Purchasing Card (P-Card) Renewal/Refresher Training

1. Georgia Health Sciences University (GHSU) Purchasing Card (P-Card) Renewal/Refresher Training

2. Objectives At the end of this training session, you will be able to: • List the benefits of using a P-Card • List the instances when you use a P-Card • List restrictions of using the P-Card • List your responsibilities regarding the P-Card • List the steps to follow when the products ordered are defective or incorrect; list the steps for vendor fraud. • List available Purchasing Card resources Revised October, 2011

3. Spending Controls TOTAL DAILY LIMITS with One Vendor • $4,999.99 (TO INCLUDE SHIPPING) TOTAL MONTHLY LIMITS • THE DEPARTMENT DETERMINES – STAY WITHIN YOUR BUDGETS Revised October, 2011 Purchases may also be subject to restrictions imposed by the cardholders’ department. Please contact your Department Manager for any restrictions which may apply.

4. Activating and Using the P-Card • Call to activate card (sticker on card) • Sign back of P-Card and keep it separate from personal credit cards • Reasonable & Necessary • All purchases must be for the use and benefit of the Georgia Health Sciences University • Retain receipts for ALL transactions • Maintain a transaction log • Review and sign statements monthly Revised October, 2011

5. When Do You Use a P-Card? For the Purchase of Equipment or Furniture • maximum limit on any single piece of equipment or furniture purchase is $3000.00 to include delivery Revised October, 2011

6. When Do You Use a P-Card? For the purchase of small dollar supply items. When you pay for a minor repair on office, warehouse, or lab equipment. When you purchase off a statewide or agency contract that accepts the purchasing card. Revised October, 2011

7. Over the counter (point of sale) By fax By telephone Over the internet Where Can You Use a P-Card? Revised October, 2011

8. Your Delivery Address • Your name • Your Dept / Room # • 1120 15th Street (only if a street address is mandatory) • Augusta, GA 30912 Do not ship to GHSU’s receiving warehouse. Do not have deliveries sent to a home address. Revised October, 2011

9. Federal Express (FEDEX) If you need to ship using Federal Express: • Contact the p-card office to have an account opened. • Once the account is open the cardholder is required to create an online account at www.fedex.com. • All FedEx receipts must include the ship to address. • All FedEx packages must be GHSU business related. Revised October, 2011 Staples Contact the p-card office to open an online Staples account.

10. Obtain the Best Value The cardholder must utilize the lowest price based upon requirements, quality, and availability to obtain the maximum value for each dollar expended. and…. Revised October, 2011

11. The cardholder should … • Use state contract vendors • Vary suppliers Use small-disadvantaged and minority-owned businesses. Revised October, 2011 Vendor Diversity Initiative

12. Cardholders’ Responsibilities Protection of Card Cardholder must protect the security of his/her P-Card and P-Card number. Never Share your Card If the card is lost or stolen, immediately call Bank of America at: 1-888-449-2273. Revised October, 2011 Confirm notification in writing to the P-Card Program Coordinator

13. Cardholders’ Responsibilities Personal Gain The Cardholder must not make P-Card purchases from friends or relatives where the cardholder has a financial interest. The Cardholder must not accept any gift or gratuity that appears to influence the decision making regarding P-Card purchases. Revised October, 2011

14. What Happens When you have a vendor dispute or Fraud! Vendor Disputes: Contact the vendor immediately and document your actions. If you are unhappy with the vendor’s response, contact your Purchasing Card Program Coordinator to initiate a Dispute. FRAUD: If you do not recognize a charge, contact the vendor for a proof of purchase or delivery If you suspect fraudulent activity – contact your Entity Purchasing Card Program Coordinator immediately for further instructions. Revised October, 2011 We only Have 60 days to dispute a charge.

15. Contact the P-Card Program Coordinator if… • Your name changes • Address Changes • Phone Number Changes Your P-Card must be destroyed and cancelled upon…. Retirement/ Termination of Employment OR Employee transfer from one department to another CARD CHANGES/CARD CANCELLATION Revised October, 2011

16. Receipt Maintenance • A valid receipt must include: • Order Date/Delivery Date • Supplier/Vendor • Items Purchased • Cost(s) • Freight Amount • Sales Tax (see section on Sales tax) • Total Transaction Amount Revised October, 2011

17. Receipt Maintenance Cont. All Membership Dues must include a copy of the Accounts Payable Memorandum form. All Subscriptions must include a copy of the Use of State Funds to Pay Subscriptions form. Revised October, 2011

18. Sales and Use Tax DO NOT PAY SALES AND USE TAX • Institution purchases are exempt from state and local taxes in GEORGIA only.You will pay sales tax on purchases made outside of the state of Georgia. Revised October, 2011

19. Sales Tax Things to Watch For… Make sure that Sales Tax is not charged on your purchases What happens if you realize you were charged for Sales Tax: • Contact the vendor immediately and document your actions • Have the Vendor issue a credit for the sales tax amount • If the Vendor refuses or is unable to refund the sales tax, document their response and keep with your receipts. Revised October, 2011

20. Cash Advances Travel and Entertainment Motor Vehicle Fuel Professional Services (doctors, lawyers) Some of the Restrictions-State Policy You cannot use your card to pay for: Revised October, 2011

21. Gift Cards are considered Cash Gift Cards Personal Purchases Split Purchases Purchasing same item, but paying in split payments Some of the Restrictions-State Policy You cannot use your card to pay for: Revised October, 2011

22. Georgia Health Sciences University Restrictions • Bookstore (GHSU) - Use an IDR for this type of purchase • Calling Cards (Phone Cards) • Computer parts & components over $300 per item (to include shipping and handling) for repairs or upgrading. Examples include memory, motherboards, processors, repair items, etc. • Computer supplies & peripherals over $999.99 per item (to include shipping and handling). Examples include speakers, monitors, etc. • Computer systems, I-pads, netbooks, laptops, tablets, all portable wireless devices or any item(s) with internet access must be purchased with a purchase order; regardless of price Revised October, 2011

23. Georgia Health Sciences University Restrictions • Consulting Companies / Professional Services. Examples include certified public accountancy, architecture, chiropractor, dentistry, professional engineering, podiatry, veterinary medicine, registered professional nursing, law, psychologists, medicine and surgery, etc. • Controlled assets such as guns, ammunition, explosives, etc. • Equipment (asset) items over $3000 per item (to include shipping and handling). Examples include digital cameras, audiovisual and lab equipment. • High Hazard Chemicals , Biohazardous Materials, DEA Controlled Substances and Radioactive Materials –MUSTbe purchased with a purchase order. Revised October, 2011

24. Georgia Health Sciences University Restrictions • Jewelry • License Renewal, IT (Exception: Software renewals through MSD are allowable purchases on the p-card if less than $1,000 per item). • Personal items and/or gifts (items are considered personal if they are for the sole use of a state employee). Examples include coffee pots, food/beverages, pictures, plants, gifts for other faculty (retirees), study incentives unless supported by a sponsored account (see note). • Reimbursements; to include food. • Postage; submit an IDR to GHSU mailroom for supplies or services. Revised October, 2011

25. Georgia Health Sciences University Restrictions • Registrations where the payment of membership dues or where food and lodging is priced out separately. • Restaurants, catering, or fast food establishments & Entertainment unless specifically supported by a sponsored account or by a departmental sales account (Prior Approval is needed). • Sales and Use Tax • Software that does store protected health information (PHI) or sensitive personnel/student information (i.e. social security numbers, etc.), regardless of price, and software over $999.99 per item. Revised October, 2011

26. Georgia Health Sciences University Restrictions Continued • Split purchases to circumvent credit, single equipment item, or transaction limits. • Staffing, Temporary Personnel. Examples include Augusta Staffing, Kelly Girl, MAU, Sizemore, Georgia Personnel Services, etc. • Single Transaction purchase of supplies (one vendor) greater than $4,999.99.) • Travel services such as airlines, hotels (to include reservations), car rentals, gasoline, cash advances, traveler’s checks, travel insurance, currency exchanges, meals and beverages, taxis, bus tickets, etc. • Wireless equipment to include cell phones and wireless cards, PDA's with cell phone or wireless capability, pagers, two way radios, and service hookups. Revised October, 2011

27. Review and reconcile the Bank of America billing information Follow the established single transaction limit: less than $4,999.99 Notify the P-Card Program Coordinator if you need to raise your limits or need an exception to the established P-Card Policy $4,999.99 What Rules Do You Follow? Revised October, 2011

28. Things You Must Do Regarding Your P-Card… Each month the Bank of America Statement and the transaction log must be reviewed and signed by the cardholder and Department Adminstrator/Manager (Approving Authority). Retain the bank statement , the transaction long and all supporting documentation together. Revised October, 2011

29. Things You Must Do Regarding Your P-Card… • Ensure complete understanding of the reconciliation process • Ensure that restricted items are not procured with his/her P-Card. • Maintain a copy of all receipts, all bank statements and all transaction logs • Follow the established purchasing guidelines • Maintain adequate documentation-7 years • 2 years On-Site, 5 years Off-Site Revised October, 2011

30. P-Card Compliance All p-card transactions are reviewed to ensure compliance with p-card guidelines. Transaction (Desktop) Audits – Completed monthly Process (Field) Audits – Completed yearly/bi-yearly The Department Chair, Director or Department/Administrative Manager is responsible to review all cardholder transactions. Failure to do so, could result in disciplinary actions up to and including termination of employment. Revised October, 2011

31. When Is Your P-Card Suspended? Your P-Card can be suspended because • you do not follow the Board of Regents, State or GHSU’s established policies and procedures • of habitual misuse • of fraudulent activity. When this is the case, you will be terminated and prosecuted Revised October, 2011

32. P-Card Program Resources To review Georgia State Purchasing Card Policy and on-line resources: http://statepurchasing.doas.ga.gov Please visit the Materials Management website to review the Georgia Health Sciences University purchasing card policy. Revised October, 2011

33. For more information please contact: Lillian Samundsen, lamundsen@georgiahealth.edu Georgia Health Sciences University P-Card Program Coordinator (706) 721-9441 Supply Chain - P-Card Office Annex I - HSB315 For additional information regarding the P-Card program, please consult the P-Card Users Guide on the Materials Management Website. Revised October, 2011

34. Questions? Revised October, 2011