Banner Procurement Card (P card) Program. Banner Procurement Card (P Card) Module. For Campus Distribution. Purchasing cd

Transcription

1 Business Services Business Services Prcedure Statement Banner Prcurement Card (P Card) Mdule Fr Campus Distributin Prcedure Number Purchasing cd Department Last Update 6/3/2014 Business Services Purchasing Related Institutinal Plicy # (s) OUS Fiscal Plicy Manual Purchasing Prcurement Card div/fpm/prc Apprved By Date Apprved 6/3/2014 Internal Use nly, r fr Campus Distributin Date Psted t Business Services Website 6/3/2014 SOU Prcurement Card Plicy: Directr f Business Services Campus Distributin FAD.034 Purpse Prvide SOU campus departments with infrmatin relating t acquiring, and managing, departmental Prcurement Cards t aid in the acquisitin f gd frm vendrs. Page 1 f 18

2 Table f Cntents Page 1. Acquiring a Prcurement Card (P Card), r Changing Persnnel Respnsibilities 3 2. Data Dictinary 4 3. Intrductin t Transactin Prcessing: Flw Chart f Prcess 6 4. Purchase Card Query Frm (FAICARD) 7 Search fr Card Number Optin t find Purchase Transactin Histry 5. Banner P Card Reprts 9 FWRUDST = Undistributed Transactins FWRCOMP = Cmpleted Transactins FWRPLOG = Purchasing Lg 6. U.S. Bank Mnthly Statement Cut ff Dates SOU Plicies & Prcedures 13 General Plicies & Prcedures Accunt Cdes t Use and Avid Cancel a Card 8. Lst r Stlen cards, r Suspected Fraud: What t d, and Wh t ntify Auditing Sanctins fr Misuse f Prcurement cards. 18 Page 2 f 18

3 Acquiring a New Card, r Updating Respnsibilities n Existing Cards Visit the Business Services Purchasing Website lcated at: Fill ut the Applicatin & Agreement Frm, identifying the type f actin, and wh will be fulfilling the rles f: Card Hlder (frmerly: Budget Authrity) Card Custdian Card Users Accunt and Business Managers will be assigned frm the Service Center. Fr New Card requests, leave the Card# Blank. Signature will be the Card Hlder (CH), r the CH s Supervisr if the actin invlves a change r appintment f the CH themselves. Submit the frm t the Service Center, and have everyne wh will be cnnected t the card g ut and cmplete the OUS Prcurement Card Test, lcated at: The Service Center will ntify the department when the new card is available, r when the ther changes are in place. Page 3 f 18

4 Divisin/Department Rles Data Dictinary Card Hlder Title Jb Respnsibilities ( Budget Authrity ) Card Custdian Card Users Service Center Rles Persn with the verall versight, and budget respnsibility, fr all transactins psting t the P cards under their cntrl. Persn wh maintains security f the P-Card in the department. Individuals wh have been cleared and authrized t have access t use the card t make purchases (Temprary Emplyees & Students may nt be a Card User). 1. Requesting and authrizing the use f P cards fr the department. 2. Appints the Card Custdian fr the department cards. 3. Respnsible fr reviewing all charges against department cards. 1. Physical safekeeping f department P cards. 2. Ensure all P card Users have passed the OUS P card Test. 3. Prvide card access t nly authrized card Users. 4. Maintains Activity Lg Frm. 5. Cllect and frward receipts dcumenting purchases with Index and Activity Cdes t Accunt Manager. 1. Passing any required training n use f P cards. 2. Safeguarding P cards in their pssessin (nt releasing the card t any unauthrized individuals). 3. Returning P card, and receipts, t the Card Custdian in a timely manner. Title Jb Respnsibilities Prgram Administratr (Business Services) Accunt Manager Business Managers Card Custdian Persn wh prvides and maintains versight f card activity. Persn wh mnitrs the department P Card usage, cllects receipts, and ensures transactins are psted t Banner Index Cdes in a timely fashin. Prvides backup fr the Accunt Manager. Service Center will maintain sme P-cards available fr checkut by valid Card Users in the departments. 1. Develp and maintain a cmprehensive prgram plicy. 2. Establish institutinal training prgrams. 3. Set up new P cards fr departments. 4. Suspend r Terminate P cards as needed. 5. Wrk with U.S. Bank regarding card issues. 6. Audit cards t ensure cmpliance with OUS and SOU plicies and prcedures. 1. Mnitr card transactins fr apprpriate use. 2. Mnitr card activity fr suspected fraud. 3. Verifies Index and Activity Cdes t be assigned t the purchase. 4. Apprves purchase fr psting t Index and Activity Cdes. 5. Maintain cmprehensive listing f persnnel assciate with each card. 6. Ensure all individuals have cmpleted all required training (OUS & SOU) Same as Accunt Manager 1. Physical safekeeping f department P cards. 2. Ensure all P card Card Users have passed the OUS P card Test. 3. Prvide card access t nly authrized Card Users. 4. Maintains Activity Lg Frm. 5. Cllect and frward receipts dcumenting purchases with Index and Activity Cdes t Accunt Manager. Page 4 f 18

5 Frms: Data Dictinary Purchase Card Transactin Maintenance (FAAINVT): View and update transactins fr psting Banner Index Cdes. Purchase Card Query (FAICARD): Review system defaults (i.e.: Index Cdes, Accunt Managers, etc.). Reprts: Undistributed Transactins (FWRUDST): View and update transactins fr psting. Cmpleted Transactins (FWRCOMP): List f cmpleted transactins fed t pst t index cdes. Prcurement Card Purchasing Lg (FWRPLOG): Creates a Lg f transactins fr sign ff by the Card Hlder. Definitins: Backdating The perid fr backdating is the first 3 business days f every mnth. Transactin taking place in the previus mnth can be backdated after the new mnth begins. The Accunt Manager will change the Feed date in FAAINVT t the last day f the previus mnth (Example: It s May 2 nd and purchase was made in April, the feed date can be changed t April 31 st ). Billing Perid The billing perid will start n the 26 th and end n the 25 th f the next mnth. Due t weekends and hlidays, these dates may change. T view the actual billing statement dates g t the Business Services P Card Website. Card Descriptr The name attached t the card. Cmmdity The prduct r gds purchased. Date = Banner Transactin Date The date a transactin is fed int Banner and psts t the finance ledger as an expense (Nt data enterable). Date = Bank Pst Date The date the transactins pst at the Bank (Nt data enterable). Date = Invice Date The actual Purchase Date, als may be referred t as the Bank Transactin Date (Nt data enterable). Date = Feed Date The date the transactin will feed t the Banner finance ledgers as an expense. This date can be changed t pst the transactin t the apprpriate accunting perid. This will nly happen if the transactin has a cmmdity descriptin and the accunt cde is NOT still shwing as Date = Payment Due Date The date the Invice payment is due and is based n the date entered in FAAINVT (r same as the Feed date) which is determined n the date the item gds were purchased and received (Nt data enterable). Default Expense Accunt Accunt Cde The cde initially attaches t all purchases cming in frm the Bank. Recnciliatin The Accunt Manager s cre respnsibility. Activity Lg is maintained, receipts match the Lg, receiving dcument matches the receipt, Card Hlder signs ff, Cmmdity detail is inserted, Accunt is cleared via FAAINVT, maintain recnciled recrds, and reprts fraudulent purchase activity. Respnsible Organizatin The department that is respnsible fr the purchasing f cmmdities. Z Dcument is a transactin number generated by Banner fr each Cmpleted Transactin (FED). Page 5 f 18

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7 Viewing Card Infrmatin (FAICARD) (Infrmatinal Only) The Purchase Card Query Frm prvides the ability t view the default infrmatin assciated with anyne f yur cards. Initially, the frm will be blank. A query can be perfrmed n any field within the frm, by using the % as a wildcard t shrten yur search results. Initially, the frm will be Blank. Perfrming a query Cardhlder Name field, using %Steve% will prvide the fllwing result... Features: Based n yur query, mre than ne card can be returned. Use the t view multiple card recrds. Card Accunt Number: All but the last 6 digits are masked with numbers that d nt relate t the actual card number. Accunt Mgr and Business Mgr will be Service Center staff assigned t that department. Card Descriptr = Name n the card. Prvides the department s with the ability t separately identify mre than ne card, if yu have multiple cards within the department. Index cde: Is the default that will be tied t transactins. This can be changed befre psting transactins, but t save wrk use the index that will apply t the majrity f the transactins assciate with this card. Respnsible Organizatin = The Department respnsible fr the card. Can nly enter a numerical value here. T perfrm a query t acquire yur department s highest Organizatin Cde, see the next page. Page 7 f 18

8 Viewing Card Infrmatin (FAICARD) Finding yur Respnsible Organizatin Cde The Respnsible Organizatin cde is yur department s highest level rganizatin cde assciated with yur department. Several ways t lcate yur cde: 1) Run the Organizatin Hierarchy Reprt (FWRORGH), and lcate yur department within that reprt, example fr Business Services: REPORT FWRORGH 8.0.A CHART: F PAGE: 1 ORGANIZATION Student Services Operatins Bus Svc: Special Cllectins DESCRIPTION Business Services Directr f Business Services Directr f Business Services Departmental Services Operatins Bus Svc: Lan Operatins Assc Dir Bus Serv/Bursar-Student Bus Svc: Bus Svc: Student Billing Purchasing/Trave Printing and Cpy Services Payrll SOUTHERN OREGON UNIVERSITY Organizatin Hierarchy Reprt AS OF 02-JUL-2013 Nte: This is abut a 12 page reprt if printed ut fr the university. It can be run n smaller units by specifying a lwer rg cde parameters. Respnsible Organizatin Cde Highest Level Cde in Department 2) G t the Organizatin Cde Validatin Frm (FTVORGN), and perfrm a query n yur department name (example: %Bus%Serv% ) Page 8 f 18

9 Banner Reprts Sample: Undistributed Transactins Reprt Benefit: Can have a value particularly if a department has a large number f transactins n their cards. Allws yu t see all f them withut having t cycle thrugh them individually within the FAAINVT frm. If yu dn t have that many transactins, yu may just want t skip this reprt, and prceed directly t FAAINVT t view the transactins. FWRUDST 8.4.D SOU - CHPS Prductin Data PCard Undistributed Transactins Index Fund Purchase Date Bank Pst Date Vendr Name Amunt Card: Public Affairs (Name f Card Hlder here) Business Manager: De, Jhn Accunt Manager: De, Jhn PUBAFF DEC DEC-2011 THE NEWS REVIEW CIRC Ttal fr card : ============== T run the reprt: Enter the Card Number in the Parameter field (Nte: This des accept a wildcard character use the % sign t simplify the query (example: %2233% will generate a reprt similar t the ne abve). Select a printer. Enter Database if yu just wish t view the results withut printing the reprt Page 9 f 18

10 Banner Reprts Sample: Cmpleted Transactin Reprt Benefit: T view histrical infrmatin ver a perid f time. FWRCOMP 8.4.C CO - CHPS Prductin Data PCard Cmpleted Transactins Index Fund Accunt Banner Invice N. Banner Transactin Date Vendr Name Cmmdity Descriptin Amunt Card: Public Affairs (Name f Card Hlder here) Business Manager: De, Jhn Accunt Manager: De, Jhn PUBAFF Z JUN-2013 ABC Cmpany Office Supplies PUBAFF Z JUN-2013 XYZ Cmpany Cnference Fee: Tim Jnes Ttal fr card : ============== T run the reprt: Enter T/Frm dates. Enter the Card Number (Nte: This des accept a wildcard character use the % sign t simplify the query (example, %2233% will generate a reprt similar t the ne abve). Page 10 f 18

11 Banner Reprts Sample: Prcurement Card Purchasing Lg Benefit: T prvide a summary f purchase ver a specified time perid, and t acquire signatures f Card Hlder and Accunt Manager. Departments are required t get the Card Hlder (Budget Authrity) signature shwing this persn has reviewed the transactins. SOU will still be receiving the mnth card statements frm U.S. Bank. S departments dn t have t print ut this reprt fr signature, if they are having the Card Hld sign ff n the Bank Statement. Signature n either dcument will be acceptable fr Audit purpses. FWRPLOG Suthern Oregn University Prcurement Card Purchasing Lg - Card Number (last 6 digits): Card Expiratin Date: 30-SEP JUN-2013 t 30-JUN-2013 Card Index: PUBAFF Department: Public Affairs Bank Tran Banner Tran Vendr Name Banner Item Descriptin Index Accunt Accunt Title Transactin Date Date Invice N. Cde Cde Amunt MAY JUN-13 Office Max Z Office Supplies PUBAFF Office & Admin Supplies JUN JUN-13 ABC Cmpany Z Office Supplies PUBAFF Office & Admin Supplies JUN JUN-13 XYZ Cmpany Z Cnference Fee Tim Jnes PUBAFF Cnference Registratin Fees Card Custdian Budget Authrity P-C ard Prgram Mgr Printed Name Signature Date Printed Name Signature Date Nt Required Printed Name Signature Date Reference t Card Custdian and Budget Authrity are in the prcess f being updated t the new reference titles. By signing this dcument, all parties certify that the mnthly statement has been recnciled and that all purchases were authrized and made in accrdance with the applicable prcedures and the SOU Purchasing Plicy. T run the reprt: Enter T/Frm dates. Enter the Card Number (Nte: This des accept a wildcard character use the % sign t simplify the query (example, %2233% will generate a reprt similar t the ne abve). Page 11 f 18

12 P Card Statement Cutff Dates U.S. Bank Statement cutff dates typically have fallen n the 15 th the mnth (extended t the next wrking day if the 15 th falls n a weekend r hlidays). This will be cnverted t the 25 th f the mnth (extended t the next wrking day if the 25 th falls n a weekend r hlidays), t be line with OUS and ther campus statement dates. Transactins made after the statement cutff date will be laded int the P card mdule (FAAINVT) after the clse f the Accunting Perid fr that particular mnth (the Accunting Perids are clsed by the end f the 5 th wrking day f the fllwing mnth). Updates n the bank statement cutff dates will be psted n the Business Services Purchasing website ( Page 12 f 18

13 SOU Departmental P Card Usage Plicy The SOU Prcurement Card Plicy is lcated ut n the SOU University Plicy website: Plicies fr Prcurement Card (P Card) FAD.034 Purchasing Card OUS and SOU have cntracted with US Bank t prvide Departmental VISA credit cards, als referred t as Purchasing Cards (P Card). The cards are t be used t purchase, r prcure, specific types f gds and services fr the University which will result in significant efficiencies and cnvenience. The Purchasing Card is different than the Travel (Crprate) Card used fr emplyee travel expenses. Card Issuance: A Card Hlder (Budget Authrity) requests a new purchasing card using the P Card Applicatin and Agreement frm. At this time, a Card Custdian and card Users are identified, and agree t the terms f using the card. Business Services then prcesses the applicatin and btains the card frm US Bank. After a card is issued, authrized users must be added r deleted using the same Applicatin & Agreement frm, available n the Business Services website. The Accunt Manager (in Service Center) recnciles these receipts t charges psting thrugh the P card Mdule. The names f terminated emplyees must be remved frm the list f authrized users in a timely manner. Card Usage: All purchases made with the P Card must cmply with OUS plicies. Typically, purchases can be made with a vendr that accepts credit card payments, subject t existing SOU plicies. The fllwing are examples f authrized purchases: Office Supplies General Operating Supplies Sftware Minr Equipment/Furniture Purchases Cnference Registratin Fees Subscriptins Dues and Memberships Hsting Grups and Guests (except airfare)* *Any fd purchases require an itemized receipt and a cmpleted Reimbursement fr Hsting Grups/Guests/and Candidates Frm r a Reimbursement fr Meals r Refreshments at Meetings Frm t be submitted t the Service Center, with apprpriate P card payment infrmatin attached. The Plicy n Entertainment and the related frms are lcated n the Business Services website under Nn Travel Business Meals, Refreshment & Hspitality Prcedures. Please refer t the Business Services website fr Purchasing Card instructins and fr training dcumentatin: Only permanent faculty and staff may be established as a card user and students r temprary emplyees cannt be established as designated card users. Page 13 f 18

14 SOU Departmental P Card Usage Plicy (cntinued) Credit limit standards per billing cycle will be initially set by the P Card Administratr in Business Services ($10,000 mnthly lime). May be increased upn department s request t the Service Center: use the Request fr Increase t Purchasing Card Limits frm lcated n the Business Services website. Lwer limits may als be requested. All persns cnnected t a departmental purchasing card (card hlders, card custdians, accunt managers, business managers, and card users), must pass the OUS Prcurement Card Test, lcated n the Business Services website under Purchasing Card Guidelines. Restrictins t Card Usage: Use f a prcurement card is prhibited fr cash advances and persnal r nn business purchases. Use f a prcurement card is generally prhibited fr travel csts (39000 accunt cdes) except fr cnference htel reservatins and payments, rental car reservatins, and Athletic Team Travel. Fr purchases ther than library acquisitins (accunt cde 40190), use f a prcurement card is prhibited fr capital utlay (40XXX accunt cdes) due t fixed asset inventry recrding requirements. Use f a prcurement card is prhibited fr the fllwing accunt cdes due t 1099 and W 2 tax reprting requirements. These accunt cdes are fr tax reprtable services that are perfrmed by an utside vendr and may be subject t revisins. These services include, but are nt limited t, labr csts and/r labr and materials csts: Mving csts (28510) Maintenance and repairs (23501,23502,23503,23504,23510,23511,23512,23530,23531) 1099 reprtable services perfrmed by thers (245XX accunt cdes) Purchases invlving the fllwing accunt cdes: Awards and Prizes Nn emplyee Animal Care Agricultural Services Utilities and maintenance Nn Emplyee Equipment Rental and Leases Land Rental and leases Building Rentals and Leases Husing Rental Nn Emplyee Strage Rental/Fees Nn Emplyee Dependent Assistance Tuitin and Fees Nn Emplyee Dependent Assistance Other Nn Emplyee Temprary Living and supplemental Allwance Nn Emplyee Settling In Allwance Payment Nn Emplyee Strage f Husehld Gds Nn Emplyee Cst f Living/Pst Allwance Nn Emplyee Page 14 f 18

15 SOU Departmental P Card Usage Plicy (cntinued) Purchasing Card Abuse: A misused Purchasing Card may be cancelled and returned t the Bank. Department Management, in cnsultatin with Human Resurces, is respnsible fr taking apprpriated disciplinary actin cnsistent with applicable persnnel plicies. Other Infrmatin: The Accunt Manager will retain purchasing dcumentatin in a secure lcatin fr a perid f nt less than fur years in accrdance with OUS Retentin Standards. US Bank will send a statement f mnthly charges t the Accunt Manager wh will crdinate with the Card Hlder (Budget Authrity) t review and apprve purchases. Page 15 f 18

16 Lst r Stlen Cards, r Suspected Fraud The intent is t alert U.S. Bank and the SOU P card Administratr at the earliest pprtunity. If the card has been lst r stlen, r yu have reasn suspect the card number has gtten ut and is being fraudulently used, yu shuld: 1. Cntact yur Accunt Manager in the Service Center, and reprt the infrmatin, and actins taken t date. If the Accunt Manager is unavailable, cntact the Business Manager r the Service Center. The Accunt Manager, r Business Manager, will wrk with the P-card Administratr in Business Services. A. Lst r stlen cards will be cancelled, and a new card will be issued. B. Reprt any fraudulent transactins. U.S. Bank will remve thse charges, and pen up an investigatin. The Bank will als clse the accunt, and reissue a new card. 2. After Service Center hurs r in an emergency, yu can cntact the U.S. Bank Cardhlder Supprt Line. U.S. Bank Access Online Cmmercial Clients Cardhlder Supprt General Accunt Inquiries: * / Passwrd Resets & General Navigatin: / Prgram Administratr Supprt Access Online Prgram Supprt: accessnlinesupprt@usbank.cm / Dispute Address & FAX: Cardmember Service P.P. Bx 6335 Farg, ND Fax: * Statements, transactins and balances, lst r stlen cards, PINS, address changes, telepay Page 16 f 18

17 Auditing Accunt Managers will peridically audit their assigned Prcurement Cards. Items t be audited include: Agreement frm n file and up-t-date Activity Lg is cmplete and accurate Prcurement Card is securely stred when nt in use Expenses are fr authrized business purpses nly Apprpriate frms cmpleted with receipts (ie Hsting Frms with receipts fr fd purchased) Signed mem in place f missing receipts Only Authrized Users are utilizing Prcurement Card Cmpleted Agreement t Allw Off Campus Use f University Prperty frm n file with Risk Crdinatr fr Minr Equipment (> $250 and < $5k) bught with Prcurement Card Findings f the audit will be frwarded t the Card Custdian and Card Hlder (Budget Authrity), and, in cases f serius r majr misuse, t the Directr f the Service Center and/r Directr f Business Services. Page 17 f 18

18 Sanctins fr Misuse Minr Exceptins Pr file rganizatin Incmplete Sign Out Activity Lg entries first time Lst charge slips first time Using the card fr excluded purchases first time Sanctin verbal r written cunsel t Accunt Manager (Business Manager) Serius Exceptins Failure t keep all names current n the Agreement Failure t safeguard the prcurement card at all times Failure t maintain supprt dcuments Failure t reslve billing disagreements with merchants r US Bank Failure t recncile bank statement t card sign ut lg and receipts Failure f Card Hlder t sign mnthly Bank Statement, r mnthly reprt, indicating apprval Sanctin Temprary suspensin f departments VISA Prcurement Card Majr Exceptins Repeated purchases f excluded items r services Repeated failure t safeguard the Prcurement Card Failure t ntify US Bank if the card is lst r stlen Accepting cash back frm merchant/vendr when item is returned r credit is due. Repeated failure t recncile bank statement t card lg and receipts Repeated failure t btain supervisr s apprval n Mnthly Statement Packet Using the card fr persnal purchases Any fraudulent use f the Prcurement Card Sanctin Grunds fr yur immediate surrender f the VISA Prcurement Card and revcatin and suspensin f yur VISA Card purchasing privileges. Vilatins, depending n severity, may als be grunds fr persnal liability; disciplinary actin, up t and including dismissal; and criminal sanctins. Page 18 f 18