Credit Card Processing Small Business

							   HILLSBOROUGH
 COMMUNITY COLLEGE
PURCHASING DEPARTMENT
   Vonda Melchior, Purchasing
  Card Program Budget Officer
         (813) 253-7107
 Terry Fryman, Purchasing Card
     Program Administrator
         (813) 253-7130
      BENEFITS OF THE HCC
         CREDIT CARD
Cardholders:
           Purchase small dollar consumable
            supplies faster
           Specific purchases will be easier
           Groups and individuals to focus on
            the value-added aspects of their
            jobs
           Travel arrangements faster
      BENEFITS OF THE HCC
         CREDIT CARD
The College:
 Allows Purchasing and Accounts Payable
  to focus on higher yield, value added
  activities
 It reduces the number of purchase orders,
  invoices, and checks for payment
 It reduces costs associated with
  processing invoices for payments
 It reduces costs of issuing checks related
  to travel
      BENEFITS OF THE HCC
         CREDIT CARD
The Supplier:
 Payment is more expedient – two days vs.
  30 days
 Invoices do not have to be prepared,
  mailed, or tracked
        HCC CARD PROGRAM
            OVERSIGHT
Budget Officers Responsibilities:
 They must have an overall knowledge of
  the HCC Card Purchasing policies and
  procedures.
 It’s their responsibility for reviewing and
  monitoring expenses.
 Reviewing receipts and statements
  monthly on HCC Cardholder’s expenses
  incurred.
Cardholder’s Responsibilities:
   Cardholders have been assigned the delegation for authority to
    make purchases for business purposes only.
   Cardholders abusing card privileges will be subject to disciplinary
    action.
   Cardholders are required to process their transactions by the 10th
    day of the next month; Example: April transactions by the 10th of
    May.
   Security and proper use of HCC P-Card.
   Only Cardholder should utilize the HCC P-Card.
   All purchases must be made for the benefit of HCC.
   Ensuring the receipt of the materials purchased, and follow up with
    the supplier to resolve any delivery problems.
   Timely follow up with supplier on erroneous charges, disputed
    items, or returns for credits.
   Obtaining receipts
   Immediately contacting Bank of America, and Purchasing about
    lost or stolen cards.
   Repeated incidents of missing receipts will result in disciplinary.
 Cardholders can easily obtain
account information by signing
        into WORKS
    Current account balance
    Recent transaction information
    Credit available
    General information about the HCC Card
     Account

 Commercial Card Activation
   HCC P-Cards are activated by Cardholder by
    calling the Bank of America
         CARD USAGE GUIDELINES

   Travel Arrangements & small-dollar purchases $750 per transactions.
   Physical Plant and Maintenance Supplies
   Conference Registration and Membership Dues
   Authorized Campus sponsored events catered through Lackman Culinary
    Services
   Library and Learning Resource Materials
   Freight Expenses and Postage Charges
   In Place of Petty Cash Purchases
   Off Campus P-Card Sponsored Events (Room Rental, Refreshments (if
    authorized), AV Equipment)
   Repair Services
   Background Checks
   Security for Rental Equipment
   Subscriptions and Memberships
   Ongoing small purchases, e.g. laser cartridges
   Emergency Purchases of gas or repairs for college vehicles.
   Office Supplies from OfficeMax via website www.officemaxsolutions.com
   Office supplies may not be ordered or picked up in person from other
    vendors. OfficeMax offers next day, desk top delivery.
      ACCEPTABLE USAGE FOR
        TRAVEL EXPENSES
 Registrations
 Lodging Expenses
 Airfare, rail, or car rental charges
 Parking and tolls


   NOTE: The card may not be used for
    meals while on business for the
    College. Meals are to be reimbursed
    through your travel authorization
    documentation.
    CONSEQUENCES OF IMPROPER
       USE OF THE HCC CARD
    The HCC Card represents the College’s trust in
    Cardholders, with empowerment as a responsible
    employee of the College to safeguard and protect
                     College assets
Your HCC P-Card CANNOT be used to purchase the
   following:
   ATM/Cash Advances of any Type
   Alcoholic Beverages, beer, wine, liquor
   Consulting Services
   Construction and Renovations
   Contract Agreements of any type that require a signature
   Insurance
   Contracts and Leases
   Purchases involving trade of College Property
 CONSEQUENCES OF IMPROPER
    USE OF THE HCC CARD
Capital Outlay Purchases with 70000 sub
  account.
 Minor Equipment
 Computers
 Computer Equipment
 Furniture
 Office Equipment
 Athletic Equipment
 Equipment
 Items more than $1,000 requiring a
  property control asset tag
 CONSEQUENCES OF IMPROPER
    USE OF THE HCC CARD
Additional Prohibited Items
 Gratuities
 Gifts
 Office and Holiday decoration
 Flowers
 Pictures
 Food items for staff parties
 Office refrigerators
 Microwaves
 Coffee pots
 Coffee and condiments
 Holiday Greeting Cards
 CONSEQUENCES OF IMPROPER
    USE OF THE HCC CARD
Additional Prohibited Items Con’t;
  Gasoline for Personal Vehicles
  Pyramiding Purchases – several smaller dollar purchases are
   made over a short period of time in lieu of combining the
   purchases. To avoid the competitive quote requirement of
   purchasing policy and/or the P-Card daily or monthly limits).
  Firearms of any Type
  Leases and Lease Purchases Personal Purchases of any Type
  Prescription Drugs and Controlled Substances
  Radioactive and Hazardous Materials
  Reimbursement of any Type
  Donations
  Controlled Substances
  Long-Term Rentals
 CONSEQUENCES OF IMPROPER
    USE OF THE HCC CARD
Additional Prohibited Items Con’t

   Retail stores (on-site) or on-site at
   vendor’s location. Costs the College the
   employee’s time, exposes the employee
   and the College to unnecessary risk, takes
   the employee away from their normal
   duties. Occasional trips to retail stores are
   permitted. Repeated trips to retail stores
   or the supplier’s location will be scrutinized
   and may be grounds for discipline. First call
   Purchasing to determine if other solutions
   will meet their needs.
CONSEQUENCES OF IMPROPER
   USE OF THE HCC CARD

Purchasing goods or services from a
business of which the employee, or
employee’s spouse or child is on officer,
partner, director, proprietor, or in which
any of them has a material interest (per
Florida Statute 112.313)
CONSEQUENCES OF IMPROPER
   USE OF THE HCC CARD


Additional items that may be added to
this list as needed.
            HCC CARD ABUSE

Abuse of the HCC P-Card may result in revocation
of your HCC P-Card and appropriate disciplinary
action that may include discharge. Policy
violations include, but are not limited to:
   Purchasing items for personal use
   Allowing another individual to use your HCC Card
   Using the HCC Card for unauthorized purchases
   Failure to return the HCC Card when the card has been
    terminated or upon request
   Failure to retain proper documentation
   Repeated use of the Affidavit for missing receipts
   Failure to submit signed monthly statements to the
    Bursar
             HCC CARD ABUSE

Consequences

   Written warning to the cardholder with copies to
    the responsible Budget Officer and Cabinet
    Member.
   Suspensions of the HCC Card account.
   Additional training.
   Violations may be reported the CFO, Cabinet
    Members and Executive Director of Human
    Resources.
   Possible termination or criminal prosecution.
   College may report personal purchases as taxable
    compensation
         ISSUANCE GUIDELINES

    Any employee who travels, requisitions, or purchases
    supplies and approved contracted services is a prime
    candidate to receive the HCC Card.

   Employees who travel regularly or coordinate travel
    arrangements
   Employees managing specific site programs (general
    maintenance supplies, repairs, supplies, tools, safety
    supplies, uniform rentals, etc.)
   Secretarial and administrative personnel (office supplies,
    misc. items, etc.)
   Any employee whose job responsibilities generate small-
    dollar purchasing activity
   College Administrators and Budget Officers
        MAKING A PURCHASE

   All purchases made on the HCC Card must
   exclude sales tax. You will need to provide
   the supplier with a copy of a Sales Tax
   Exemption form/letter if they don’t already
   have one.
If problems are encountered with supplier obtaining
   purchase authorization and/or declining your
   purchase, confirm:
 Supplier has documented credit card number and
   expiration date correctly.
 If HCC Card is still declined, contact Purchasing,
   Terry Fryman (813)253-7130, or Stefanie Faber
   (813)253-7101.
     PURCHASING OVER THE
          INTERNET
The HCC Card is a good tool when
  purchasing supplies for travel services
  over the Internet.
 Confirm you are dealing with a reputable
  supplier
 Confirm site is secure (padlock in one of
  the four corners of a secure web-site)
 Use extreme caution when providing
  credit card and personal information
     ITEMS MUST BE SHIPPED TO
        CENTRAL RECEIVING
Instruct supplier that address label/packing
  label accompanying the package(s) must
  contain the following information:

   Hillsborough Community College
           Central Receiving
YOUR NAME, CAMPUS, BLDG, & ROOM #
        10414 E. Columbus Dr.
           Tampa, FL 33619
  If the item must be installed or is
unusually large or heavy and requires
special delivery arrangements, please
 call Purchasing before placing the
                order.
  EMPLOYMENT TERMINATION AND
TRANSFERRING TO ANOTHER POSITION
Employment to a New Position
  Notify the HCC P-Card Administrator



Transferring to a New Position
  Notify the HCC P-Card Administrator
       PROCESSING RECEIPT
        DOCUMENTATION
Acceptable, original receipt documentation
   includes a supplier produced or non-
   College document that records the
   relevant details for each item purchased,
   including:
 Quantities
 Amounts
 Description of what was purchased
 Total charge amount
 Supplier's name and address
         PROCESSING RECEIPT
          DOCUMENTATION
A receipt must be obtained from a Supplier.
If all avenues for obtaining a missing receipt have
   been exhausted, use the Affidavit Form that
   requires the following:
 Name of Supplier
 Purchase amount
 Date of transaction
 Description of the item(s) purchased (include
   enough information for College Personnel and
   State Auditors to understand what has been
   purchased)
 Cardholder’s signature and Budget Officer’s
   Signature
 Attach to monthly statement.
  PROCESSING REALLOCATION,
    RECEIPTS & STATEMENTS
Each purchasing card will be set up with a
  default general ledger (GL) account tied to
  the card. When items are purchased that fall
  under the default GL account, no re-
  allocation is needed. Example, if your default
  GL account is XX-XXXXXXXX-65502-XX
  (office materials and supplies) and you pay
  for a hotel room in Tallahassee using you p-
  card, the charge for the hotel room must be
  re-allocated to GL account XX-XXXXXXXXX-
  60502-XX (out of district travel).
  PROCESSING REALLOCATION,
    RECEIPTS & STATEMENTS
Cardholders are responsible for their own
  transaction re-allocations and signoff’s in
  WORKS.
 The Card Holder makes a purchase using the p-
  card.
 If the purchase is for an item that falls under a
  General Ledger (GL) Account that is different
  from their default GL Account, then the
  Transaction must be Reallocated to the correct
  (GL) account number in WORKS.
 Card Holder then must signoff the transaction
  which moves it to the Accountants queue.
        PROCESSING RECEIPTS &
            STATEMENTS
   Review transactions for the month and attach the
    associated receipts.
   The Card Holder will sign the statement and send
    it to their Budget Officer.
   The Budget Officer will review the transactions,
    sign the statement, and forward the statement
    and receipts to the Bursar in a sealed envelope
   Note that all Budget Officers must have their
    statements approved and signed by their Budget
    Officer. This means that the Campus President
    or Vice Presidents must sign statements for
    Administrators who report to them. These
    statements maybe file at the approving Budget
    Officers Bursar Office on their campus.
             HCC CARD AUDITS

Cardholder Expenses will be reviewed on a monthly basis by staff
    from the Purchasing and Accounting Departments to confirm
    adherence to internal controls and to the policies and
    procedures outlined in this Guide.
Cardholders will be contacted via email for clarification when
    unclear transactions appear.
Action may be taken against the Cardholder’s HCC P-Card account
    depending on the severity of the non-compliance and the
    Cardholder’s history of non-compliance.
Examples of issues of non-compliance:
   Use of the HCC Card for the purchase of restricted
    commodities
   Use of the HCC Card by an unauthorized individual
   Failure to comply with purchasing policies and procedures.
     RETURNS, CREDITS, AND
          DISPUTES

As soon as possible, the Cardholder should
  contact supplier for any erroneous
  charges, disputed items or returns
See manual for steps
                CARD SECURITY

HCC Cards should always be treated with at least the same level
  of care as personal credit cards.
 Sign your HCC Card as soon as you receive it.
 Keep the HCC Card in an accessible, but secure location that is
  accessible only to you.
 Guard the card account number with care.
 Do not post the account number at a desk or in a day planner.
 Do not enter the HCC Card number in an email or fax.
 Only enter the charge card number on a “secure” web site
 Keep an eye on your HCC Card during ALL transactions.
 Always know where your HCC Card is located
 Be aware of what you are signing – your signature can copy
  through to other slips placed underneath.
 Do not discard credit card related paper work in public areas.
  Always be sure to shred all documents that contain credit card
  account number.
 Do not give your HCC Credit Card number over the telephone
  unless you know you are talking with a reputable supplier.
          PHISHING SCAMS

College emails continue to receive messages
  that appear to be sent by financial
  institutions, internet services or
  companies asking the users to update
  personal information.
Financial institutions DO NOT request
  information via email that requires you to
  follow a link to another site.
               BUDGET OFFICER
               RESPONSIBILITIES
HCC Card Issuance

Review All Monthly Statements
   Appropriateness of the expenditure and reasonableness of the
    amount
   Availability of funds
   Compliance with budget allocations


Timely Notification of Terminated Cardholders