FAMU PCard Training PRESENTED BY Procurement Services Pcard Compliance Florida Agricultural and Mechanical University
FAMU Pcard Training HELLO Procurement Card Holders
Overview of Pcard Program PAST, PRESENT, FUTURE • The Pcard was created to streamline the purchasing process, improve reporting and reduce cost of making small dollar purchases. • Benefits – Lowers the overall processing cost per transaction – Allows accountability – Quicker delivery of goods or services
Overview of Pcard Program PAST • Audit Findings – Late Receipts given to Reconciler – Late Reconciliation to Controller – No or insufficient business purpose – Clothing purchases for FAMU Queen and her Court – Supervisor not signing reconciliation forms
Overview of Pcard Program PRESENT • Presently, there are 141 active PCards • An annual spend of $2,424,345 – 11,498 total transactions – $243.00 Average spending • High volume transactions – Car Rental, Fuel, Hotels, Airfare and Scientific supplies Source: Pcard Compliance Section of Procurement Services as of date
Overview of Pcard Program Present Pcard Corrective Actions Taken: • Modified the following dates – reconciliation due to reconciler from (3) to (7) days – reports to Pcard Compliance (Procurement Services) from (10) to (15) days of the statement closing date • Prohibited the use of Pcard for clothing items • Modified the reconciliation form to include supervisor’s signature • Stressed the importance of adding business purpose • Established email account to receive Pcard receipts & reconciliation forms • Combined Pcard and Travel Training – holding monthly training sessions • Moved Pcard Reconciliation from Controller to Procurement Services
Overview of Pcard Program Future • Implementation of the Pcard Modular – Faster reconciliation and encumbrance of funds • Continue to enforce BOT Policies for non compliance • Training: Initial Training, Refresher Sessions and One-On-One Training Reviews
Bricks and Mortar for PCards BANK OF AMERICA (BOA) WORKS PROGRAM – BENEFITS OF WORKS • Monthly Bank Statements downloaded directly from BOA site • Transactions can be viewed daily – pending charges • Card Replacement - Personalized Pins – BANK STATEMENTS • Hard copy of bank statement sent by U.S. Mail
FAMU’S PCARD – New Look
Bricks and Mortar for PCards HOW TO USE BOA WORKS APPLICATION
Bricks and Mortar of PCards PCARD ALLOWABLES : • Purchases of goods, services and travel to support or perform FAMU business. If you are in doubt about a potential purchase, contact your department fiscal staff, the FAMU PCard Administrator, or your Purchasing Agent. • Have the FAMU tax exempt number available. A tax exemption card is provided during the initial PCard training. The tax exemption certificate is available on the Office of University Controller’s website.
Bricks and Mortar of PCards PCARD DISALLOWABLES : • Personal Expenses: Are purchases that are NOT made on behalf of the University or for use by the University. • Appliances for your office (i.e., pictures, coffee pots, heaters, etc.) • Hazardous Materials • Cash Advances or Cash • Cash for returned merchandise • Recurring Payments • Food • Gifts
Bricks and Mortar of PCards PCARD DISALLOWABLES CONT’D • Gifts, Gift Cards (Flowers, Cards, Clothing) • Alcohol • Cardholder shall not split the cost of one single item (whether goods, supplies or services) into multiple payments in order to circumvent the purchasing dollar threshold. • Gasoline for personal vehicles • Hotel gift shop or beauty shop • Hotel/Motel Movies, room service • Cell phones services
Bricks and Mortar of PCards PCARD DISALLOWABLES CONT’D • Employees who require additional spending limits should contact their supervisor or Purchasing Card Administrator (PCA) to discuss their need. Upon approval by the employee’s supervisor, a memo outlining the additional limits with proper justification should be forwarded to the FAMU PCA for approval. • Cardholder Misuse: Failure to comply with the Pcard Policy procedures three times within the fiscal year will result in suspension or termination of your Pcard.
Current Reporting Issues Identified – Incomplete purchasing card reconciliation form – transactions not reported as shown on banking statement or reported in wrong banking cycle. – Missing itemized Receipts for Debits & Credits – Receipts NOT matching banking statement or listed on Reconciliation Report – Missing Verifier, Cardholder and Approving Supervisor’s Signatures – Missing or Insufficient Business purpose/Benefit to the State – Sales taxes charged - Fail to use University’s tax certificate. – Itemized receipt required for expenses (i.e., hotel, registrations, etc.) – Incidentals included on hotel receipts – personal charges – Individual memberships – not related to official university business – Card Holder does not respond to letters of inquiry sent from Pcard Compliance – Fail to provide supporting documentation
Current Reporting Issues Identified Reporting Issues Cont’d – Missing APPROVED Travel Authorization: TAR, Complimentary Travel, Paper TAR – Written justification required for upgrades (vehicle, airfare, etc.) – Missing Toll Receipts – Non-use of State Contract (Enterprise/National-FL005504) for Vehicle Rental/Leasing - requires written explanation. – Valet Parking (vs Self Parking) – requires written explanation. – Missing Chartfield Information (Fund code, Dept. ID, Program Code, Proj#) on Recon Report. – Missed Reconciliation report submission DEADLINE (25 th monthly) – Reports not submitted. – Documents scanned are unreadable.
Reconciliation Report Florida A& M University Procurement Services - Pcard Compliance Section Purchasing Card Reconciliation for: July 11, - August 10, 2016 Dept# Acct# Fund# Program Code# Project# Vendor Name Payment Amount Travel Authorization# Approximate Date on Detailed Description or (-Credit) Benefit to State/Business Purpose Date of Purchase (Paper TAR or Comp) (as listed on bank statement) Statement Attending VELCRO 2016 Conference – Serving as Presenter for School and an Interactive Panel participant - increasing 05/11/16 12345 Delta Airlines Flight/VELCRO Annual Conf. 759.00 05/17/16 123456 203 51001234 knowledge base for using new educational tools. 05/16/16 12345 Delta Airlines Baggage Claim 25.00 05/17/16 123456 203 51001234 Baggage Fee for VELCRO Conference Trip Taxi from Airport to Marriott Hotel – Attending 05/16/16 12345 Uber Velcro Conference 2017 33.06 05/17/16 123456 203 51001234 Attending VELCRO 2016 Conference as a Presenter and Attendee Hotel Accommodations for (3) Nights – Host 05/19/16 12345 Marriott Hotel CHI Hotel 179.06 05/17/16 123456 203 51001234 Attending VELCRO 2016 Conference as a Presenter and Attendee 05/19/16 12345 Uber Taxi from Hotel to Airport 33.06 05/17/16 123456 203 51001234 Attending VELCRO 2016 Conference as a Presenter and Attendee 05/19/16 12345 Delta Airlines Baggage Claim 25.00 05/17/16 123456 203 51001234 Baggage Fee for VELCRO Conference Trip 06/08/16 COMP AHEAD Early Bird Registration for 2018 AHEAD Conf. 250.00 05/18/16 654321 101 61 Gaining knowledge to assist in administering new program called "Families in Crisis." 06/01/16 Paper TAR SUS - Florida State Registration to 2017 State University Systems 150.00 06/07/16 654321 101 61 Mandatory participation for SUS Analytical Reporting member in IT; Prescription Safety Goggles for Laboratory use 06/03/16 N/A Optisave by Student Assistant. 235.00 06/01/16 654321 101 61 Prescription safety goggles for Chemistry, Graduate Students Laboratory Refund for Hotel Accommodations for 05/18/16 23451 Sheraton @ Four Points Professor Doalot (179.06) 05/19/16 123456 203 51001234 Credit - Refund cancelled hotel accommodations for attendance at 2017 SAVALOT Annual Conference TOTAL 1,430.18 Reconciler's Printed Name: Mary Jane Doe Reconciler's Signature: Date: Cardholder's Printed Name: Dr. Amos Andy Cardholder's Signature: Date: Supervisor's Printed Name: Dr. Marilyn Monroe Cardholder's Supervisor: Date: All receipts with explanation and item description of purchase are due to the Reconciler within seven (7) calendar days of the transaction. Your scanned Reconciliation Package is due to Pcardcompliancedocs@famu.edu within 15 calendar days of the statement close date - by the 25th. rev Aug 2016
Reconciliation Report Reconciling • Reconciliation Reports are due in Procurement Services – 15 days (25 th ) from banking statement close date (10 th ) of month. • Receipts must be attached with report or a Replacement Receipt provided for lost receipt(s). • Provide additional information for disputes or credits being sought • Verify accuracy of Chartfield Information submitted for each transaction – Also, check budget for available fund balance.
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