P-Card Program Overview Define the P-Card & its purpose Summarize personnel responsibilities

1. Department of Medicine P-Card Program Overview • Define the P-Card & its purpose • Summarize personnel responsibilities • Review WORKs procedures • Provide DOM cardholders and liaisons with updated P-Card information

2. What is a P-Card? • It is a Visa credit card issued from Bank of America • It is issued to a specific employee • It is to be used for official MUSC business only • It is fast and flexible purchasing for authorized items under $2,500

3. Purchases UNDER $2,500 Memberships (see exceptions) Airline tix (for non-employees as long as direct benefit to MUSC) Advertising Registration fees Radioactive substances (with prior approval from Radiation Safety) Computers, parts, equipment, accessories (if Apple product, always get approval from Vertelle Seabrook in Purchasing prior to purchase and note in internal notes section in UMS) Computer Software through Compusult (always get prior approval for computer software from Vertelle Seabrook in Purchasing prior to purchase – especially if license/maintenance involved & note in internal Notes section in UMS) Books Lab supplies Postage / Stamps Temp employment agencies Freight/express/delivery Office supplies Office furniture Lab coats (w/o personal embroidery) Use vendors on contract whenever possible Purchases OVER $2,500 Memberships/dues - especially for organizations that are political Action Committees or that function as Charitable Organization (Ex: SCMA- MEDPAC) Hotel room charges Maintenance agreements (written-signed contracts) Lease agreements (contracts) Microwaves, refrig., freezers - unless specified for patient care or research Consultants Employee meals Entertainment; meals, florists Telephone, cell phones Individual professional licenses – except SC Medical License & SC DHEC License 1099 reportable – purchase of individual services Personal charges (gifts, plaques, embroidry, etc) Authorized v Non Authorized

4. Authorized Items: Guidelines for Memberships • Must be a direct benefit to MUSC • Must be institutional not individual • Must relate specifically to an employee’s job or function • Memberships with subscriptions are allowable if both benefit MUSC and subscription is kept in a departmental library • Memberships to SC Medical Association or American Medical Association is permitted for students only (no faculty) • Memberships to charitable organizations is strictly prohibited

5. Authorized Items: Guidelines for Radioactive Materials • Radioactive materials (substances) may be purchased with the P-Card only if approved by Radiation Safety prior to purchase.

6. Key Players • Cardholder • Department Liaison • Department Manager • P Card Program Administrator

7. Cardholder • Must be employee of MUSC (or affiliate;i.e. UMA) • Department Head must approve employee as cardholder • P-Card request forms must be completed and submitted to P-Card Administrator for approval • Attend training • Be knowledgeable of authorized and unauthorized P-card purchases

8. Cardholder Responsibilities • Review procurement request to determine if P-card allowable. If allowable, then… • Enter information in UMS’ procurement screen. This is important because • UMS will know if there is sufficient funds to pay for this P-Card request • UMS will provide a document control/reference number. • This is important as it will tie your P-Card purchase to a SmartStream transaction (important for reconciliations) • Print the UMS document control/reference number form • Place order to vendor • Give vendor the document control/reference number from UMS form. This will be like a PO and will be helpful in identifying specific purchases

9. Cardholder Responsibilities, CONTD • Print a copy of UMS voucher • Give Liaison a copy of the UMS voucher • Receive the item(s) - Attach the invoice, packing slips, and any other paperwork to UMS voucher. Sign and date the voucher indicating receipt of items - Give the paperwork (UMS voucher w/ all attachments) to Liaison - Note: One transaction may contain 10 items. The vendor could possibly ship each item individually meaning there could be 10 receipts/packing slips. All must be given to liaison. 7. Ensure proficient knowledge of P-Card policies and procedures as violations can result in loss of privileges

10. Examples of Cardholder Violations • Purchase of alcohol • Split a purchase to circumvent the $2,500 limit • Use another cardholder’s card • Provide your card to another person for use • Purchase of personal items • Continuous purchase of unauthorized items • Failure to provide liaison with required documents

11. Action Taken for Violations Violation 1: Notification of infraction sent to cardholder, liaison, dept. manager, and department compliance file. Violation 2: Meet w/ P-Card Administrator. Receive additional training. Notification will be sent to cardholder, liaison, dept manager, and department compliance file. Violation 3: Termination of P-Card rights for the cardholder, liaison, and potentially the department. *If the infraction is deemed to be deliberate, fraudulent, or illegal, then card will be immediately terminated, and cardholder/liaison/and potentially department will lose P-Card privileges. This can occur for any violation depending upon the severity.

12. Liaison • Be appointed by Department Administrator • Attend training • Be knowledgeable of P-Card policies & WORKs procedures • Be organized • Maintain filing system for P-Card transactions

13. Liaison Responsibilities • Maintain proficient knowledge of P-card policies, procedures, and allowable/unallowable charges; • Retain organized filing system of all UMS forms, receipts, packing slips and bank statements; • Allocate P-card transactions in WORKs • Update P-card Administrator (Sarah Wall): • new UDAKs • change in default UDAK • lost/stolen card • terminated cardholders

14. Liaison Responsibilities, CONTD • Obtain department administrator signoff on transactions if cardholder serves as own liaison • Match all transactions w/ receipts, packing slips, etc to the bank statement • Sign bank statement verifying that statements match attached paperwork.

15. WORKs • Allocate each transaction from default UDAK to correct UDAK • Enter UMS reference # (this is necessary and important for UMS reconciliation purposes) • Identify those transactions that require sales tax • Identify and resolve any disputed transactions • Report any questionable transactions to Department Manager

16. Department Manager Responsibilities • Oversee the P-card program for the department • Establish and maintain departmental policies and procedures that are in-line to the institution’s • Establish best practices for: • WORKs • filing system (hard copy and/or electronic) • Disputes • UMS reconciling • Communicates user requests to university officials • Conducts monthly internal audits of P-card transactions • Report any unallowable/unauthorized purchases to Internal Audit and Program Administrator • Notify and counsel cardholders and liaisons of any violations or fraudulent activity associated w/ the P-card.

17. http://academicdepartments.musc.edu/vpfa/finance/purchasingap/pcard/Index.htmhttp://academicdepartments.musc.edu/vpfa/finance/purchasingap/pcard/Index.htm

18. Keys to Success • Be proficient in the institutional P-Card policy • Know and practice DOM procedures (that are in line w/ MUSC) • Understand your role • Act responsibly • Communicate with other P-Card Players • Ask questions