William & Mary Small Purchase Charge Card Training

1. William & Mary Small Purchase Charge Card Training Office of Procurement

2. SPCC Program Administrators • Dave Zoll, CPCP, VCA • SPCC Program Administrator – Primary • Marra Austin, VCO • Associate Director - Secondary • Nina Earl • Business Manager - Backup • Office of Procurement Website http://www.wm.edu/procurement/

3. Acronyms

4. Introduction to the SPCC Program • The SPCC Program offers the College an opportunity to streamline procedures for obtaining and paying for goods and services. • Program Benefits include: • Allows cardholders to quickly obtain needed goods and services. • Preserves vendor relationships by providing payment in as little as 3 days. • Supports compliance with the Virginia Prompt Pay Act. • Reduces operating expenses associated with invoices and check processing. • Results of the 2012 RPMG Purchasing Card Benchmark Surveyshow that organizations realize significant costs savings by moving payments from traditional PO processes to the Small Purchase Charge Card. • Average administrative costs per order based on RPMG Survey • Purchase Order-based process - $91 • SPCC procure to pay process - $ 17 • Administrative cost savings per SPCC order - $74

5. Introduction to the SPCC Program *Average administrative cost includes sourcing, purchasing, and payment activities

6. Introduction to the SPCC Program • The College of William & Mary is a Tier 3 institution. • Allows the College more autonomy to meet the needs of the institution. • The SPCC program is administered in accordance with the College’s Small Purchase Charge Card Procedures found on Procurement web page. • http://www.wm.edu/offices/procurement/W-MSPCCPolicies-ProceduresforRestructuring04_04_12.doc • The SPCC should be used for all allowable business purchases under $5,000 where a credit card is accepted. • SPCC cycle dates run from, roughly the 16th of the month to the 15th of the following month. • New user interface (Works 4.0) – http://payment2.works.com/works

7. Card Security • Your card must be kept in a secure but accessible location. • Do not share your card. The card may only be used by the person whose name is embossed on the card. • NEVER make a photocopy of your card or fax or email your full card number. • Cardholders may fax ordering information to a vendor and call a vendor to provide the card number live, but do not fax or email the full card number to vendors. • Internet purchases are permissible only on secure sites – look for a padlock icon and the https:// designation in your browser’s address bar. • Report lost or stolen cards immediately to BOA and the Program Administrator.

8. Spending Limits • Each card has a transaction limit and cycle (or monthly) limit. • Single transaction limits may be set to a maximum of $5,000 (departments’ delegated authority). • Cycle limits are set based on cardholder spending requirements up to a maximum of $100,000. • Limits may be increased by the Program Administrator with a business justification and supervisor approval via email. • Limit changes may be processed on a temporary or permanent basis. • If temporary, include the date your account should be returned to its original settings in the email request.

9. Spending Limits • KNOW YOUR LIMITS • DO NOT authorize charges in excess of your SPCC single transaction or monthly limits for ANY reason. • If a limit increase is needed, email the Program Administrator with a justification and supervisor approval. • If a transaction is processed by a vendor without your consent, talk with the vendor directly, document your conversation and advise the Program Administrator to dispute the charge. • Splitting orders to circumvent limits is STRICTLY PROHIBITED and may be cause for card revocation.

10. Industry Restrictions • All cards are issued with standard restrictions against: • Fraud (may never be removed from a card account) • Gas • Restaurants • Lodging • Any charge attempted in the above categories will decline unless an exception is requested and the restriction is removed by the Program Administrator. • As with limit changes, an email to the Program Administrator from the cardholder containing a business justification and supervisor approval is needed to process an exception. • Exceptions are also available on a temporary or permanent basis. • If temporary, include the date your account should be returned to its original settings in the email request.

11. Tax Exempt Status • As an agency of the Commonwealth of Virginia, we are tax exempt from almost all in-state purchases, exceptions are: • Prepared Foods • Air and Rail Tickets • Lodging • Some out of state purchases are not applicable to the exemption policy: http://www.wm.edu/offices/financialoperations/tax/salestax/index.php • Advise vendors of tax exempt status BEFORE providing your card for payment. • The cardholder is responsible for obtaining a refund from the vendor if VA Sales tax is charged. • The College State Sales and Use Tax Exempt # 10-546001718 • VA Certification form available from Procurement Office. All other states, contact Cindi Fellows in Tax Account office clfellows@wm.eduph: 757-221-2497

12. SWaM Vendors • The College is committed to increasing expenditures with Small, Women-Owned and Minority-Owned businesses. • To be recognized as a SWaM, businesses must be certified with Department of Minority Business Enterprises (DMBE) • The College and State have a 42% expenditures goal for utilization of SWaM businesses. • Cardholders should consider ordering from a DMBE certified SWaM for their purchasing needs. • Search DMBE certified SWaM businesses: • http://www.dmbe.virginia.gov/cgi-bin/search.cgi

13. Allowable Purchases • Examples of allowable purchases include: • Advertisements in newspapers • Air/rail tickets • Books (do not enter SPCC information into personal online retailer accounts.) • Office supplies (furniture is not included) • Vehicle rental (must decline insurance offered) • Magazine & journal subscriptions • Conference registration • Lab supplies • Professional organization dues, fees & licenses • Technology – computers, servers, software, consulting (IT must approve all purchases prior to the transaction) • Additional “Allowable and Non-Allowable Expense's” can be found in the College’s Small Purchase Charge Card Procedures.

14. Business Meals • All standard meal reimbursement guidelines apply • Documentation for Restaurant Purchases / Supermarket Purchases • Include itemized receipt • Number of people attending the meeting • Meal Type: Breakfast, Lunch or Dinner • Description of meeting / justification for meals • Over per diem rate justification – up to 50% • Business meals above 150% of per diem are NOT permitted.

15. Air and Train Travel • Airline and train travel cannot exceed the rates charged for a coach fare. • Documents that validate the passenger name and class of service are required for all air and rail purchases. • The email confirmation is NOT sufficient, documentation must include a copy of the ticket or boarding pass to validate class and traveler. • Travel Authorization form must also be included. • Appropriate business justification must be included for additional airline fees and receipts. • Another option to purchasing tickets is using the university’s contract travel agencies (Covington and CI Travel)

16. Vehicle Rentals • Vehicles rented using the State SPCC may ONLY be rented through Enterprise Rent-A-Car or National. • When reserving a vehicle, Cardholders must reference the VASCUPP contract to obtain contracted pricing. (Contract#: XZ21032; PIN: WIL) • The contract includes a Damage and Waiver (D&W) fee – relieves renter of liability of damages that may occur during rental • Cardholders must decline rental insurance – Employees and students are covered under College’s insurance policy. • Cardholders are prohibited to enter into “Fuel Agreements”. • Employee must ensure rental is refueled before returning vehicle. • Business reason in lieu of Travel Authorization must be stated in documentation. • The rental car receipt must be attached to the transaction in Works.

17. Restricted Purchases • The following purchases may be made ONLY with prior written justification and PA approval.

18. Prohibited Purchases • Examples of prohibited (non allowable) purchases include: • Alcoholic Beverages (alcoholic beverages cannot be purchased with SPCC under any circumstances) • Ammunition • Automobiles • Boats • Firearms • Gift cards • Purchases from State employees • Purchases of goods and services for personal use • Radioactive materials • Renovation/Construction (including carpeting) – must go through FPDC • Additional “Allowable and Non-Allowable Expense's” can be found in the College’s Small Purchase Charge Card Procedures.

19. Contracts and Agreements • Cardholders asked to approve vendor/contractor forms must contact the Office of Procurement for assistance. • Only employees who have received written delegation of signature authority may sign contracts or other agreements entering the College or VIMS into a legal, binding agreement. • Unauthorized individuals who sign contractual agreements on behalf of the College may be held personally liable for those contracts and may be subject to additional disciplinary action, up to and including termination of employment.

20. Returns and Disputes • Contact the vendor immediately. • Start documenting from the beginning. • Date and time of communication. • Person you spoke with and what he/she advised you to do. • Item(s) in dispute and resolution. • If you need to return the goods, verify the proper way to return the items with the vendor. • A credit on the SPCC must be obtained. Store Credit is not acceptable. • If you and the vendor are unable to resolve an issue regarding a credit or a return, contact the Program Administrator for guidance.

21. Tracking Your Purchases • Best Practice: Reconcile your transactions as you go on a Purchase Card Log. • If you are not routinely at a computer, set time aside weekly to enter the transactions onto the spreadsheet – this will help keep track of all orders, not just completed and posted transactions.

22. Reconciliation and Documentation • If an item appears on your log but has not posted to your account, highlight item and carry forward to next month’s log. • If an item posts to your account that has not been entered on your log, determine if you were billed in error and contact supplier to resolve. • If an item that posts to your account appears to be fraudulent, contact BOA Visa and the Program Administrator immediately. • Cardholders are responsible for keeping track of and documenting any outstanding items awaiting resolution (credits, etc.) until completely resolved.

23. What is Online Reconciliation? • OLR replaces the paper reconciliation process with an online process • As transactions posts to the bank, the Cardholder will receive an automated email notification. • The Cardholder logs into the bank’s online system to perform allocation, receipt imaging and sign off, • After signoff, an automated notification email is sent to the Cardholder’s Supervisor/Reviewer, • The Supervisor/Reviewer logs into the bank’s online system to review the transaction and sign off, • Transactions are reviewed by Procurement, Accounts Payable and Sponsored Programs for accuracy and compliance then the batch is uploaded to Banner. • Transactions will post to Banner faster and the system will allow you to edit the Banner description.

24. OLR Timeline • Schedule for allocation, receipt imaging, file transmission, and Banner upload. • Throughout the billing cycle, Cardholders place transactions – Cardholders and Supervisors complete allocation, receipt imaging and signoff. • The billing cycle closes ~ 15th of the month. • Automated reports are delivered to Cardholders and Supervisors 2 days after cycle close. • Cardholder and Supervisor allocation, receipt imaging and sign off must be finalized by 23rd. • Transactions are reviewed by Accounts Payable, Procurement and Sponsored Program from the 23rd through the 28th. • A transaction file is transmitted to W&M around the last day of the month for upload to Banner.

25. Navigating Works 4.0 http://payment2.works.com/works/

26. Works 4.0 Overview (Cardholder) Use the navigation bar to search through expenses or view/create reports. Items requiring your action will appear in the Action Items section of the page. Your SPCC account will appear in the Accounts Dashboard section of the page Upon login you will land on the Works home page.

27. Cardholder Action Items: Signing off on transactions As transactions post to your account they will appear as transactions available for sign off. In this example, the cardholder has 2 transactions pending sign off. Click on the Pending link to view the transaction detail and sign off on the transaction.

28. Cardholder Action Items: Signing off on transactions Clicking on the Pending link will bring you to the Expenses screen where you can review transactions pending sign off. Click on the document number to access the transaction’s sub-menu. Notice that the transaction has automatically allocated to a default index and an account code based on the vendor’s merchant category code (MCC). From this sub-menu you can view the transaction details, reallocate the transaction, sign off on the transaction, attach a receipt, or dispute the charge.

29. Allocating Transactions Enter a description for the transaction. This description will be loaded to Banner. You can change the default index or account code by typing the new code or selecting it from a pick-list. Descriptions are provided for all codes. You can allocate to multiple index and account codes by adding or duplicating a line and entering the accounting information. Click the Save button then Close when finished.

30. Attaching Supporting Documentation To add supporting documentation to a transaction, click the check-box next to the transaction and select the Manage Receipts option from the sub-menu.  A pop-up box will then appear where you can add a new receipt by uploading a file from your computer.

31. Comment and Sign off Click the Sign Off button when allocation is complete and you have added a receipt. A comment box will pop-up after you click the Sign Off button. Add any information the Supervisor/ Reviewer might need to approve the transaction. (examples, PCO numbers, detailed description of transaction, confirmation of receipt of goods or services, etc.) Click OK to route to the Supervisor/Reviewer.

32. Supervisor / Reviewer Sign Off Upon login the Supervisor/ Reviewer will see the same Works home page showing items requiring review. In the Action Items box, you will see transactions that you have flagged as well as transactions ready for sign off and reports ready to download. To signoff on items, click on the Pending link in the Action Items box.

33. Supervisor / Reviewer Sign Off Clicking on the Pending link will bring you to the Expenses screen where you can review transactions pending sign off. Click on the document number to access the transaction’s sub-menu. Clicking on the Sign Off item will show the Sign Off pop-up box. Clicking on the View Full Details item will bring you to the transaction details. This is an example of a flagged transaction.

34. Transaction Details At the top of the Transaction Detail screen you will see general transaction data. The next section will show allocation information. Click on the Receipts tab to view the attached receipt. Use the Actions drop-down arrow to sign off. Followed by transaction reference and tax information. The Transaction Detail section will show the individual items purchased. Transaction detail will not be available for all transactions. Click the Save button if you made any changes.

35. Bulk Signoff Click the Sign Off button to approve the transactions. After reviewing the cardholder transactions you can select the check-boxes next to each transaction to perform a bulk sign off. You can also select the check-box in the header row to select all transactions.

36. Travel and Food Documentation • Air/Train Ticket • Attach a copy of ticket purchased or boarding pass to show passenger name and class of service. • Documentation to confirm rates charged were coach fare • Any additional baggage receipts • Travel Authorization • Appropriate explanation for any additional airline fees with receipts • Business Related Food Purchases • Document purpose of function and justification for meals • Number of people attending and list of attendees (if less than 10 attendees) • Type of meal (breakfast, lunch or dinner) • Itemize the average cost per person • Include itemized receipt • Over Per-Diem Rate: Justification is required for meals up to 150% state limits • Business meal reimbursements above 150% are not permitted • Standard meal reimbursement guidelines apply to both restaurant and supermarket purchases • Enterprise Vehicle Rentals • Copy of the rental receipt • Copy of any gas receipts (if applicable) • Business reason included in documentation

37. Record Retention • All paper SPCC documentation must be retained for 5 years for auditing purposes. • Cardholder must retain: • All paper documentation • Works will be the repository for electronic documentation. • Receipts uploaded to Works will remain in the system for 7 years.

38. Cardholder and Supervisor Responsibilities • Cardholder Responsibilities • Take the mandatory training as advised by the Program Administrator. • Keep your card secure. • Reconcile SPCC account on a monthly basis. • Certify that all transactions are valid business purchases. • Report non-compliance to the Program Administrator. • Notify the PA immediately of any potential fraud. • Send email to the PA with justification and supervisor approval for any account changes. • If supervisor information changes, the PA must be contacted immediately. • Supervisor Responsibilities • Take the mandatory training as advised by the Program Administrator. • Monitor transaction/monthly limits for appropriateness. • Certify that all transactions are valid business purchases. • Sign off on cardholder transactions on a monthly basis. • Report non-compliance to the Program Administrator.

39. Violations / Disciplinary Process • Cardholders and Supervisors will be held accountable for any misuse of the card. • Cardholders and Supervisors are responsible for reading the College’s entire SPCC Procedures Manual for complete details. • Reference the College’s SPCC Procedures Manual regarding Violations. • Disciplinary action for violations of the SPCC policies and procedures range from a courtesy notification for a 1st offense, card suspension from 6 months to permanent revocation of the card, or possibly termination of employment. • Failure to complete monthly reconciliation will result in transactions posting to the SPCC’s default index and unreconciled funds will be withheld from the cardholders available funds until signoff is completed.

40. Contact Sheet