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UNC Charlotte Purchasing Card Training

UNC Charlotte Purchasing Card Training. Annette Heller, Purchasing Card Administrator. Agenda. Program Overview Roles and Responsibilities Internal Policies and Procedures Documents and Reference Materials Bank of America Merrill Lynch (BAML) Works ™

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UNC Charlotte Purchasing Card Training

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  1. UNC Charlotte Purchasing Card Training Annette Heller, Purchasing Card Administrator

  2. Agenda • Program Overview • Roles and Responsibilities • Internal Policies and Procedures • Documents and Reference Materials • Bank of America Merrill Lynch (BAML)Works™ • purchasing card transaction management • system • Resources • Questions

  3. Purchasing Card Program • The purchasing card (“p-card”) is a procurement tool as well as 49er Mart and Direct Pay Requests (DPR) to facilitate the purchasing of goods. • Requires knowledge of purchasing and travel procedures. • The p-card is a Visa credit card issued to UNC Charlotte through BAML. • The p-card is for UNC Charlotte business transactions only. Personal use of the p-card is strictly prohibited. • All University fund types, except Agency funds (8XXXXX), may be used with the p-card.

  4. Purchasing Card Program • The purpose of the program is to simplify the • procurement and payment processes for selected • low dollar, high volume business commodities and • services. • Single transaction limit $2,500 • Daily transaction limit $5,000 • Monthly transaction limit $25,000 • The program is designed to maintain accountability • while reducing the cycle time and administrative • burden of procurement procedures such as • purchase requisitions and orders, direct pay requests, • and reimbursement requests.

  5. Purchasing Card Program • Benefits to the Campus • Eliminates the need to use personal funds and • obtain reimbursements. • Eliminates need for Travel Advances, Prepayments, • and AAA voucher codes. • Provides convenience, security, and flexibility to • make small dollar purchases, immediate payment. • Empowers departments profile choices to include to include/exclude hospitality • Allows for flexibility and can be modified and • customized to meet each department’s needs

  6. Purchasing Card Program • Benefits to UNC Charlotte • Significant cost savings in the purchase-to-pay • cycle. • Increased expense analysis power. • Increased ability to provide value-added • services.

  7. Roles and Responsibilities • Accountholder • Use of the p-card according to internal policies • and procedures. • Maintain card in secure location at all times. • Ensure spending limits and allotted budget are not exceeded. • Ensure NC sales and use tax is not charged on purchases. • Ensure a Travel Authorization (TA) is fully approved • before prepaying travel expenses. • Obtain a receipt (vendor name, date of purchase, item • description and total amount of purchase) for each purchase • and submit to Reconciler. • Provide additional information regarding expenses • to Reconciler as necessary.

  8. Roles and Responsibilities • Reconciler • Receive receipts from Accountholder. • Compare receipts with transactions in BAML • Works™ (“Works™ “). • Review and sign-off on transactions in Works™. • Provide supporting comments (e.g. description, • business purpose). • Ensure correct fund, organization and account code • are used. • Reconcile discrepancies with Accountholder when • necessary.

  9. Roles and Responsibilities • Approver • Ensure p-card usage and activity is in compliance • with internal policies and procedures. • Reviewtransactions in Works™. • Ensure comments are documented. • Ensure correct fund, organization and • account code are used. • Flag transactions as necessary. • Sign-off on transactions in Works™

  10. Roles and Responsibilities • Department Head • Provides fiscal oversight and management of • business operations within his or her department. • Selects department employees for participation • in the UNC Charlotte Purchasing Card Program • based upon business need and ability to fulfill • program requirements. • Accounts for the use of the p-card in his or her • department, taking appropriate action with • departmental staff when required. • Ensures FLSA-subject staff members are performing • p-card activities during regular work hours or with the • advanced approval of their supervisor if overtime is • required to complete task.

  11. Roles and Responsibilities • Purchasing Card Administrator • Provides program management and oversight. • Develops and delivers effective training for • users. • Ensures program compliance and quality • assurance.

  12. Internal Policies and Procedures • Purchasing Card Manual • Purchasing Card Procedures: Purchase to • Reconciliation • Allowable and Non-Allowable Expenses on • the UNC Charlotte Purchasing Card • Purchasing Card Calendar

  13. Bank of America Merrill Lynch Works™ • Basic Navigation • Transaction Review and Sign-Off • Flagging Transactions

  14. Resources • Works™ • Documentation and Guides • Training Videos • Internal procedures • Purchasing Card Program Website • Purchasing Card Administrator

  15. Annette Heller Purchasing Card Administrator (704) 687-5763 purchasingcard@uncc.edu Questions

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