Financial Rep Meeting

1. Financial Rep Meeting July 14, 2011

2. Purchasing Card program updatesAnd e-marketNancy milburn

3. EMarket Information Requesters not available to assign a cart: #1 Reason is the Requester entered EMarket through the Shopper Portal, not through Financials, eProcurement, Create Requisition Saving carts when still in the vendor’s punchout catalog will not save the cart in EMarket. Be sure you “check out” and get back into EMarket site, then save the cart. Changes to the requisition after the cart is brought into OMNI must be done in Step 3 of the requisition. Otherwise, the link may be broken between the shopping cart and requisition and the initiator will have to re-do the cart entirely. No substitutions or replacements are allowed for EMarket orders. Requesters need to cancel the line/PO and order using a new EMarket cart to order replacement/substitute item. Purchasing Card Program Updates and EMarket

4. P-Card Manual:What are the changes? User Manual updated as of July 2011 Restructured disallowed listing in User Manual and on web site New account codes as of July 2011 Three unique signatures required on reconciliations – if one signatory holds more than one role on reconciliation form, a third party must certify and sign the form. Purchasing Card Program Updates and EMarket

5. P-Card Manual:What are the changes? • Reconciliations required to be faxed two months after reconciliation file is available or cardholder will lose P-Card and T-Card privileges • Signed and faxed zero-activity reconciliations not required starting in March 2011 • Required training now available on Blackboard as of August 2011 • All new proxies must take training in order to get the security role • New and renewal cardholders must take training in order to get their cards • Test requires 80% passing grade or must retake training Purchasing Card Program Updates and EMarket

6. P-Card Fraud vs. Disputes Fraud: Charge from a vendor with whom the cardholder has never done business -- Cardholder must call Bank of America and P-Card Administrator for all fraudulent charges Dispute: Charge from a vendor with whom the cardholder did business, but there is a problem with the amount, receipt of order, etc. and the vendor is not cooperating with resolution -- Cardholder must fill out the Cardholder Dispute Form and fax form to Bank of America, then fax copy and fax confirmation sheet to P-Card Administrator for filing Purchasing Card Program Updates and EMarket

7. Common P-CardAudit Criticisms • Terminated employees • Turn in card, if possible • Follow Termination Checklist and contact Purchasing to determine whether they are a cardholder • Disallowed P-Card items purchased • You must receive a waiver or written authorization from the Purchasing P-Card Administrator prior to the purchase • “Departmental” approval does not eliminate this requirement • Contract vendors not being used Purchasing Card Program Updates and EMarket

8. Common P-CardAudit Criticisms Memberships purchased without the Membership Justification or Certification for Payment with Public Funds, when appropriate Improper documentation/ receipts for purchases Automatic, recurring charges on the card Split charges, either by the vendor or by the department Purchasing Card Program Updates and EMarket

9. Common P-CardAudit Criticisms • Vehicle Tag numbers not identified for vehicle related expenses • Use the vehicle license tag number • Descriptions and appropriate account codes not being entered by Proxies • Signatures missing on the Reconciliation Forms Purchasing Card Program Updates and EMarket

10. Contacts • Nancy Milburn – Pcard Administrator/ Purchasing • nmilburn@admin.fsu.edu • 850/644-9725 • Riley Kinney – Pcard Administrator/ Disbursements • rkinney@admin.fsu.edu • 850/644-5294 Purchasing Card Program Updates and EMarket