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WELCOME TO THE PURCHASING CARD
EDUCATION SESSION
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Important Contact Information
Sean Sadler 284-9418
TO REPORT A LOST OR STOLEN CARD1-800-464-3603 Option 1
Email: [email protected]
Visit our web site at www.miami.edu/pcard
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The Purchasing Card (PCard) is a corporate American Express Card. It provides an extremely efficient and effective method for procuring small dollar commodities.
The PCard is designed for purchases related to University business only.
It is tied to an account number designated by the PI/Department Head.
Accounts Payable pays one central bill each month for all PCard transactions.
Transactions are electronically downloaded to FRS at the end of each month.
Introduction
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PCard OverviewEfficient and effective method of procuring
goods with a value of $2,000 or lessEnables Purchasing and Accounts Payable to
focus on higher yield value added activitiesEliminates data entry function by
transferring transaction data electronically to FRS - Mapping
Reduction in paperworkUsed for purchases related to University
business only (no exceptions)
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How the Individual PCard Works
Small dollar items - single purchase limit up to $2,000 (no pyramiding)
$10,000 spending limit per month
Obtain prior approval for exceptions
Transactions are downloaded electronically to FRS/DMAS (see mapping schedule)
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Unauthorized PurchasesT & E ExpensesGifts/Gift CertificatesPersonal ItemsAlcohol BeveragesAnimalsMaintenance ContractsRadioactive/Hazardous
MaterialsBiological and Medical
Products/Supplies
Capital EquipmentConsulting ServicesParking FeesCatering ServicesFurniturePayments to individuals,
Sole Proprietorships and Partnerships
Meeting Amenities (i.e. food and beverages for meetings)
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Office Supplies Books
Membership Dues Postage
Advertisement Flowers
Subscriptions Computer Software
Seminar/Conference Registrations Copying/Duplicating
Office Equipment (non-capital)
This list, by no means, is comprehensive of the items that the PCard can be used to purchase. It is a good guide to the types of transactions that could be placed on the PCard.
Typical PCard Purchases
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How to Make a Purchase
Identify yourselfAccept American
Express?Sales tax exemptSpecify billing and
shipping addressConfirm the price
Give the vendor: Purchasing card # Expiration date Correct address
Always obtain original receipts
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Documentation
Monthly statement (sent via mail) or obtain from netserviceaccess.com Reconcile statement with receipts Attach original receipts w/ business purpose or
explanation for transaction Obtain supervisor’s signature Forward to PCard Program Manager (1235 Gables
One Tower, Locator: 2956) within 15 business days of statement date or cycle end date
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Net Service – Online Statement
View transactions as soon as they post to your card
View/print information for up to 12 billing cycles
Have access to your statement via internet even away from the office (No Excuse)
Logon to www.netserviceaccess.com
Call 1-800-373-0630 for assistance in signing on
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Disputing Transaction
Reasons for disputing charges are: goods not received, fraud, misuse, altered charges, defective merchandise, duplicate charge, or credits not processed.
Contact vendor to resolve issue, if not resolved, complete the Dispute Transaction form located in CAR.
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Cardholder Responsibilities
Adherence to PCard policies and procedures
Card not transferable to others
No splitting of transactions over $2,000 (obtain prior approval)
No cash refunds - obtain credit receipt
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Cardholder Responsibilities(Continued)
Original documentation (receipts) required
Explanation of business purpose for transaction required
Reconcile statements in a timely manner
Notify American Express of lost/stolen card
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Cardholder Responsibilities(Continued)
No personal use allowed
Obtain UM sales tax exemption
Obtain supervisor’s signature on statement
Cancel PCard if leaving the University and inform us if transferring to another department
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PCard Audit
To ensure the continued success of the University PCard Program, monthly audits are conducted. This is to ensure that policies and procedures are being followed and to adhere to IRS regulations.
Please read the PCard User’s Guide (page 15) Misuse of the PCard.
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From CAR to FRS The CAR user or Cardholder Administrator (CA) has access to
view and/or edit PCard transactions in CAR
Modifications can be done throughout the cycle (see mapping schedule)
No further edits will be allowed to the data after the cut off time.
All PCard transactions for the cycle will be mapped to FRS and transactions appear in FRS/DMAS.
If changes were not made in CAR, they can still be made through manual journal entries
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PCard Categories
Individual PCard Issued in the name of individual for small
commodities
Departmental Special Purpose Account Account number issued in the name of the
department to cover recurring cell phone and internet charges
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Special Purpose Account (SPA)
Departmental PCard – in the name of the department
Contact person – responsibilities same as individual cardholder
Use for departmental internet access, cell phones equipment and recurring monthly payment
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Standard Industry Code (SIC) Identifies vendors based on the type of goods/services they provide
Cycle End Date PCard cycle ends on the 4th of the month except weekends and
holidays TEN
Tax Exempt Number - UM is exempt from paying Florida sales tax
Mapping PCard transactions are electronically downloaded to FRS via CAR.
CAR Corporate Account Reconciliatio- CAR users are able to view and
edit PCard transactions prior to FRS mapping
Purchasing Card Vocabulary
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Forms
CAR Access Form Tax Exempt Card Application Acknowledgement Form Transaction Log Missing Receipt Affidavit
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Now You Can Take Charge of Your Purchases!