university of regina mastercard procurement card program
TRANSCRIPT
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Supply Management Services &Information Services
University of Regina Mastercard
Procurement Card Program
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Supply Management Services &Information Services
Participants
• CARD ADMINISTRATORSupply Management Services (SMS)
• CARD HOLDERU of R Employee
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Supply Management Services &Information Services
SMS Responsibilities• Provides general information on Purchasing Card Program• Maintain cardholders and limits, etc.• Evaluate buying patterns and customer satisfaction• Liaison with Bank of Montreal (BMO) and detailsOnline• Provide updates on GST and PST policies• Assists in rectifying disputed charges with suppliers and
BMO
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Supply Management Services &Information Services
Card Holder Responsibilities• Agree to the program, regulations, and monthly deadlines• Take action to resolve problems• Keep the card secure to avoid unauthorized use• The card is not a departmental card. The card information
(number and expiry date) and processed transactions are the responsibility of the card holder
• Return card upon request, termination of the FOAPAL or termination of employment
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Supply Management Services &Information Services
The Process
1. Apply2. Sign cardholder
agreement3. Be approved
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Supply Management Services &Information Services
Step 1: Apply Complete the application online:
http://www.uregina.ca/sms/pcardapp.shtml
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Supply Management Services &Information Services
Cardholder agreement• By applying you agree to the responsibilities and
restrictions of the program as described in the purchasing card training session today.
• As a cardholder, you will sign a cardholder agreement and employee acknowledgement form for each card issued. This will be sent to the purchasing card administrator.
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Supply Management Services &Information Services
Step 2: Approval
• All purchasing card applications must be approved by a department head or dean and then forwarded to Supply Management Services.
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Supply Management Services &Information Services
Step 3: Card Account(FOAPAL)
• The card holder must designate a FOAPAL. • The FOAPAL needs a minimum life span of six months and a
minimum budget of at least $3,500 for non-salary expenditures.
• It is the cardholder’s responsibility to ensure the FOAPAL has sufficient funds to pay for card purchases.
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Supply Management Services &Information Services
Step 4: Card Limits
• The monthly credit card limit is $20,000.• The maximum limit is $3,500 CND per transaction
(taxes/shipping included). • This includes University supported computers, laptops and
computer related equipment - see policy #150.40.• Limit change request should be directed to Supply
Management Services.
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Supply Management Services &Information Services
Purchasing Card Flow
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Supply Management Services &Information Services
Purchasing Card Guidelines
• Sign the back of the card• Choose the proper FOAPAL for each transaction • Only make authorized University purchases within the U of R
established policies and procedures• Ensure internal or external guidelines which govern the
account are complied with• Comply with the purchasing card deadlines (Ex. 18th & 25th of
the month)
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Supply Management Services &Information Services
Purchasing Card Guidelines (Cont)
• The card is issued to an individual employee and should only be used by that person.
• For research grants/contracts, information on card holders shall be forwarded to the research administrator for record keeping.
• If cards are to be issued to individuals other than the principal investigator, the principal investigator must provide written approval documenting the delegation of signing authority and the acceptance of responsibility for items charged to the research FOAPAL.
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Supply Management Services &Information Services
Restrictions• The purchasing card must NOT be used for the following:
1. PERSONAL AND PRIVATE USE2. SPLIT PURCHASES3. INAPPROPRIATE PURCHASES
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1. Personal Purchases• Personal purchases jeopardize the University's tax status,
permits or supplier contracts. • The purchasing card will be cancelled and usage will be
revoked.• The University must be reimbursed immediately for the
amount of the personal purchase.• Any violation of this policy may be investigated and could
result in termination and/or criminal prosecution.
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Supply Management Services &Information Services
2. Split Transactions
• Purchase card transactions must not be split to divide a large purchase over the cardholder’s single purchase limit.
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Supply Management Services &Information Services
3. Inappropriate Purchases• To obtain cash• Transactions valued over $3,500 CDN (an individual card limit
may be lower)• Controlled items such as hazardous material, radioactive
material, laboratory and research animals• Contracted goods and services• Maintenance contracts• Extended rentals or leasing of equipment• Direct employment of individuals• Services provided through Facilities Management work orders
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Supply Management Services &Information Services
Discrepancies• NO DISCREPANCIES: Review all transactions. If no
discrepancies are found, proceed as usual.
• DISPUTED CHARGES: If discrepancies are found, contact the supplier to correct. If there still is a dispute with the supplier, contact BMO client services immediately. Payments for the purchase card transactions will be made on time, which means any disputed transactions will be paid and dealt with after, if necessary.
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Supply Management Services &Information Services
Disputed Charges• Cardholder shall determine whether it has been a supplier
or a bank posting error.
SUPPLIER ERROR:
The cardholder will contact the supplier immediately to rectify the billing problem and ensure that an adjustment for the transaction appears on the next monthly statement. The cardholder should request that the supplier issue and send a MasterCard credit transaction slip to verify that credit was given.
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Supply Management Services &Information Services
Disputed Charges• BANK ERROR:
Immediately provide BMO Client Services rergarding the dispute. BMO will contact the supplier who will be required to produce verification of the transaction made by the cardholder. If valid documentation is provided to the purchase card administrator, the transaction will be considered resolved and the charge will stand. If the supplier is unable to produce a signed transaction slip, the charge will be removed and a credit will appear on the following month’s statement.
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Supply Management Services &Information Services
Purchase LogEach cardholder is strongly advised to keep a log of purchases:
• Order date• Name of the supplier• Description of the purchase• FOAPAL number(s)• Dollar amount of the purchase• Purchase appeared on the cardholder monthly statement• Transaction has supporting documentation
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Supply Management Services &Information Services
Receipts and ReturnsCardholders shall:
• Ensure receipt of goods or services• Follow up with suppliers to resolve problems (delivery,
discrepancies or damaged goods) and coordinate returns.
• Request credit transaction slip to verify that credit was given
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Supply Management Services &Information Services
OrderingORDER BY PHONE, FAX OR MAIL:• Give accurate delivery information, including:
o Contact nameo Faculty/departmento Addresso Phone numbero Request priced packing slip or a detailed sales receipt be enclosed
• E-mail purchases are prohibited• Internet purchases should be made on secure sites only. If
unsure of a site’s authenticity, contact IT Support Centre at 585-4685 or Supply Management Services at 585-5003.
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Ordering (Con’t)IN PERSON:
• Inform the supplier the purchase is for the University of Regina.
• Obtain the MasterCard transaction slip from the supplier at the time of the purchase.
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Supply Management Services &Information Services
Card RejectionIf a Supplier rejects the purchase card, it will be for one of the
following reasons:
• The expiry date has been entered incorrectly.• Exceeds transaction or monthly limit.• The supplier has been purposely excluded from the
University of Regina’s p-card program.• The supplier is not currently a MasterCard merchant.
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Supply Management Services &Information Services
Imports, Customs and ExciseNOTE: When making purchases outside of Canada, there may be extra costs applied to your FOAPAL regarding the purchase that do not show up on your statement
Out of country orders will have applicable duty/taxes incurred in one of the following ways:
o THROUGH THE UNIVERSITY’S CUSTOMS BROKERS
o VIA COURIER - Couriers will issue an invoice for payment that will be sent to Financial Services and charges will be made to the appropriate FOAPAL.
o THROUGH CANADA POST - Submit the Canada Post import form to the Financial Services for payment against the appropriate FOAPAL.
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Supply Management Services &Information Services
TaxesTaxes and rebates will be calculated using the following basic
assumptions:
• Saskatchewan purchases have been charged both GST and PST.• Out of Saskatchewan (Canadian) purchases have been charged
GST, but not PST.• Out of Canada purchases will not have been charged either GST or
PST.• Taxes will be processed through Banner in the following manner:
* The GST on any imported good is being charged separately by Canada Post or the Courier company handling the delivery, or by the University's custom brokers.
ORIGIN GST PST
In Saskatchewan Process GST rebate Charge as Invoiced
Out of Saskatchewan (Canada) Process GST rebate Self Assess
Out of Canada Charge as Invoiced* Self Assess
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Supply Management Services &Information Services
Transaction Documentation• EACH transaction must be supported by valid
documentation: o Supplier identification (merchant name)o Date purchase was madeo Description and quantity of each item purchasedo Per item cost if availableo Cardholder identification (name and card number)
• If not included in the supporting documentation, then it must be written directly on the documentation by the cardholder.
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Supply Management Services &Information Services
Transaction DocumentationAcceptable supporting documentation:
• Receipt and MasterCard transaction slip from the supplier.• Priced packing slip.• Order forms, or a copy of the form, for dues, subscriptions,
registrations and similar items.• Invoice showing credit card payment.• Copies of MasterCard transaction records sent directly
from the bank.
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Supply Management Services &Information Services
Transaction Documentation
• If original supporting documentation is lost:
– Contact the supplier to provide a copy of the original documentation.
– If the supplier is unable to provide documentation, contact MasterCard directly using the number available on the back of the card. This request can take up to 45 days to process.
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Supply Management Services &Information Services
Failure To Provide Documentation
• Failure to provide required documentation is a cardholder violation.
• Transactions where the supplier does not provide original documentation are not considered a violation. However, this must be substantiated by notifying the purchase card administrator that a request for documentation from MasterCard has been issued.
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Supply Management Services &Information Services
Payments
• The University will pay the total amount owing against all credit cards within seven (7) days from the BMO statement date.
• The monies will be paid using a clearing account. After cardholder reconciliation, the appropriate FOAPALS will be debited, and the clearing account credited.
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Supply Management Services &Information Services
Reconciliation - Deadlines• The statement period is from the 5th of the month to the 4th
of the next month.• Cardholders review transactions, add descriptions, and
adjust FOAPALs for the current monthly cycle prior to the 18th of each month, via the BMO details Online system.
• All supporting documentation must be handed in to Financial Services by the 25th of each month. This includes a supervisor signed statement of account report and all receipts.
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Retention of Records• Records of purchases are retained for audit purposes
and centrally stored by Financial Services
• Retention period for these records is six (6) years plus the current year.
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Lost or Stolen Card
• The cardholder must notify the bank and the purchase card administrator immediately of any lost or stolen cards. The lost or stolen card will be cancelled and a replacement card will be issued within five business days.
• MasterCard emergency customer service representatives are available 24 hours a day, 365 days a year at 1-800-263-2263.
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Purchasing CarddetailsOnline
Effective January 25, 2010
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Supply Management Services &Information Services
Locationwww.bmodetailsonline.com
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Sign In• Go to: www.bmodetailsonline.com
o Enter: User IDo Enter: Password o Enter: Languageo Select: Go
• Username example: d136952ltataryn• Passwords are temporary• detailsOnline will display a prompt to reset password
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Password• BMO details online will automatically take you to the
change password screen upon your first sign in. • Password restrictions are:
o 6-20 characterso Cannot be a single character repeatedo At least one numeric and one alpha characterso Must not be the same as previous o Passwords are case sensitive
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Password Reset• Go to www.bmodetailsonline.com• Enter User ID, Temporary Password and Language• Select Go• Enter Current Password• Enter New Password and Verify• Complete the Password Reset section to receive a
temporary password if you should forget • Select Save Changes from side menu
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Password Reset (Cont)
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Supply Management Services &Information Services
Forgotten Password?
• The Forgotten Password link appears on the login page.
• After three attempts please contact Supply Management Services at 585-5003.
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Forgotten Password? (Cont)
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Supply Management Services &Information Services
Home Quick and easy access REPORTS and TRANSACTIONS
from the HOME page.
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Supply Management Services &Information Services
Quick Links• Quick and easy access Run/View REPORTS and
View/Modify TRANSACTIONS
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Transactions• Go to www.bmodetailsonline.com and Login• Select TRANSACTION from top menu• Set View to General Ledger to access FOAPAL information • Select the Date (Ex: 05/05/10 to 06/04/10)• Select Locate Transactions from side menu• On the General Ledger screen edit FOAPAL information • Add meaningful Description for each transaction• Save BEFORE leaving each page• This MUST be done by the 18th of each month
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Transactions (Cont)
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Transactions (Cont)
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Transactions (Cont)
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Transactions (Cont)
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Supply Management Services &Information Services
General Ledger
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Statement• Log on to detailsOnline• Select REPORT in the menu selection• Click on the Custom folder• Click on Statement of Account Report• Under Parameters: Date Switch should be Processing Date• From Date December 5, 2009• To Date January 4, 2010• These dates will change for each statement period• Select the Submit button
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Statements (Cont)
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Statements cont.Statement of Account
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Statements (Cont)Enter From and To Date then Submit
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Statements (Cont)
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Statements (Cont)
• The report will include supplier, dollar amount, FOAPALS, and transaction descriptions.
• Split transactions are listed.• Two signature lines appear:
o cardholder o supervisor
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Print Report
• Go to www.bmodetailsonline.com and Login• Select REPORTS from top menu• Run ‘Statement of Account Report’• Select Print from top menu• A new browser window opens with a print box• Select number of copies and change to Landscape• Click the print button
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Download• Go to www.bmodetailsonline.com and Login• Select REPORTS from top menu• Select ‘Custom Report’• Run ‘Statement of Account Report’• Select Download from top menu• A new browser window opens • Select Export Type. Example: RTF• Select Page Range ‘All’• Select View Report OR Save Report
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Supply Management Services &Information Services
Download
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Download
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Download
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Supply Management Services &Information Services
Charging One Expense To Multiple FOAPALs
• Go to www.bmodetailsonline.com and Login• Select TRANSACTIONS from top menu• View MUST be set to General Ledger to access
FOAPAL information • Select Dates From 5th To 4th of each month• Select Locate Transactions from side menu
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Splits• In the General Ledger module checkbox the desired transaction by
ticking the transaction number.• Select Split Record from the side menu.• On the Split Record screen enter the # of Splits to apply.
o Example: 2• Select Add Split from the Split side menu• Enter Description and a Percentage or Amount for each line.• Select Save from the side menu to access General Ledger
Information• Click on Blue FOAPAL code, edit and Save Changes from side
menu. • Repeat for each FOAPAL• Ensure the Split Remainder is $0.0000 before exit
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Splits (Cont)
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Splits (Cont)
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Splits (Cont)
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Splits (Cont)
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Splits (Cont)
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Splits (Cont)
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Splits (Cont)
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Splits (Cont)
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Splits (Cont)• Return to General Ledger to view split• Split enabled icon will appear• Select to view split information
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Tips• detailsOnline times out after thirty (30) minutes of
inactivity .• Save BEFORE each page of transactions.• Splits are only viewable in the General Ledger area,
NOT the statement area.• Do not use reject, decline, or any other status when in
detailsOnline.
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Tips (Cont)• Turn off pop-up blockers. • While in a browser:
o toolsopop-up blockerso turn off pop-up blockers
• Browser back button may be used to navigate.
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Log Out
Click on blue “x”
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Purchase Card Program• Purchase Card program rules have NOT changed.• Maximum limit per transaction is $3500.• The card must not be used for personal or private
use, inappropriate purchases, or splits. Splits defined as dividing a large purchase over a single purchase limit.
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Purchasing Card Program (Cont)
• detailsOnline cut off date for FOAPAL or account changes is the 18th of each month.
• Description are mandatory and must describe what was purchased and provide enough detail to understand the nature of the transaction.
• Forward original receipts, and a supervisor & employee signed statement to Financial Services by the 25th of the month.
• The on-line ‘Statement of Account’ report replaces the paper statement sent by Bank of Montreal.
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Documentation
• Each transaction requires a MasterCard slip and detailed invoice or till receipt.
• The receipt must clearly show where, when and what was purchased.
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Supply Management Service Support
Provides the following support to faculty and departments:o Tendering and contractual agreementso Research and sourcing of products and serviceso Consultative serviceso Import and export serviceso Returns and disputeso General Information
**Supply Management Services will be available to help where ever possible to insure the benefits of the purchase card program are achieved.
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Thank You For Attending
Questions?Contact us anytime for assistance:
Technology Learning [email protected]
Phone: 337-2421
Supply Management [email protected]
Phone: 585-5003