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UNC Charlotte Purchasing Card Program

UNC Charlotte Purchasing Card Program

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UNC Charlotte Purchasing Card Program

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  1. UNC Charlotte Purchasing Card Program Annette Heller

  2. Agenda • Program Overview • Program Benefits • Roles and Responsibilities • How do we get started? • Once we have card(s), what do we do? • Resources • Questions

  3. Purchasing Card Program • The purchasing card (p-card) is a toolto facilitate • the purchasing of goods • The p-card is a Visa credit card issued • through Bank of America • The p-card is for university business only

  4. Purchasing Card Program • The purpose of the program is to simplify the • procurement and payment processes for small • purchases • Single purchase limit is $2,500 • Daily limit is $5,000 • Monthly limit is $25,000

  5. Program Benefits • No vendor setup required • Eliminates creating a requisition and PO for low • dollar allowable purchases • Eliminates using personal funds • Simplifies the travel prepayment process • No waiting for reimbursements • Provides convenience to purchase online • Immediate access to goods • Immediate payment to vendor

  6. Roles and Responsibilities • Accountholder • Makes allowable purchases • Turns receipts into reconciler • Reconciler • Collects receipts • Allocates and documents purchases in Works • Approver/Manager • Reviews allocations and comments in Works • Submits reconciliation packet

  7. Roles and Responsibilities • Department Head • Provides fiscal oversight and management of • business operations • Selects department employees for participation • in the program based upon business needs • Accounts for the use of the p-card in the • department

  8. How do we get started? • Discuss program with Department Head to • determine who should participate in the program • Complete the application • Register for training through Skillport • All participants (accountholder, reconciler, approver) • attend a one hour training session

  9. Once we have card(s), what do we do? • Make allowable purchases • Upload receipt online • Provide online signoff for purchases • Submit reconciliation packet monthly • Receipts only, no 16 digit card numbers

  10. Resources • Purchasing Card Website • Forms • FAQ’s • Testimonials • Reference Materials • Purchasing Card Manual • Purchasing Card Procedures: Purchase to Reconciliation Packet • Allowable and Non-Allowable Expenses • Purchasing Card Calendar • Training Registration link • Link to Bank of America Works system

  11. Message from Mail Services “Always include your department name for mail order deliveries when using the p-card” Laura Rice Mail Services

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