings, etc.

Holiday office/division parties are an exception to the rules!

NO/Not approved Use with any funds:

Food while in Travel status

Birthday Parties

Business Entertainment /Off Campus Dining

Food/catering with no business purpose

** Pizza for student groups is not subject to the $100 limit

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ASK YOURSELF• WILL THIS BE CONSUMED

ON CAMPUS?

• DOES IT HAVE A BUSINESS PURPOSE?

Food is tricky, here are some ways to avoid making a mistake

You may use your P-Card at Sam’s and Costco with a UNCW Business Membership, the membership must be paid via check request.

The membership applications are available in Purchasing Services for those who wish to apply. Dian Smith will submit a check request for the membership.

Make sure all purchases are Tax-exempt

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14Mystery BoxRules:

1. Draw a ticket from the box

2. Answer if the item is ALLOWED or NOT ALLOWED on the P-Card

3. If you get it wrong: please pick another ticket

After PURCHASING

•Receipts for non-uShop catalog purchases are to be uploaded to WORKS– they should be itemized and legible

•After uploading receipt to WORKS, receipt MUST be signed off by the Cardholder/Reconciler and the Budget Authority for each transaction: 2 Sign-offs are required on each transaction by the deadline.

•Use proper fund and account (ACT 105)

•Resolve disputes

•Handle returns

Contact Purchasing for assistance. Our Purchasing Specialists are here to help you!

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I s th i s a good receipt?17

ATTENTION:

1st PERSON THAT TELLS ME

1.WHAT ITEMS WERE PURCHASED

2.HOW MANY ITEMS WERE BOUGHT

WINS $100 IN CASH!

GO!

Acceptable Receipt 18Item Description, Price, Qty, vendor name, date

Vendor / Manufacturer Rebates:

Policy:

All rebates must be returned to the university to be deposited back into the fund used to make the original purchase.

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PAY ATTENTION TO THE MATERIALS!!!

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Compliance Transactions are audited over

and over again.

Cardholder is alwaysresponsible!!

Remember, every transaction is a public record to be viewed by anyone and everyone.

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Compliance Policy Inappropriate use of card (letting someone other than the cardholder use the p-card, required

by Check Request or uShop)

Shipping to an off-campus location

Inappropriate use of fund or account

Inappropriate purchase - Refer to PCard Guidelines at the link below http://www.uncw.edu/purchasing/documents/PCardGuidelines.pdf

Purchasing from a Debarred vendor

Split Transactions (splitting a transaction to avoid the single transaction limit)

Inadequate receipts

Non-Imaging of receipts in WORKS

Not reconciling in WORKS

Failure to sign off on transactions in WORKS (reconcilers and approvers)

Failure to respond to Compliance Violation Notification if action is required

Failure to comply with State Contract (without acceptable explanation)

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1st offense: WARNING Caution letter to the cardholder stating what the minor infraction is and what action is needed to resolve the infraction.

2nd offense: CRITICAL WARNING Warning letter to the cardholder and reconciler stating what the minor infraction is and what action is needed to resolve the infraction.

3rd offense: LAST WARNING Final warning to the cardholder, reconciler and budget authority/approver stating what the minor infraction is and what action is needed to resolve the infraction.

4th offense: CARD REVOKED Card is revoked for six (6) months. After six (6) months a request may be made to reinstate the card, and the cardholder must attend the Purchasing Cardholder Training Class, PUR 202, before the card is reinstated.

Critical Infraction (Immediate Revocation)Split Transaction – Automatic 4th offenseShipping to an Off-Campus LocationIntentional personal useIf a personal purchase is intentionally made, a theft of state property has occurred. The card will be immediately revoked, Division head and University Police will be notified, and appropriate disciplinary action will be taken. Cardholder is not eligible for future p-card use.

Violation Procedures23

Billing cycle is from the 10th of a month thru the 9th of the next (e.g., March Statement: February 10th – March 9th )

Use WORKS to reconcile FUNDS anytime during the cycle and upload your receipts

WORKS is fed to Banner weekly and at the end of each cycle. (refer to PCard Feed Schedule on PCard webpage)

24Reconciliation

Reconciliation for WORKS The account code and fund entered in uShop will not

automatically transfer into WORKS. These two systems do not “talk” to each other. This creates inconsistencies!

Purchases placed via uShop on the PCard will require reconciliation of account code and fund in WORKS. The transaction will automatically default to your setting in WORKS, not what was used in uShop.

Conclusion: You MUST change the account code and fund in works to match the account code and fund used in Ushop.

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26uShop Ordering by Purchasing Card

Certain uShop catalogs default to the purchasing card at checkout (Final Review). Be sure to add your new card in uShop.

P-Card requisitions do not require approval from a Budget Authority in uShop, only in WORKS

P-Card purchase orders will start with the letters “CC” and will not post nor encumber funds in Banner

P-Card purchase orders will not require receiving in uShop nor receipt imaging in WORKS

You will be responsible for making additions and changes to your card numbers, expiration dates, removal of deleted cards, etc. as needed

Be sure to avoid using your uncw email address to set up a personal account on Amazon

TAKE-AWAYS!!!• You must ship to a university address• You are the only person authorized to make purchases on your card.• Any unintentional personal purchase must be reported immediately• No Split Transactions• No Gifts or Gift cards• No Tax• No Logo or Trademark Items• No Registrations or Memberships• No off Campus Dining (Allowed to bring food back to campus UNDER

$100 with non-general funds for infrequent business meetings)• No Travel, or anything related to travel including baggage or fuel• Receipts must be itemized• Reconciliation must be done by deadline• Communicate!!

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Any Questions 28

BANK OF AMERICA WORKSTraining

TURN ON YOUR COMPUTERS FOR WORKS TRAINING

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30Managing Cards in the User Profile

• GO TO “VIEW MY PROFILE”• DEFAULT USER SETTINGS – PAYMENT OPTIONS• CLICK ON THE CARD NAME – TO MAKE EDITS TO THE

CARD NAME, NUMBER, EXPIRATION DATE OR TO CHANGE THE DEFAULT CARD

• MAKE YOUR CHANGES THEN CLICK “SAVE”

31Non-Catalog Ordering from Staples P-Card cannot be used on

Staples non-catalog orders At checkout for non-

catalog Staples orders, users with a P-Cards will have to “Un-assign” the card Click edit by the Cardholder Name

In the open window, click “Un-assign” **Do Not Remove your PCard**

Contact Jody Leber, the uShop Administrator if you have any questions.

Any Questions?

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