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									State of Oklahoma
Purchase Card Procedures
Effective December 14, 2010




Issued by Central Purchasing
Introduction
   The State of Oklahoma P-Card is a Visa Purchasing Card
    issued by the Bank of America (BOA)
   The BOA P-Card contract is administered by Central
    Purchasing
   There are no fees associated with the program
   The terms of the Statewide Contract allow Higher
    Education and Political Subdivisions to participate in the
    program; however they are entitled to implement their
    own policy governing the use of the card;
   It is the only credit card authorized by the State of
    Oklahoma
Implementation & Maintenance

   To Join the Program:
    ◦ Submit a request on entity letterhead, signed by the Entity’s
      Chief Administrative Officer, to the State P/Card Administrator
      via email or fax and include the Entity’s P/Card Administrator
      name and contact information
    ◦ State P/Card Administrator will forward an “Implementation
      Actions” worksheet advising the next steps
Implementation & Maintenance
   Changing the Entity’s P/Card Administrator or Back-up:
    ◦ Submit a request on entity letterhead, signed by the Entity’s
      Chief Administrative Officer, to the State P/Card Administrator
      via email or fax advising of the changes
Organization
                               Executive Steering
                                    Group


                                State Purchasing
                                    Director


                                 State P/Card
                                 Administrator


                               State Entity P/Card
                                  Administrator



            State Entity                                State Entity
         Approving Officials                         Approving Officials



P/Cardholders         P/Cardholders            P/Cardholders               P/Cardholders
Conditions of Participation
   State Entities must abide by the terms of these
    Procedures
   A “Request for Exception” form can be completed
    requesting to make a purchase contrary to the
    Procedures
    ◦ Found on the DCS website at www.dcs.ok.gov, Central
      Purchasing > P/Card Information > P/Card Forms > Form 030
    ◦ Forward to the State P/Card Administrator by email or fax for
      approval prior to making the purchase (if declined, cardholder
      will not be able to make the purchase with the P/Card)
Conditions of Participation
   State Entity’s P/Card Procedures must be included in
    Entity’s Internal Purchasing procedures
    ◦ Must designate where P/Card transaction documentation is
      securely retained


   Revised Internal Purchasing Procedures must be
    submitted to Central Purchasing within six (6) months
    of completing P/Card implementation
Conditions of Participation
   Audit
    ◦ All transactions are subject to audit by
       State Auditor and Inspector
       DCS
       OSF
    ◦ Detailed transaction documentation supporting P/Card
      transactions shall be securely retained by the State Entity and
      made available upon request
    ◦ State Entity P/Card Procedures shall designate where P/Card
      transaction documentation is securely retained
Open Books
 ◦ All transactions are listed on the State of Oklahoma Open
   Books website, listing
    Cardholder’s last name, first initial
    Vendor
    Amount of transaction
    Itemized Description if vendor is a “Level 3” vendor
Open Books
Revenue Sharing
   Provided to all participants based on
    ◦ Total Dollar Spend
    ◦ Average Transaction Size
    ◦ Speed of Pay


   Divided among participants based on agency spend
Definitions
   Cycle – means the period of time between billings; our cycle
    closing date is the last business day of the month;
   Low Dollar Acquisition – means an open market acquisition
    that is fair and reasonable and does not exceed $5,000.00;
   Merchant Category Code (MCC) – means a standard code
    the credit card industry uses to categorize merchants based
    on the type of goods or services provided by the merchant;
   Merchant Category Code Group (MCCG) – means a defined
    group of merchant category codes. MCCGs are used to
    control whether or not P/Cardholders can make purchases
    from particular types of merchants;
Definitions
   Single Purchase Limit means the maximum spending
    limit a P/Cardholder is authorized to charge in a single
    transaction.
    ◦ Cannot split purchases for the purpose of evading:
       Statutory Single Purchase Limit of $5,000 (not including Central
        Purchasing Statewide Contracts, Regulated Utilities, Interagency
        Payments, & Professional Services as defined in 18 O.S. § 803)
       Limits established for an individual P/Card;
       A competitive bidding requirement
Definitions
   Split Purchase means dividing a known quantity or failing
    to consolidate a known quantity of an acquisition for
    the purpose of evading a competitive bidding
    requirement;
   Statewide Contract means a contract issued by DCS
    Central Purchasing for specific acquisitions for a
    specified period, with a provision allowing the agencies
    and Political Subdivisions to place orders as acquisitions
    are needed;
   Transaction Documentation means all documents
    pertaining to a transaction
Participants
   State Entity P/Card Administrator and Back-ups
   State Entity Approving Officials and Back-ups
    ◦ Must be one level above P/Cardholder
   P/Cardholders
    ◦ Includes Lodging Only P/Cardholders


   Does not include
    ◦ Those assigned to create the P/Card voucher or payment
    ◦ Those designated as Accountants in Works
    when this is their only role in the P/Card program
Employee Status
   P/Card participants must be a full time or permanent
    part time employee of a State Agency
    ◦ Cannot be a temporary or contract employee
Training
   All P/Card participants must complete initial training conducted by
    Central Purchasing;
   All participants must complete refresher training every five (5)
    years:
    ◦ Conducted by Central Purchasing; or

    ◦ Conducted by State Entity P/Card Administrator (must provide Central
      Purchasing with proof of attendance)

   If P/Cardholder will be making “Lodging” purchases only, training
    may be conducted by State Entity P/Card Administrator (must
    provide Central Purchasing with proof of attendance)
   State Entities new to the P/Card program must attend OSF P/Card
    Voucher Training
Purchase Card Employee Agreement
   All participants must read and sign the
    Purchase Card Employee Agreement


   If participant holds multiple roles, separate agreements must
    be completed for each role


   State Entity P/Card Administrator is responsible for
    completing and maintaining page 2 of the Agreement


   State Entity P/Card Administrator retains original and
    provides P/Card participant with a copy
P/Card Management & Reports
   State EntityP/Card Administrator is responsible for
    performance or appropriate delegation of the following
    duties:
    ◦ Processing and retaining P/Card Program Reports:
       Monthly Statement;
       Invoice;
       RPT 170 Transaction Report
       TXN Detail w/Level 3 - Gen Purchase Report
    ◦ Other reports are available in Works and urge P/Card
      Administrators to utilize these as well
    ◦ Processing and retaining P/Card Employee Agreements
P/Card Management & Reports
   State Entity P/Card Administrator is responsible for performance
    or appropriate delegation of the following duties:
    ◦ Establishing written P/Card program policies and procedures;

    ◦ Processing authorized requests for P/Cards, maintaining control over active
      cards, and closing accounts;

    ◦ Establishing and maintaining usage controls and determining cardholder’s
      need for the P/Card;

    ◦ Auditing of reports and transactions to identify unauthorized use;

    ◦ Auditing a random selection of cardholder’s monthly statements for
      accuracy

    ◦ Setting Lodging Only P/Cards in “Suspense” status in Works with Credit
      Limits at $0.00 when not in use
P/Card Management & Reports
   State Entity P/Card Administrator is responsible for
    performance or appropriate delegation of the following
    duties:
    ◦ Retaining detailed transaction documentation supporting P/Card
      transactions
       Make available upon request
    ◦ Establish procedures for maintaining necessary data before it is
      removed from Works
       Paper Copies
       Electronic Copies, must meet
          OSF Information Security Policies, Procedures and Guidelines
          Oklahoma Archive Commission Rules
Issuing the P/Card
   Once training is completed, the
    State Entity P/Card Administrator
    orders the card online


   Must provide:
    ◦ Monthly credit limit;
    ◦ Single Transaction limit;
    ◦ MCCGs
Issuing the P/Card
   Front of P/Card includes:
    ◦ Cardholder’s name and agency name
    ◦ “State of Oklahoma” and State Seal
    ◦ State Tax ID Number
Issuing the P/Card
   Once P/Card is ordered, it is
    ◦ Delivered to the State P/Card Administrator
       Checked for accuracy
       Training is verified
    ◦ Forwarded to State Entity P/Card Administrator for distribution
    ◦ Must sign the Employee P/Card Agreement upon receipt of the
      P/Card
Property of the State
   Corporate Liability card;
   Upon termination of employment with the state agency,
    cardholder must surrender the card to the State Entity
    P/Card Administrator prior to leaving;
   State Agency and State P/Card Administrator may also
    request the cardholder to surrender the card;
   Upon surrendering of card; State Entity P/Card
    Administrator shall document page 2 of the Employee
    P/Card Agreement and destroy the card;
    ◦ State Entity P/Card Administrator shall also deactivate the card
      in Works and delete the User information
Card Replacement
   Expired Cards
    ◦ BOA will automatically issue a replacement card prior to
      expiration
   Defective Cards
    ◦ State Entity P/Card Administrator can order replacement cards
      online
   Cut expired, defective, or canceled cards through magnetic
    strip and forward to Approving Official who forwards it to
    the State Entity P/Card Administrator for documentation
    and destruction
Card Security
   P/Card is limited to person whose
    name is on the card;
   Do not loan your card;
   Do not use another person’s card;
   If possible, file card in a secure, locked place when not in
    use;
   Must return card to the State Entity P/Card
    Administrator if leave employment
    ◦ State Entity P/Card Administrator must close out page 2 of the
      Employee P/Card Agreement
Lost, Stolen or Compromised
Cards
   Immediately report any lost, stolen or compromised cards to
    BOA at (888) 449-2273
   Complete a Lost/Stolen P/Card Notification form found on
    the DCS website at www.dcs.ok.gov, Central Purchasing >
    P/Card Information > P/Card Forms > Form 31
    ◦ Forward the original to your State Entity P/Card Administrator,
      keep a copy of the form with your Statement, and forward a copy to
      your Approving Official
    ◦ Remember – the State Agency is responsible for purchases
      on lost, stolen or compromised P/Cards until BOA is
      notified
Statutory References
   All purchases shall be made in accordance with State
    statutes, rules, and these Procedures, which include but
    may not be limited to:
    ◦ Central Purchasing Act, 74 O.S. § 85.1 et seq.
    ◦ State Travel Reimbursement Act, 74 O.S. § 500 et seq.
    ◦ DCS, Central Purchasing Codified Rules, OAC 580:16
    ◦ Office of State Finance (OSF) State Travel Procedures
    ◦ State Agency Internal Purchasing and P/Card Procedures
Purchasing Requirements
   P/Card purchases must comply with statutes, rules, and
    procedures, as well as:
    ◦ State Use Contracts
    ◦ Mandatory Statewide Contracts
    ◦ Oklahoma Corrections Industries (OCI)
    ◦ Internal Purchasing Procedures
   Remember required forms
    ◦ OSF Form 115 for IT or Telecommunications
    ◦ Accessibility
    ◦ Inventory requirements
Using the P/Card
   P/Card is issued in your name and shall be used only by you;
   P/Card can be used at merchants accepting VISA. Merchants
    may require a minimum purchase amount of $10.00 (does
    not include Statewide contracts);
   Purchases can only be made within your Single Transaction
    Limit and Credit Limit assigned to your card;
   Cardholder is responsible for reconciling all transactions;
   P/Card is not intended to avoid or bypass appropriate
    purchasing or payment procedures;
   P/Card is not for personal use
   P/Cardholder shall ensure prices paid are
    fair and reasonable
Methods of Purchase
   Walk-In;
   Telephone;
   Internet
    ◦ Make certain internet site is a secure location, for example:
       “s” on the end of https means it is a secure site; or
       Lockbox will appear on the site
P/Card Limits
   There is no limit on the amount of a P/Card transaction
    for the following:
    ◦ Statewide Contract purchases
    ◦ Regulated Utilities
    ◦ Interagency Payments
    ◦ Professional Services as defined in 18 O.S. § 803
   For any other transaction with a state purchase card,
    the transaction shall not exceed $5,000
P/Card Limits
   P/Card limits shall be based on need and/or past usage
    ◦ May set the Single Transaction Limit less than $5,000
    ◦ May set the Single Transaction Limit greater than $5,000
       Statewide Contract purchases
       Regulated Utilities
       Interagency Payments
       Professional Services in accordance with 18 O.S. § 803
    ◦ Do not set Single Transaction Limit inappropriately high
Utility Bills
   P/Card may be used to pay utilities:
    ◦ Regulated Utilities:
       Unlimited Dollar Amount;
       Print page verifying it’s a regulated utility and file with statement;
    ◦ Non-Regulated Utilities:
       Yearly total must be less than $5,000;
    ◦ Identification of Regulated vs Non-Regulated Utilities
       Oklahoma Corporation Commission website – www.occ.state.ok.us
       Divisions > Public Utility then select the applicable utility
Interagency Payments
   Interagency is defined according to 74 O.S. § 1003 (Interlocal
    Cooperation Act) and includes, but not limited to:
    ◦ Political subdivisions
    ◦ Federal Government
    ◦ Public Trusts


   Interagency payments between State Agencies, Universities,
    and Colleges:
    ◦ Should be made by voucher, selecting the payment method “WIR”
    ◦ DCAR Newsletter,Vol. 21, No. 7, dated February 18, 2011 (page 3)
Advance (Pre-)Payments
   P/card purchases are subject to Office of State Finance
    Procedures Manual, Section 319, Special Procedures,
    Chapter L., Advance Prepayments

   Can use p/card for conference registration when:
    ◦ Discount is provided for paying in advance;
    ◦ Can substitute a participant;
    ◦ If event is canceled, cardholder receives a full refund
State Sales Tax
   State of Oklahoma is exempt from Oklahoma State Sales Tax


   State Entities also have immunity from taxes imposed by
    Oklahoma municipalities, which includes, but not limited to:
    ◦ City Sales tax;
    ◦ Occupancy tax;
    ◦ Tourism tax;


    See DCAR Newsletter Vol 20, No. 6, dated 03/11/2010
    regarding immunity from local taxes
Convenience Fees
   Convenience Fees are fees that might be charged by
    vendors for accepting credit cards
   Strictly regulated by Visa and MasterCard
   Convenience Fees may be allowed for certain
    transactions if charged in compliance with Visa rules
   The following fees are NOT allowed by Visa regulations:
    ◦ Credit Card Fees
    ◦ Processing Fees
    ◦ Surcharges
Convenience Fees
   Convenience fees may be allowed by merchants who offer an
    alternate payment channel (i.e., mail, telephone, or e-
    commerce)
   Merchant must adhere to the following rules:
    ◦ Fee is being charged for a bona fide convenience of using an
      alternative payment channel outside the merchant’s normal business
      practice
    ◦ The customer must be given the opportunity to cancel prior to the
      completion of the transactions
Convenience Fees
   Merchant must adhere to the following rules (Cont’d.):
    ◦ The fee:
       Must be disclosed to the customer as a charge for the alternative
        payment channel convenience
       Is applied only to non face-to-face transactions
       Must be a flat or fixed amount, regardless of the amount of payment due
       Is applied to all forms of payment products accepted in the alternative
        payment channel
       Is included as part of the total transaction amount
       Cannot be added to a recurring transaction
       Is assessed by the merchant that provides the goods or services to the
        cardholder and not a third party
Convenience Fees
   Visa is very clear about what a convenience fee is and
    how and when they can be charged. As a result, many
    vendors that charge fees do so incorrectly and are
    therefore out of compliance with Visa regulations
Convenience Fees
   Examples of common violations
    ◦ Charging a tiered or percentage based fee

    ◦ Charging a fee for transaction below or above a certain dollar amount

    ◦ Charging the fee in person, for face-to-face or point of sale transactions

    ◦ Charging only for Visa or credit card transactions. Convenience fees
      must be applied to all payment methods accepted via that channel
    ◦ Calling the fee a processing fee, credit card fee or surcharge

    ◦ Charging higher prices for credit card purchases versus checks or cash

    ◦ Charging a convenience fee via the internet when that is the vendor’s
      only “normal business practice”.
Convenience Fees
   Example of an allowable convenience fee:


   A utility that charges a convenience fee for paying a bill
    via the phone or internet versus having to come to an
    office and drop off a payment. As long as the
    convenience fee is a flat fee and is charged to all
    transactions accepted via the phone or internet (such as
    all card types, electronic checks, etc), it is acceptable on
    a P/Card transaction
Prohibited Purchases
   Split Purchasing;
   Entertainment;
   Per diem food;
   Transportation – except airfare and vehicle rental on SW contract;
   Cash or cash advances;
   Purchase of goods or services for personal use or not for official
    State use;
   Any transaction or series of transactions exceeding your p/card
    limits;
   Motor fuel and automotive general maintenance;
   Automatic Drafts;
   Gift Certificates except for employee recognition in §74-4121
Travel Purchases
   Except for airfare and lodging, all other travel-
    related expenses are prohibited on the P/Card,
    such as:
    ◦ Meals, including room service
    ◦ Hotel Telephone or Internet
    ◦ Parking
    ◦ Taxi Cabs
   Traveler must pay out of pocket for all other travel
    related expenses
   Travel Claim may be submitted by the Traveler for
    reimbursement of travel related purchases prohibited
    on the P/Card
Travel Purchases
   In the case of inadvertent personal charges, the Traveler
    shall reimburse the State for any and all personal
    expenses charged to the P/Card
   Repayment can be made by
    ◦ Check or cash submitted to the State Entity; or
    ◦ By an adjustment reducing a subsequent travel voucher
Travel Purchases
   Procedures to reimburse the State for personal charges
       Actual check or cash to the Agency
         Deposits must be cross-referenced to the P/Card voucher with
          erroneous charge
           Voucher comment field must reference deposit number and
            enter brief description
Travel Purchases
   Procedures to reimburse the State for personal charges
    ◦ Adjustment reducing a subsequent travel voucher
       Reduction made as a negative amount on subsequent travel voucher
        to appropriate hotel accounting code
       Must cross-reference the erroneous P/Card voucher with the
        subsequent travel voucher being reduced
         Enter brief description in Comment field on Invoice page on both
          vouchers
         On subsequent travel voucher being reduced, enter voucher
          number of P/Card voucher having the over-payment
         On P/Card voucher having over-payment, enter voucher number of
          subsequent travel voucher having the adjustment
Travel Purchases
   Inadvertent personal charges placed on P/Card
    ◦ Non-repayment shall result in loss of lodging P/Card privileges
      and other disciplinary or criminal actions
Travel Purchases
   Airfare and Lodging considered separate transactions
   Active State Employees or Officials of the State
   Non-State Employees (as allowed by STRA) when
    ◦ Performing substantial and necessary services to the State and
    ◦ Directed or approved by appropriate department official
   Does not apply to Contractors or their agents
   Must follow the STRA statutes and OSF State Travel
    Procedures
    ◦ OSF may audit travel documentation
    ◦ Non-compliance may result in loss of P/Card travel privileges and/or
      additional travel training being required
Travel Purchases - Airfare
   Reservations made through Agency Travel Coordinator
    ◦ Use a Travel Agent on Statewide Contract (SW100)
       Unlimited Dollar amount
    ◦ Travel Agent searches airfare and compares the lowest fare
      found to what is on Statewide Contract SW100B City Pairs and
      books whichever fare is the lowest meeting the traveler’s needs
       SW100B City Pairs is Refundable airfare


    ◦ Use statutory exception (74 O.S. § 85.45k(B)) to Travel Agent
      on Statewide Contract (SW100)
       $5,000 per employee per transaction
Travel Purchases - Airfare
   Statutory exceptions (74 O.S. § 85.45k(B)) to using SW Travel Agent:
    ◦ State agency can acquire air travel at less cost
       Must get a quote from the Travel Agent and keep with transaction
         documentation

    ◦ Air travel originates outside the state and it is impractical for the agency;

    ◦ Air travel is due to an emergency and time does not permit use of the
      contract travel agency;

    ◦ Air travel is part of a package arrangement by an organization that
      schedules a meeting or conference

   Reason for the exception must be documented in the Allocation
    description field in Works.
Travel Purchases - Lodging
   Reservations made by:
    ◦ Agency Travel Coordinator
       Card is in Travel Coordinator’s name
       Must complete Lodging Letter and send to hotel
    ◦ Traveler
       Card is in the Traveler’s name


    ◦ Limit of $5,000 per employee per transaction
    ◦ State Entity P/Card Administrator must set limits to $0.00
      and place cards in “Suspense” status when not in use
Travel Purchases - Lodging
   Reservation made by State Entity Travel Coordinator:
    ◦ Travel Coordinator verifies lodging establishment and price is in
      compliance with the STRA and OSF State Travel Procedures
       Designated Hotel
       GSA established per diem rates
    ◦ Travel Coordinator makes reservation and supplies lodging
      establishment with letter
       Found on DCS website
       Identifies traveler
       Advises traveler will not have a card
       Provide traveler with a copy of the letter
Travel Purchases - Lodging
   Reservation made by State Entity Travel Coordinator (Cont’d)
    ◦ Lodging may be charged in advance
       Print out cancelation policy
       Place with the cardholder’s statement
    ◦ Traveler receives itemized receipt
       Provides receipt to Travel Coordinator
    ◦ Travel Coordinator reconciles statement with transaction
      documentation
       Signs and dates statement
       Forwards statement to their Approving Official for review and
        signature
Travel Purchases - Lodging
   Reservation made by Traveler:
    ◦ Card issued to Traveler
       Prior training is required
    ◦ Obtain approval in writing from the Travel Coordinator verifying
      lodging establishment and price is in compliance with the STRA
      and OSF State Travel Procedures
       Designated Hotel
       GSA established per diem rates
    ◦ Traveler makes lodging reservation
Travel Purchases - Lodging
   Reservation made by Traveler (Cont’d)
    ◦ Lodging may be charged in advance
       Print out cancelation policy
       Place with the cardholder’s statement
    ◦ Traveler receives itemized receipt from lodging establishment;
    ◦ Traveler reconciles statement with transaction documentation
       Signs and dates statement
       Forwards statement to their Approving Official for review and
        signature
Documentation in Works
   The Allocation Description field must be populated with
    a brief description for the following purchases:
    ◦ Statewide Contract – must also include the Statewide Contract
      Number (specific field for this);
    ◦ Regulated Utility;
    ◦ Professional Service;
    ◦ Interagency Payment;
    ◦ Travel
Documentation in Works - Travel
   Must list the following information for travel in the
    Allocation Description field in Works:
    ◦ Airline Purchases
       Traveler’s Name and Employee ID Number
       Itinerary or Ticket Number
       Date of Travel and Purpose of Travel
       If authorized non-state personnel, include traveler’s name,
        justification for travel; to and from destination; and dates of travel
       If reservation is not made through a Travel Agent on Statewide
        Contract, must list applicable statutory exception
Documentation in Works - Travel
   Must list the following information for travel in the
    Description field in the Allocation tab in Works:
    ◦ Lodging Purchases
       Traveler’s Name and Employee ID Number
       Number of Nights
       City and State
       Purpose of Travel
       Room Rate:
          Designated hotel
          Standard GSA lodging rate
          Federal high GSA lodging rate
Receipts
   Itemized Receipt must be obtained for all purchases
    ◦ Vendor
    ◦ Date of Purchase
    ◦ Description
    ◦ Unit price and quantity
    ◦ Transaction total


   Include with Statement at end of cycle
Receiving Documents
   Goods or services received at time of purchase
    ◦ Receipt for purchase will serve as the receiving document
    ◦ Must be signed and dated (original signature not required)
   Goods or services received after time of purchase
    ◦ The document accompanying the goods or services (such as
      packing slip) serves as the receiving document
    ◦ Must be signed and dated (original signature not required)
    ◦ Itinerary shall serve as the receiving document for airfare
      (traveler’s signature not required)
   Include with Statement at end of cycle
   Signature stamps are not permitted
Returns

   Return item to merchant in manner agreed upon
   Merchant issues credit
   Merchant provides credit receipt documentation
    ◦ Place with end of month transaction documentation for
      reconciling
   Include with the payment at end of month
    ◦ Credit may not appear until subsequent statement
Disputes
   Disputes may be reported to BOA who will assist the
    State in resolving the dispute;
   Must be initiated within 30 days of the purchase date;
   Always try to resolve with the vendor first prior to
    contacting the bank if possible;
   Include with the payment at the end of the month – if
    win the dispute, a credit will appear in a subsequent
    statement.
Records Retention
   Maintain in a central and secure location;
   Records include any transaction documentation, such as,
    statements, receipts, disputes, correspondence, etc.;
   Includes documentation in paper or electronic form and
    must meet:
    ◦ OSF Information Security Policies, Procedures & Guidelines
    ◦ Oklahoma Archive Commissions Rules
   Must be maintained for seven (7) years;
    ◦ If audit or litigation occurs, the records are required to be
      retained for two (2) years after issues are resolved or until the
      end of the seven (7) year period, whichever is longer
Reconciliation - Cardholder
   Cardholder makes purchase of goods or services in
    compliance with these procedures and retains transaction
    documentation for reconciling at end of month;
   Merchant delivers goods and submits transaction to bank;
   Allocation Description field in Works is updated;
   Statement is printed from Works;
   Cardholder reconciles statement with transaction
    documentation;
   Cardholder signs, & dates statement, attaches transaction
    documentation;
   Cardholder forwards statement and documentation to
    Approving Official for review
Reconciliation – Approving Official
     Approving Official reviews Cardholder’s reconciled
      statement and transaction documentation for:
         Accuracy;
         Completeness;
         Appropriateness of the purchase;
         Verifying transactions were conducted according to Statutes,
          Rules and Procedures
      ◦ Issues between Approving Official and Cardholder are to
        be resolved with the State Entity P/Card Administrator
        and may be escalated to the State P/Card Administrator, if
        needed;
      ◦ To indicate concurrence, Approving Official shall sign and
        date the statement and forward the statement and
        documentation for payment
Encumbering Funds
   Purchase Order
    ◦ PO should have sufficient encumbrance to cover all transactions
      prior to making the transaction (Encumbrance Law §62-34.62)
       Change Orders to amend the encumbrance may be processed as
        necessary
    ◦ Establish a Purchase Order in PeopleSoft using:
       Vendor ID - 0000001101
       Vendor Location – 0002
       Item Number – 1000010910
       Category Number – 84141602 (defaults in with Item Number)
       Set Matching to “No Match”
       Account Number – 601100
       Mark as “Amount Only”
General Ledger Information
   All transactions must be coded with the correct GL information in
    Works for downloading to PeopleSoft;
   Can be performed by the Cardholder, Manager, or Accountant;
   Codes may default into the transaction, but must verify they are
    correct;
   Must complete at a minimum:
    ◦ Account Number
    ◦ Fund Type and Class

    ◦ Dept ID

    ◦ Business Unit
    ◦ PO Number and Lines
Payment
   Processing Schedule
    ◦ P/Card closing period is last business day of the month
    ◦ Billing and closing cycles are posted on the DCS website
       www.dcs.ok.gov, Central Purchasing > P/Card Information > P/Card
        Cycle Dates
    ◦ Must meet due dates in order to make payment to BOA by
      required due date
Payment

   The State makes one combined payment to the bank each
    month;
   Disputes are included in the payment and will receive a
    credit in a subsequent statement (if win dispute)
   Late payment or non-payment of P/Card purchases will
    result in State Entity’s P/Cards being frozen or canceled, and
    may include additional action to obtain the payment and/or
    interest accrued
Payment
   Voucher Procedures:
    ◦ Create the accounts payable voucher for full amount of invoice
      using the PeopleSoft batch voucher request process for
      “Procurement Card”
    ◦ Actual payee will be automatically populated on the voucher
      payment page with the bank’s Vendor ID and Location
    ◦ Review the process error reports online, correct any errors, and
      rerun the process if necessary
    ◦ Submit the voucher, invoice and batch slip to OSF by the time
      specified
       If operating in accordance with the OSF Voucher Imaging Program,
        only the Voucher Register Batch Slip Notice for the P/Card payment
        will be submitted
Payment
   Credit Balance
    ◦ Payment will not be processed for a State Entity with a
      cumulative credit balance
       However, the agency must build the voucher and attach the invoice;
       Retain the voucher, invoice, and batch slip until there are debit
        vouchers sufficient to offset the credit;
       Once there are sufficient charges to recoup the credit, the batch slip
        listing the unpaid vouchers from the prior and current billing cycles
        should accompany the vouchers with the required invoice
        documentation
Payment
   PeopleSoft Voucher class
    ◦ Class is offered by OSF usually each month during the p/card
      payment cycle;
    ◦ New agencies are required to attend this class
Contact Information
   State P/Card Administrator:
    ◦ Lisa Martin, CPPO, CPO
    ◦ Lisa_martin@dcs.state.ok.us
    ◦ 405-522-1654


   Assistant State P/Card Administrator:
    ◦ Vickie Rivas, CPO
    ◦ Vickie_rivas@dcs.state.ok.us

    ◦ 405-522-4970
Contact Information
   Bank of America Customer Service and Lost/Stolen
    Notification
    ◦ (888) 449-2273
   Technical Help Desk
    ◦ (800) 822-5985, option 3
   For State Entity P/Card Administrators
    ◦ Debra Sullivan, Account Specialist
    ◦ (800) 822-5985, Ext. 67616 or
    ◦ Press Option 2 and ask Team Servicing for “Debbie”
Works website
   https://payment2.works.com/wpm/action/login.viewLogi
    nPage

								
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