Purchasing Cardholder Refresher Training

1. Purchasing Cardholder Refresher Training

2. UM Purchasing Card • For Purchase of Goods and Services Up to $5,000 • Not for Personal Purchases • Not for Travel or Restaurants • Visit www.dbs.umd.edu/Travel

3. Good Uses for Purchasing Card Subscriptions, Conference Registrations, Books Retail Stores Instead of Blanket Orders Catalog Purchases On Campus Purchases (Business Services, Dining Services, University Book Center, Physics Stores) University Master Contract Purchases Grocery Store Purchases as long as they are well documented

4. Cardholders’ Responsibilities Working Knowledge of the Program Policies and Procedures Keeping the Card and Account # Secure Not Allowing Others to Use the Card Maintaining Transaction Log Retaining All Receipts and Documentation Reconciling Monthly Visa Statement Passing Completed and Signed Log with Documentation to Reviewer

5. Changes to Cardholder Information • Cardholder Name, Address Changes - Use Maintenance Form (Appendix G in User’s Guide) • Notify Program Administrator in Writing • Credit or Transaction Limit Changes • Department Head Must Approve • Leave Department Employment • Surrender Card to Department Representative Who Sends Card to Procurement

6. What if You Lose Your Card or it is Stolen? • Immediately Contact Program Administrator in Procurement & Supply (301-405-5834) • If after hours Contact US Bank at: 1-800-344-5696 • Report To Program Administrator Next Business Day • Contact the police • Complete disputed item form (located under Forms on website or in User’s Guide) • No Personal Liability if Card is Lost or Stolen

7. State of Maryland Restrictions at Point of Sale • $2,500 or $5,000 Single Purchase Limit • No Cash Advances • Restrictions by Merchant Category • Travel and Lodging (Airlines, Car Rentals, Hotels, etc.) • Restaurants, Liquor Stores • Entertainment (Recreational Services, etc.) • Personal Services such as Photographic Studios

8. State of Maryland Purchasing Restrictions • Alcohol • Cash Equivalents such as Gift Cards • Gifts of Sentiment such as flowers • Unincorporated Businesses (Mom and Pop establishments, individuals) Specific to services only • Do Not “String” Purchases to Avoid the Single Purchase Limit • “Stringing” depends on what you know at the time of the purchase

9. State Requirements • Purchase From State Preference Programs If Need Can Be Met • Certified Minority Vendors • Sheltered Workshops • State Use Industries • Printed Forms - Purchase on Campus or from State Use Industries • Furniture - Purchase from State Use Industries (Appendix E in User’s Guide)

10. UM Purchasing Policies and Procedures • Same as Delegated Small Purchase Orders • UM Purchasing Card User’s Guide (located on Procurement & Supply website and on PCMS website, also given out in training) • Follow Your Department’s Purchase Authorization Procedures

11. University Master Contracts • University Master Contracts are Expected to be Used • Contract Summaries on www.purchase.umd.edu under Master Contract link • Most Master Contract Vendors Accept VISA • Do Not Use Pcard for Office Max or Rudolph’s Office Products

12. Purchasing is Still Available for: • Non-Delegated Needs • Problem Solving • Contracts • (301) 405-5813, 2113 Chesapeake Bldg.

13. Send Requisition to Purchasing for • All Purchases Over $5,000 • Any Purchase Involving Signing of Agreements, Licenses and Contracts • Any Purchase for Delivery to a Non-University Address

14. Send Requisition to Purchasing (Cont.) • Furniture Purchases if State Use Cannot Meet Need Unless You Document as Required (Appendix E in User’s Guide)

15. Send Requisition to Purchasing (Cont.) • Telecommunications equipment, antenna, satellite installations (cell phones ARE allowed) • 2-way radios • Modifications to building structure, mechanical, electrical or life safety systems (contact Work Control X52222)

16. When Phoning in an Order: • Record the Name of the Person Taking the Order for Questions in Future • Request detailed receipt • Ask vendor NOT to send invoice to A/P • You may have Someone Else Pick Up. • They Should Not Sign Credit Card Slip, Only Receipt. • Vendor Signs Credit Card Slip as “Phone In Order”

17. Resolution of Discrepancies and Disputes • Dispute with Vendor Should be Resolved by Cardholder • Discrepancies between Cardholder’s Records and Visa Statement • Contact Program Administrator for Assistance • Complete Disputed Item Form (on Procurement & Supply and PCMS website) • Verify Credit is Issued

18. Accounting and Record Keeping • The Purchasing Card Management System is available for online reallocations • All reallocations will be performed online • Your department decides who is responsible for the reallocation process • Notify any other department prior to reallocating to their FRS account

19. Daily Record Keeping • Complete UM Transaction Log (required) • Show enough detail to answer to an auditor why the purchase was made • For food purchases, include the name and purpose of the function and who attended it, by name or affiliation • For furniture purchases see exhibit E • Keep all Documentation - Receipts, Packing Slips, Credits, etc. for each purchase • May Want to Use Envelope

20. Discrepancies • Purchase Doesn’t Show on Visa Statement • Transfer to Next Month’s Log; Should Clear Next Statement • Billed Erroneously • Contact Vendor to Resolve Discrepancy • If Not Satisfied, Send Disputed Item Form (Appendix L in User’s Guide) to Procurement Within 30 Days of Statement

21. Monthly VISA Statement Reconciliation • VISA downloads data daily to the Procurement Card Management System Website • Monthly VISA Statement Mailed Directly to Cardholder • Should you wish to download VISA data directly to your Transaction Log click on Print from the View Report screen or you may download the transaction log into Excel using the macro

22. On Line Monthly Record Keeping • Reallocate funds and subcodes, if required • Complete the department reference field • Complete the purchase description field (required) • Download, print and sign the transaction log • Reconcile VISA Statement • Resolve Any Discrepancies • Pass paperwork to your Reviewer within 3 days

23. Questions? • Procurement Card Program Administrator Marty Newman Voice:301-405-5834 Fax:301-314-9565 email address: menewman@purchase.umd.edu • Kristina Libby Voice:301-405-5839 Fax:301-314-9565 email address: klibby@purchase.umd.edu • Access PCMS and click on PCMS Web Help from Menu