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Payment Card Training Angelina Linnett Plan Administrator Shawna - - PowerPoint PPT Presentation
Payment Card Training Angelina Linnett Plan Administrator Shawna - - PowerPoint PPT Presentation
Payment Card Training Angelina Linnett Plan Administrator Shawna Soliz Plan Administrator US Bank 1.800.344.5696 Payment Card Training : Overview What is a P-Card? How to Use Your Card Maintaining Your Card Protecting Your Card Online
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Payment Card Training: What is A P-Card?
Division Approval Complete Application Attend Training Sign Employee Agreement Obtain Card
- An efficient, cost effective purchasing tool
- Purchases under the small cost limit ($3,500)
- Use in accordance with financial purchasing policies
Obtaining a Purchasing Card
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Payment Card Training: Using the Card
In-Store Mail
Telephone Fax Internet Orders
Purchases Under the Small Cost Limit:
*At the time of purchase OR upon receipt of an original invoice
DO NOT:
- Bypass appropriate purchasing or payment procedures
- Allow anyone else to use your card
- Learn Bad Habits!
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Public Utility Charges
- Misc. Maintenance Requirements
Office Supplies, Computer Supplies, Software Airfare, Rental Cars, Hotel Rooms, Registrations Subscriptions, Memberships, Books, Tapes, DVDS Meals *Requires Authorization Form
Payment Card Training: Examples of Purchases
REMINDER! Items must be less than the small cost limit (Policy 7021)
- Be sure to use Countywide Contracts when possible-
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Items over small cost limit (don’t split orders!) Anything considered inappropriate use of County funds Internet auctions (must be approved) Personal use Cash advances or cash back Gift cards-unless for clients/customers Sales Tax
Payment Card Training: DON’T Use Your Card For…
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Basic $10,000 monthly credit limit $3,500 per transaction limit
(policy 7021)
Supervisor/Fiscal Manager/Director may request higher monthly credit limit Merchant Category Codes (MCC)
Payment Card Training: Limits & Restrictions
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Detailed receipts (signed) Record all transactions on log Log should match monthly statement & receipts (reconcile) Keep all documentation for (4) four years: statements, logs, receipts
Payment Card Training: Maintaining Your Card
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Transaction Posts to Account ReDistribute Transaction (Cardholder
- r Fiscal
Manager)
Verify Transaction/ Upload Documentation
ransaction to Approver Approver Gives Approval Reconcile with Monthly Statement No Further Action Required
Payment Card Training: Maintaining Your Card
Once a transaction loads to Pcard Place in MyFin it can be verified and reallocated Approval does NOT affect payment-vendors are paid regardless. If transactions are not verified/approved on time, a paper log with signatures MUST be submitted. If transactions are not distributed in Pcard Place, Fiscal staff will need to do a journal entry to move the expense. DON’T BE THE CAUSE OF ADDITIONAL WORK!
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Payment Card Training: Maintaining Your Card
- Closes on the 22nd day of each month (unless weekend or holiday).
- Reallocations AND approvals must occur within 8 (eight) calendar days.
- Pcard Place uploads transactions posted two business days prior =
Reconciliation Dates are pushed out two business days
Billing Cycle
REMINDER!
If you do not verify your transactions on time you MUST turn in a paper log with signatures.
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Incorrect Transactions: Attempt to resolve with the vendor first. Create form in Pcard Place within 60 days from the transaction date, if not resolved Fraudulent Charges- Report to US Bank IMMEDIATELY! Fraud Number = 1-800-523-9078
Payment Card Training: Disputed/Fraudulent Charges
Notify Plan Administrator of fraudulent charges as soon as possible.
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Protect your card! Contact US Bank IMMEDIATELY! Store the phone number for US Bank where you can retrieve it quickly Notify your supervisor Notify Plan Administrator
Payment Card Training: Lost or Stolen Card
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Random Audit
Payment Card Training: Audit
Receipts - Logs Invoices - Documentation Meal Reimbursement Forms
#1 Audit Finding: Receipts!
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Disciplinary Action Rescinding the Card
Termination
Payment Card Training: Discipline
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T ermination = Turn in your card Transfer = Does new division want you to have a card? Fiscal Manager is responsible to notify Plan Administrator
Payment Card Training: Terminate/Transfer
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