UNC Charlotte Purchasing Card Training for Auditor Role

1. UNC Charlotte Purchasing Card Training for Auditor Role Annette Heller

2. Agenda • Program Overview • Roles and Responsibilities • Approval Process • Bank of America Works™ • Allowable and Non-allowable Expenses • Reports • Resources • Questions

3. 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. • The single purchase limit is $2,500. The daily • limit is $5,000. The monthly limit is $25,000. • Exception examples • Emergency airfare to evacuate students from Japan

4. Roles and Responsibilities • Cardholder • 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.

5. Roles and Responsibilities • Reconciler • Receive receipts from Cardholder. • Compare receipts with transactions in Bank of America • 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 Cardholder when • necessary. • Assemble reconciliation packet (billing statement and • receipts) for Approver and sign-off on reconciliation packet.

6. Roles and Responsibilities • Approver (Manager) • Ensure p-card usage and activity is in compliance • with internal policies and procedures. • Review reconciliation packet with transactions 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™and the reconciliation • packet. • Ensure reconciliation packet is submitted to Travel & • Complex Payments by the required date.

7. 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.

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

9. Roles and Responsibilities • Auditor • Allows for review of all data for the entire organization • Accesses and exports data and creates reports • for analyzing data (including the dashboard • summary) • Reviews transactions for appropriateness • Fund restrictions • Grant guidelines

10. Approval Process • Cardholder and/or Reconciler • Reviews transaction • receipt is complete and matches Works™ • item description is clear • Provides comments for • item description if additional information needed • business purpose • actions taken for credits and disputes • Allocates expenses • Completes signoff • Assembles reconciliation packet

11. Approval Process • Approver (Manager) • Verifies transaction • matches receipt • allocation is correct • description complete • business purpose complete • Completes signoff on Works™ transactions • Signs off on reconciliation packet

12. Bank of America Works™ • Basic Navigation • Works™ access link • Login to live site • Review task bar • Reports • Tools • Accessing and Exporting Data • Reporting

13. Allowable and Non-allowable Expenses • Document maintained on P-card website • Revised as updates occur

14. Resources • Purchasing Card Program website • http://finance.uncc.edu/controllers-office/purchasingcardprogram/ • Bank of America Works™ • Documentation and Guides • Training Videos • Purchasing Card Administrator

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