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Procurement Card Procedures Approver

Learn about NMSU procurement card procedures, allowable/unallowable purchases, and how to approve transactions in the CCER system.

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Procurement Card Procedures Approver

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  1. Procurement Card Procedures Approver

  2. Housekeeping • Please sign in • Facilities • Break • Cell Phones

  3. Goals • After this session, participants will be knowledgeable of NMSU procurement card procedures. • Participants will be able to identify allowable/ unallowable purchases when using NMSU PCards. • Participants will be knowledgeable on how to approve transactions in the CCER system.

  4. Objectives At completion of course, participants will… • Be able to locate appropriate resources and references. • Be familiar with the procedures regarding PCard purchases. • Understand the responsibilities of reviewing for appropriateness. • Be able to review for accurate reconciliation of transactions in the CCER System.

  5. Methods for Purchases • Purchase Orders • Procurement Cards • Reimbursement • Direct Pay

  6. Approver Eligibility • NMSU regular employee • 0.75 minimum FTE • No temps, students or affiliates • Approval authority must be in a position above the cardholder

  7. How to become an Approver? • Complete Procurement Card Reconciler/Approver Changes form or Procurement Card Application • Attend Approver Procedures Training Recommended: • Attend FSA-RMR Informational Session • Complete FSA-RMR Bridge to BDMS and PCard Receipts Destruction Training

  8. Approver Responsibilities • Ensure that the transactions include the correct index, account code and a description. • Ensure that purchases are a bona fide business purpose and allowable on the PCard. • Ensure the receipts have been scanned and uploaded by the approval deadline. • Review transactions timely to meet deadlines issued.

  9. Reminder: Cardholder Information • $3,000 per transaction • $10,000 per month • No transaction splitting • Monthly available credit limit will be reset on the 29th of each month

  10. NMSU Business Procedure Manual 4.00.45http://pcard.nmsu.edu/restrictions/ The following are examples of unallowable purchases on any University account. The list should not be considered all-inclusive but merely a guide for purchases that are not allowed. • Unallowable University Purchases • Retirement gifts over $100 • Annual credit card fees • Donations • Holiday decorations • Event tickets • Personal goods or services • Fines or penalties • Alcohol beverages • NMGRT on goods

  11. NMSU Business Procedure Manual 4.40.645http://pcard.nmsu.edu/restrictions/The list should not be considered all-inclusive but merely a guide for purchases that are not allowedusing the PCard. • Restricted from PCard Purchases • Travel (exception, airfare) • No furniture or equipment $1,000 or over (submit PO) • Construction and/or small repairs • ATM cash advances • Employee uniforms and clothing • Rentals, leases and agreements • Purchases with related contracts • Monthly recurring charges

  12. Update – PCard Allowable Purchases • Airfare – has been added to the list of allowable PCard purchases. Travel: http://af.nmsu.edu/bpm/bpm-5c Airfare: http://af.nmsu.edu/bpm/bpm-5c/#20

  13. Test Your Knowledge Mark the appropriate column(s)

  14. Test Your Knowledge

  15. Cardholder ComplianceNMSU Business Procedure Manual 4.40.64http://af.nmsu.edu/bpm/bpm-4/#40.60 • The issuance of an NMSU Procurement Card (PCard) is a privilege and requires adherence to business directives. Failure to utilize the PCard correctly or to adhere to the electronic reconciliation schedule may result in the following action: • Not reconciling in a timely manner • First Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP • Second Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP • Third Non-Compliance – Suspension of privileges • Purchase of unallowable item • First Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP • Second Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP • Third Non-Compliance – Suspension of privileges • Failure to ensure acceptable receipts are attached to statement • First Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP • Second Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP • Third Non-Compliance – Suspension of privileges

  16. PCard Personnel Changes • Employment status changes -Departments - Jobs - Departure from NMSU - Special Circumstances (leave, terminations, sabbatical) - PCard no longer needed • Approver access no longer needed Contact PCard Administration for proper procedures. pcard@nmsu.edu

  17. Reviewing your PCard Statement in WellsFargo CCER System

  18. Statement Cycle Information Monthly criteria: • $3,000 per transaction • $10,000 limit • No transaction splitting ** Example: Total amount of purchase is $3,200. You cannot run a $3,000 transaction, then run a $200 transaction for this purchase. Since it's over $3,000. Contact pcard@nmsu.edu for guidance. Note: Monthly available credit limit will be reset on the 29th of each month.

  19. Cycle Calendarhttp://pcard.nmsu.edu/cycle-times-calendar/ Sample calendar Do not print from cycle to date for reconciliation.

  20. Sample Email Notification from WellsFargo

  21. WellsFargo https://www.wellsfargo.com/com/

  22. Log In • Company ID • NMSU1960 • User ID • XXXX • Password • XXXX • Password Resets/ Lock out of Account • 1-800-932-0036

  23. Click on Commercial Card Expense Reporting

  24. Approver Role

  25. Approve Statement

  26. Cards Requiring Approver Review Doe, John XXXX Doe, Tom XXXX Doe, Jane XXXX

  27. Approval Period

  28. Cardholder Items Requiring Approver Review

  29. Approver Review • Select the transaction to review (select one at a time). • Click Reclassify.

  30. Approver Receipt Review Review receipts by opening the cardholder’s statement packet.

  31. Approver Receipt Review Verify that the information on the receipt matches the CCER transaction. If it doesn’t match, check with cardholder or email pcard@nmsu.edu.

  32. Approver GL Code Review • Review General Ledger Code (GL Code = Banner Account Code). • Change if applicable • As a general rule default account code 738011 should not be used.

  33. Approver GL Code Assignment Select appropriate General Ledger Code if needed. *GL Code = Banner Account Code

  34. Description Review • Add/Correct if needed.

  35. Index Review • Change Index (if needed) • To modify, select magnifying glass or type in index.

  36. Index Lookup Change index if needed.

  37. Approve/Decline Transaction • Approve/Decline - Change as needed based on transaction appropriateness.

  38. Select Appropriate Status *Items declined will post to a PCard Suspense fund (except sales tax). The cardholder is responsible for reimbursing NMSU for the declined transaction.

  39. Save Changes • Steps to Complete • Click Save if any changes were made to the cardholder’s reconciliation during the Approver review.

  40. Finalizing Reconciliation Ensure the following have been completed: • Statement has been reviewed • Transactions reclassified to appropriate index/account • Transaction splits are indicated as applicable • All transaction information has been saved • Images have been uploaded and are legible • Click ApproveStatement button

  41. Approver ComplianceNMSU Business Procedure Manual 4.40.64http://af.nmsu.edu/bpm/bpm-4/#40.60 • Failure to utilize the PCard correctly or to adhere to the electronic approval schedule may result in the following action: • Not approving in a timely manner • First Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP • Second Non-Compliance – Delinquency memo sent to Supervisor, Department Head, Dean/VP • Third Non-Compliance – Suspension of privileges • Approval of an unallowable item • First Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP • Second Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP • Third Non-Compliance – Suspension of privileges • Failure to ensure acceptable receipts are attached to statement • First Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP • Second Non-Compliance – Memo sent to Supervisor, Department Head, Dean/VP • Third Non-Compliance – Suspension of privileges

  42. PCard Security • Discrepancies • Fraud • Lost or Stolen Report immediately to 1-800-932-0036. Phone number is located on the back of the PCard. WellsFargo is open 24/7/365.

  43. Contact Information PCard Administration 575-646-7125 pcard@nmsu.edu pcard.nmsu.edu * For emergencies email pcard@nmsu.edu WellsFargo Bank 1-800-932-0036 www.wellsfargo.com/com Open 24/7/365

  44. RMR Training Registration http://rmr.nmsu.edu/training/

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