This Month Highlights - Special Expanded Edition! P-Card User Tips February 2008 Purchasing and Business Services P-CARD LIMIT REQUESTS

Size: px

Start display at page:

Download "This Month Highlights - Special Expanded Edition! P-Card User Tips February 2008 Purchasing and Business Services P-CARD LIMIT REQUESTS"

Amberly White
6 years ago
Views:

1 P-Card User Tips February 2008 Purchasing and Business Services This Month Highlights - Special Expanded Edition! P-CARD LIMIT REQUESTS MORE P-CARD OPPORTUNITIES MOVING EXPENSES ON THE P-CARD BUSINESS MEALS WHILE TRAVELING JPMORGANCHASE EXPANSION SERVICES SMALL BUSINESS & DIVERSITY SUPPLIERS COLLEGE OF DESIGN: FEATURED DEPARTMENTAL BEST PRACTICES

2 P-CARD LIMIT REQUESTS As you know, permanent and temporary higher and lower limits can be requested on any P-Card. If you are submitting an new application and are requesting a permanent single transaction limit that is higher than the standard $5,000 default, please include a justification as to why the higher limit is needed. You can enter your justification in the Remarks section of the application. This will expedite your application and ensure the P-Card will have the limits you need when you need it. MOVING EXPENSES ON THE P-CARD You can pay moving expenses under $2,500 on the P-Card without buyer approval as long as you are using an ASU contracted mover. A list of the contracted movers can be found here: commodities/movers.html If the cost of the move is over $2,500, you can still use your P-Card to pay but you will first need to forward three moving quotes to Purchasing for approval. You should keep a copy of the final buyer approval with your P-Card documentation. MORE P-CARD OPPORTUNITES! There are many places you can use your P-Card that you may not be aware of! Did you know that you can use your P-Card to pay for: Temporary personnel agencies (there are 19 agencies under State Contract EPS070043) Print work under $2,500 Contract security services Subscriptions Information technology firms Overnight express delivery services like FedEx or UPS (The UPS Store is not UPS. The UPS Store transactions are prohibited.) Verizon cellular services per the ASU contract Newspaper ads Moving company expenses BUSINESS MEALS WHILE TRAVELING Business meal charges while in travel status should not be placed on the P-Card. If you have a business meal while you are in travel status, please be sure to claim reimbursement for the meal on your travel claim. JPMORGANCHASE EXPANSION SERVICES MEETING In January, JPMorganChase s Expansion Services team met with the P-Card office and the Financial Services office to complete a review of the current P-Card program. We also discussed current challenges, potential opportunities, and future program goals. We are always looking for ways to improve!

3 Small Business & Diversity Suppliers The P-Card Program is pleased to present a new P-Cuts column which highlights a featured small business and diversity supplier. This featured monthly supplier is nominated by ASU s Small Business & Diversity Program. The Small Business & Diversity Program encourages the participation of small, disadvantaged businesses in the University s procurement practices. The program provides small, disadvantaged businesses with a fair opportunity to compete with large and national businesses. This month s featured supplier is: Eckoink 505 West 8 th Avenue, Suite 8 Mesa, AZ Phone: Principles: James H. Williams, Account Executive Michael L. Barnes, Account Executive Eckoink a leading provider of remanufactured and compatible ink and toner cartridges and is locally owned and operated in Mesa Arizona. Their number one goal is to provide their customers the highest quality products with low discount prices and outstanding customer service. Their product line includes more than 1,100 ink and toner cartridges to fit most brand name printers. If the company does not have the product on hand it will be shipped from their West Cost distribution center. Most of their orders are ready to ship on the day the order is placed. They have a 30 day guarantee of their products and 180 days on toners and ink, with full replacement or refund. Eckoink is a small minority owned company and is a subsidiary of Infusion Recyclers, a computer recycling business also located in Mesa. Their product line consists of OEM, compatible and remanufactured ink and toner cartridges, printer paper and other office supplies. They also do document shredding, printer repair and computer data backup. Their staff has over 25 years of professional manufacturing, sales, business and computer experience. This company is bonded, licensed, and insured. Eckoink is also an authorized reseller of some of the most widely known comprehensive print management and tracking solution companies in the world. Eckoink accepts the P-Card as well as purchase orders for materials and supplies.

4 College of Design: Featured Departmental Best Practices We are pleased to feature the best practices of the College of Design in this issue of P-Cuts. The College of Design has implemented their own program controls, above and beyond those that are required by the P-Card office and Financial Services. This has given them the benefit of a streamlined reconciliation process and tight controls on purchases. In the College of Design, only financial personnel are issued P-Cards, as they are responsible for what is spent on their accounts and for reconciliation. As they are the main purchasers, they are also the point of contact when receiving shipments and receipts. When the need arises for another person to use a P-Card at a vendor location, the department utilizes the P-Card Delegation of Use form, located here: The P-Card manager ensures that all cardholders follow the same procedure and documentation. The department encourages their cardholders to go into PaymentNet daily. When the monthly statements are given to the P-Card manager for review, each packet must contain the following: Purchase Request Form : the form serves as the initiator of the purchase process as it gives the public purpose, funding account, the name of the vendor, the requestor s name, the item to be purchased and the name of the approver. This form is used with all purchases except for those that involve a Travel Authorization or a Business Meals form - those forms contain similar information. Any quotes or additional information are attached to the request form. Order Documentation: screen prints from on-line orders, s, faxes, forms (i.e. conference registrations), invoices, etc. Business Meals Forms: a second level (Dean or appointee) signature is required if either the total is over $200 or if all of the participants are ASU employees. Packing Slips/Receipts: proof of delivery Paid Invoices/Receipts: proof of payment OLGL (Online General Ledger) screen-print: OLGL is an Advantage report that shows each expenditure by account, object code, vendor and date of expense. If the expense needs to be moved to either another object code or account, the IX document information is noted. It also gives the P-Card manager the opportunity to ensure that the expense has been coded correctly.

5 We commend the College of Design for their proactive approach to streamline and improve their P-Card process! If you have any questions about the College of Design s practices or if you want to receive a copy of the Purchase Request form, you may contact: Judy Rayfield Compliance Manager, Fiscal & Business Services College of Design Arizona State University Phone: Fax Judy.Rayfield@asu.edu

Florida A & M University Accounts Payable Procedures. Florida A & M University

Florida A & M University Accounts Payable Procedures. Florida A & M University Florida A & M University AP PROCEDURES 6/2017 AP PROCEDURES 6/2017 TABLE OF CONTENTS 1.0 OVERVIEW... 1 2.0 DEFINITIONS... 1 3.0 RESPONSIBILITIES... 2 4.0 GENERAL PROCEDURES... 3 4.1 DEPARTMENTAL FISCAL