Payment Card Training Angelina Linnett Plan Administrator Shawna - PowerPoint PPT Presentation

Payment Card Training Angelina Linnett Plan Administrator Shawna Soliz Plan Administrator US Bank 1.800.344.5696

Payment Card Training : Overview What is a P-Card? How to Use Your Card Maintaining Your Card Protecting Your Card Online Demonstration

Payment Card Training : What is A P-Card? o An efficient, cost effective purchasing tool o Purchases under the small cost limit ($3,500) o Use in accordance with financial purchasing policies Obtaining a Purchasing Card Division Complete Sign Employee Attend Training Obtain Card Approval Application Agreement

Payment Card Training : Using the Card Purchases Under the Small Cost Limit: Internet In-Store Mail Telephone Fax Orders *At the time of purchase OR upon receipt of an original invoice DO NOT: o Bypass appropriate purchasing or payment procedures o Allow anyone else to use your card o Learn Bad Habits!

Payment Card Training : Examples of Purchases Public Utility Charges Misc. Maintenance Requirements REMINDER! Office Supplies, Computer Supplies, Software Items must be less than the small cost limit Airfare, Rental Cars, Hotel Rooms, Registrations (Policy 7021) Subscriptions, Memberships, Books, Tapes, DVDS Meals * Requires Authorization Form -Be sure to use Countywide Contracts when possible-

Payment Card Training : DON’T Use Your Card For… Items over small cost limit (don’t split orders!) Anything considered inappropriate use of County funds Internet auctions (must be approved) Personal use Cash advances or cash back Gift cards-unless for clients/customers Sales Tax

Payment Card Training : Limits & Restrictions Basic $10,000 monthly credit limit $3,500 per transaction limit (policy 7021) Supervisor/Fiscal Manager/Director may request higher monthly credit limit Merchant Category Codes (MCC )

Payment Card Training : Maintaining Your Card Detailed receipts (signed) Record all transactions on log Log should match monthly statement & receipts (reconcile) Keep all documentation for (4) four years: statements, logs, receipts

Payment Card Training : Maintaining Your Card No Further Action Reconcile Required with Monthly Approver Statement Gives ransaction to Approval Approver Verify Transaction/ ReDistribute Upload Transaction Documentation Transaction (Cardholder Posts to or Fiscal Account Manager)  Once a transaction loads to Pcard Place in MyFin it can be verified and reallocated  Approval does NOT affect payment-vendors are paid regardless.  If transactions are not verified/approved on time, a paper log with signatures MUST be submitted.  If transactions are not distributed in Pcard Place, Fiscal staff will need to do a journal entry to move the expense. DON’T BE THE CAUSE OF ADDITIONAL WORK!

Payment Card Training : Maintaining Your Card Billing Cycle o Closes on the 22 nd day of each month (unless weekend or holiday). o Reallocations AND approvals must occur within 8 (eight) calendar days . o Pcard Place uploads transactions posted two business days prior = Reconciliation Dates are pushed out two business days REMINDER! If you do not verify your transactions on time you MUST turn in a paper log with signatures.

Payment Card Training : Disputed/Fraudulent Charges Incorrect Transactions : Attempt to resolve with the vendor first. Create form in Pcard Place within 60 days from the transaction date , if not resolved Fraudulent Charges- Report to US Bank IMMEDIATELY! Fraud Number = 1-800-523-9078 Notify Plan Administrator of fraudulent charges as soon as possible.

Payment Card Training : Lost or Stolen Card Protect your card! Contact US Bank IMMEDIATELY! Store the phone number for US Bank where you can retrieve it quickly Notify your supervisor Notify Plan Administrator

Payment Card Training : Audit Random #1 Audit Finding: Audit Receipts! Receipts - Logs Invoices - Documentation Meal Reimbursement Forms

Payment Card Training : Discipline Disciplinary Action Termination Rescinding the Card

Payment Card Training : Terminate/Transfer T ermination = Turn in your card Transfer = Does new division want you to have a card? Fiscal Manager is responsible to notify Plan Administrator

PAYMENT CARD QUESTIONS & SUPPORT Angelina Linnett Plan Administrator 385.468.0303 alinnett@slco.org Shawna Soliz US Bank Customer Plan Administrator Service 385.468.0300 1.800.344.5696 ssoliz@slco.org