Download PCard Agreement II

Purchasing Card Program
(P-Cards)
P-Cards
What is the P-Card?
• A Visa credit card issued by
US Bank through the State
of Arkansas to UACES to be
used for approved purchases
P-Cards
P-Cards: Advantages
• Eliminates the need for P.O.’s for small
purchases
• Eliminates the need for blanket P.O.’s
• Enables internet and telephone purchases
• Eliminates employees making purchases
charged to personal credit cards and having
to apply for personal reimbursements
• Replaces Wal-Mart Account Cards and other
Credit Cards (except Voyager)
P-Cards
P-Cards: Disadvantages
• Purchases will be charged to M&O Budget –
must carefully monitor these purchases
(purchases can be charged to grant funds,
county funds)
• Increased risk for employee errors-making
unauthorized purchases
• Review and approval after transaction
completed, rather than prior to (requisitions,
P.O.’s)
P-Cards
Who’s Involved?
• US Bank
• State of Arkansas-Office of
State Procurement
• UACES Financial Services
• Supervisors
• Users
P-Cards
Who’s Who?
• P-Card Coordinator –Jackie
Yarbrough
• Account Manager – Denise
Brown maintain P-Card
payment records
P-Cards
Other Contacts:
• Burl Scifres–Purchasing Mgr
• US Bank Customer Service
P-Cards
Required Training
• In order to be issued a P-Card you
must:
Read the P-Card Guidelines
Complete a P-Card Application Form
Complete Mandatory Training (may be
completed electronically)
Sign and return a P-Card Program
Cardholder Agreement Form
P-Cards
Prohibited Items:
• Alcoholic Beverages
• Travel/Meals/Entertainment (exception: registrations)
• State Contract Items
• Gifts/Personal Items
• Cash Advances
• Professional Services
• Split Purchases
• 4H Foundation Purchases
P-Cards
• OSP has restricted the office
supplies contract to
Goddess/Office Depot ONLY
– must use to purchase ALL
office supplies
P-Cards
Transactions to Note
• Meals or snacks for Meetings –
Must include FIN-214 with P-Card
Report and receipts
• Goddess/Office Depot
• Purchases with County Checking
Account Funds (Fund 13823)
P-Cards
• When making purchases on the
internet or telephone, be certain
that you use 2301 S. University
Ave., Little Rock, AR 72204 for
the billing address and your
location for the shipping
address
P-Cards
Spending Controls
• Each card will be assigned a
maximum per-transaction
and per cycle limits, based
on the user’s need as
approved by the supervisor
P-Cards
Cardholder Responsibilities:
• Keep P-Card in a secure place
• May not authorize anyone else to use P-Card
• Keep receipts and/or shipping tickets for purchases
• Immediately report lost or stolen card to US Bank and
P-Card Coordinator
• Refrain from making unauthorized purchases
• Review monthly charges to verify accuracy
• Notify Account Manager of Fund/Org # changes
• Destroy card upon termination and notify P-Card
Coordinator
P-Cards
Account Manager
Responsibilities
• Go into the US Bank website, and follow the instructions for
transaction management
• Enter appropriate fund and org numbers on each purchase so
that they can be correctly charged
• Retain all original receipts, sales slips, cash register receipts,
packing slips and credit receipts
• After the report has been verified, it should be signed and
approved, and forwarded to Financial Services with original
receipts,FIN-214 forms, justification forms etc.
• Retain a copy of the report and receipts
P-Cards
Purchasing Card Application
Form
• Can be found in spot,under
Templates – Purchasing –
PURCH-400
P-Cards
Application Data
• Must supply name, last 4
digits of social security
number, business phone and
e-mail address, default
fund/org
P-Cards
Merchandise Returns/Credits
• If an item purchased with the P-Card is returned,
request from the vendor that a credit be placed on
the cardholder’s P-Card account
• A credit should be issued for any item that the vendor
has approved for return
• Do not accept a refund in the form of cash or check
• Credit amounts/transactions should be listed on the
Purchasing Card report
P-Cards
Questions???