Download Activate Your Card - Colorado Mesa University

Procurement Card Program
Cardholder Training
Updated 3/27/2014
Activate Your Card
Use the last 4 digits of your 700 number
even though recording will ask for last 4
digits of your social security number
Billing Cycle
• Typically runs from the 16th of the month
through the 15th of the following month
• Cardholder limit is refreshed with every
new billing cycle
This is an individual card,
not a department card.
Do not share card Information.
Report Lost or Stolen Card
Immediately
• Call 800-344-5696
• Contact CMU Purchasing Department
Your department is liable for any charges
made before card is reported lost or stolen,
not to exceed $50.00
Purchasing Goods & Services
at Colorado Mesa University
Purchases of $3,000 or less
Purchases greater than $3,000
• Use your Procard
• Reallocate in Access® Online
• Contact purchasing for
available options
The Procard is the preferred method of payment for
small dollar purchases. It is cost-effective for the
University and provides individuals the ability to
purchase directly for their campus departments.
Cardholder Responsibilities
• Maintaining the security and integrity of the
ProCard
– US Bank will never e-mail you requesting personal
or account information
• Knowing and following the Code of Ethics
published by Colorado Mesa University
• Making purchase in compliance with the
information set forth in the Procurement Card
Program Handbook
Cardholder Responsibilities
• Making authorized purchases of allowable goods
and services for your department
• Making sure all purchases are Tax Exempt
• Maintaining original source documentation for
every transaction.
• Maintaining a Procard Order Log
Cardholder Responsibilities
• Resolving problems with a merchant
• Obtaining Approving Official signature for each
billing cycle
• Reallocating transactions using Access® Online
within the time frame allotted
• Signing the Cardholder Agreement Form
Selecting a Merchant
Ask yourself these questions:
•
•
•
•
Is there a State Price Agreement?
Do they offer a discount for CMU?
Do they accept Visa?
Will they honor our Tax Exempt status?
Placing the Order
• Place your order via phone, fax, internet,
mail or in-person
– Use caution with internet orders as it is
sometimes difficult for purchases to be tax
exempt
• Give your name as it appears on the card
Placing the Order
• Give accurate delivery information
– Your name needs to be on address label
– Delivery address
1260 Kennedy Ave
– Billing address
1100 North Ave
• We do not allow COD deliveries
Placing the Order
• Backorders cannot be charged to card until
shipped
– Cardholder must manage backorders
• Request itemized documentation
– Description of item
– Cost of item
Receive and Inspect Goods
• Inspect all goods IMMEDIATELY
– If there is a problem contact merchant
– Keep notes regarding resolution
Returns and/or Exchanges
• Make arrangements with merchant before
shipping a return
• Merchant must credit return to Procard – Do not
allow merchants to refund in check or cash
• In the case of an exchange merchant must
refund original purchase and charge for new
transaction
• Document details including name of person you
spoke with and date
Disputes
• Try resolution with merchant directly first
• Formal disputes
– Contact US Bank at 800-344-5696
– Use Access® Online
– Must be filed within 60 days
– US Bank will credit account and investigate
charge
Tracking Orders
• Procard Order Log is required
– Each order must be logged
– Helps with follow-up on late deliveries, order
problems, partial shipments
– Allows for a quick reallocation reference
Sample Order Log
Documentation Requirements
Every transaction must have valid
and complete source documentation
from the merchant
Documentation Requirements
• Valid source documentation may be
– A itemized receipt from the vendor
– A packing slip from the delivery
– Order forms for dues, subscriptions,
registrations
– An invoice showing credit card payment
Documentation Requirements
• Documentation must include
– Vendor identification (name of vendor)
– Date of purchase
– Description and quantity of each item
purchased
– Per item cost if available from the vendor
– Total cost of the order
– Cardholder name or account number
Documentation Requirements
• If original documentation is lost
contact merchant directly to provide
replacement
• If merchant did not provide
documentation contact them directly
to provide it
Procard Record Management
• Cardholder’s responsibility to maintain in
an orderly format
• Maintain for Three Years
• When Leaving employment or termination
records are to be delivered to the next level
supervisor
Approving Official
• Statement must be reviewed by designated
Approving Official
• Approving Official must sign Order Log
• Approving Official signature must be
obtained by the 15th of the following month
• It is the cardholder’s responsibility to get
Approving Official signature
Statement of Account
• Available to print in Access® Online
• Cardholder will receive e-mail notification
from US Bank when available to print
• Cardholder must reconcile statement with
order log and source documentation for
each billing cycle
Transactions to Avoid
• Personal Purchases
– Contact Accounts Payable Department immediately
– Will be asked to reimburse CMU
• Unauthorized Purchases
– Must have written authorization for purchases
made for other departments
• Allowing someone else to use your card
Transactions to Avoid
• Flower and Gifts
– Violates fiscal policy
– Take up a collection and pay cash for this type of
purchase
• Cash or Cash-like Transactions
– Cash refunds for Procard purchases
– Cash refund for sales tax adjustments
– Gift Cards
Transactions to Avoid
• Split Purchases
– Transaction split into two charges to circumvent
card limits or purchase order requirements
• Furniture
– Per State Statute must be purchased through
Colorado Correctional Industries
– Purchasing can assist with purchase
Transactions to Avoid
• Computers and Software
– Must be pre-authorized by IT Department
• Rental Contracts
– Venues for sporting events, shelters at area parks,
studios for art exhibits, etc.
– Contract must be signed by Andy Rodriguez
Merchants to Avoid
• Banks, ATM’s and Financial Institutions
• Dining Establishments
– Taking staff, recruits, search candidates or others
out to dinner
• Travel and Transportation
– Airlines, taxi, shuttle, auto rental, hotel, Travel
Agencies, etc.
Merchants to Avoid
• Vehicle and Automotive
– Auto dealerships, auto parts store, fuel, etc.
• Entertainment Providers
– Bars, cocktail lounges, nightclubs, movie theaters,
sporting events, etc.
Food Vendor Purchases
• Must be brought to campus
• Requires an Official Function Form
to be keep with Procard records
Violations and Consequences
• CMU uses a weighted point system
• Violations can be reported by anyone
including Approving Officials, Program
Administrators, auditors or the cardholders
themselves
• Violation Notifications will become part of
the cardholder’s employee record
Violations and Consequences
• Cardholders with 100 or more violation
points will have their cards suspended for six
months
• Cardholder will be required to complete
Procard training prior to card reinstatement
• Violation points will be eliminated from the
Cardholder’s record 2 years after violation
point assessment
Violations and Consequences
Purchasing Violations
• Card Abuse/Employee Fraud – 100 points
• Contract without authorized signature – 100 points
• Inappropriate purchase (as defined in the
Procurement Card Program Handbook) -50 points
• Taxes charged – 15 points
Violations and Consequences
Procard Specific Violations
• Split purchases – 25 – 100 points
• Cash or cash like transactions – 100 points
• Unapproved Liquor purchase (see Official Function
Policy 040104) – 50 points
• Travel/Travel related expenses – 25 points
• Sharing credit card number – 50 points
Violations and Consequences
Procard Specific Violations
• Documentation failure (see Procurement Card
Program Handbook) – 50 points
• Inadvertent personal purchase – 15 points
• Reallocation failure within prescribed timeframe –
15 points
• Failure to obtain Approving Official approval
within prescribed timeframe – 25 points
Audit
• Audits are selected at random
• If selected for Audit you must provide
– ProCard Order Log
– Statement of Account
– All source documentation
Reallocating Transactions
• Transaction reallocation is how Procard
transactions are “mapped” into Banner and your
budget
• It is the cardholder’s responsibility to reallocate
in a timely manner
• Transactions can be reallocated as soon as they
are posted in Access® Online
Reallocating Transactions
• You have 5 days following the close of the billing
cycle to make sure all transactions for that
billing cycle are reallocated.
• Once the 5 days have passed the transactions
become locked and you will not be able to
reallocate
Access® Online
https://access.usbank.com
Thank You!
Please sign the cardholder agreement