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Procurement Academy

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MasterCard from JP Morgan Chase Bank ... The following items should be attached to each JP Morgan Chase Bank Monthly Paper Statement ... – PowerPoint PPT presentation

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Title: Procurement Academy


1
Procurement Academy
  • UTHSCH BuyCard

2
BuyCard Contacts
  • BuyCard Program Administrator
  • Lori Hill 713-500-4715
  • Lori.A.Hill_at_uth.tmc.edu
  • Compliance Coordinator
  • Rebecca Chapa 713-500-8182
  • Rebecca.C.Chapa_at_uth.tmc.edu

2
3
MasterCard from JP Morgan Chase Bank
  • Provide faculty staff with an Alternate method
    to pay for purchases of goods and services that
    are not available through other purchasing
    methods such as the eProcurement catalog.
  • Provide an understanding of card/cycle limits and
    usage.
  • Provide an awareness of UTHSC-H BuyCard policies
    and procedures which are designed to ensure
    program integrity.

4
Objectives
  • Understand how to complete a BuyCard Application
  • Understand the importance of the Restricted List
  • Understand the difference between Cardholder
    Reconciler(s).
  • Understand how to Enter a POS requisition
  • Understand how to Reconcile a POS transaction.
  • Understand How to Utilize Public Queries
  • Understand how to prepare for a Compliance Review

4
5
BuyCard Application Requirements
  • FMS Financial Overview and FMS eProcurement
    training.
  • Must be approved by Department Head
  • All required fields must be populated
  • Last four digits of the Social Security
  • Default chartfield string
  • Single Purchase Limit (SPL) 2K
  • Designated proxy / reconciler(s)
  • Fax 4710 or mail application to BuyCard Team
  • Allow 10 working days for processing the
    applications

5
6
BuyCard Account Application
Fill out all the fields in Section (D)
Fill out all the fields in Section (G)
7
List of Restricted Items
  • Animals
  • Cab and Limousine Service ( no exceptions)
  • Cash advances, cash instruments, or cash refunds
  • College tuition
  • Consulting or personal services (unless under a
    contract through Purchasing)
  • Deposits for retreats, conventions, etc.
  • e-bay or on-line auction (including Paypal
    Vendors)
  • Entertainment
  • Flowers - Flower arrangements and plants over
    60 are prohibited on the Buycard, those under
    60 may be purchased using the Buycard but must
    be paid on Discretionary Funds
  • Food drink items (only acceptable for
    departmental coffee and water services which must
    be paid using Discretionary Funds, no luncheons,
    parties, etc. allowed)
  • Gasoline (except for official UT vehicles)
  • Gift Cards
  • Gifts Qualified expenses (see HOOP 2.31) should
    be reimbursed using a Non-PO voucher and
    Discretionary Funds
  • Hotel Fees
  • Memberships
  • Notary Public Fees
  • Office supplies (only vendors that are "Active"
    in PeopleSoft database)
  • Parking
  • Radioactive material (Contact Radiation Safety
    for list of approved suppliers)

8
Compliance Issues
  • Procuring items before vendor ID set up
  • Purchase of ink toners from vendors other than
    Tejas
  • Unreconciled transactions due to procuring from
    unapproved vendor and / or lack of training
  • Personal purchase
  • Flower purchases over 60 limit
  • Card sharing
  • Purchase of gift for faculty/staff/students
  • Purchase of membership
  • Purchase of controlled prescription
    drugs/controlled substance
  • Purchase of party decorations and/or dept. shirts
    on state funds
  •  

9
Cardholder / Dept. Responsibility
  • No personal use
  • Reconciliation deadline (end of the business day
    on the 14th of each month)
  • Discrepancies require a Dispute form
  • Report all lost/stolen cards to JP Morgan Chase
    Bank
  • Email notice to BuyCard team regarding cancelled
    cards
  • Report any fraudulent activity to BuyCard team

9
10
Point of Sale (POS) Requisition
  • What is the purpose of your requisition?
  • Point of Sale Request
  • Business Unit UTHSC
  • Origin POS
  • Requestor Cardholder Purchasing good/service

10
11
Point of Sale (POS) Requisition
The purpose must be a Point of Sale Request
The requestor must be the cardholder
12
Electronic Statement
  • Automated email notice from FMS
  • The bank statement for MC has arrived. The
    billing date is the fifth or six day of the
    current.
  • Monthly email notice from BuyCard team
  • Match online statement lines to the individual
    purchase order lines in Financial Management
    System (FMS)

12
13
Reconcile Statement
Attach the Correct Purchase Order Line
14
Useful Public Queries
  • Buycard Transactions
  • CC_TRANS_DEPT
  • CC_TRANS_EMPLID
  • CC_TRANS_VOUCHER
  • Encumbrances
  • POX_OPEN_ENCUMBRANCES_BY_BUYER
  • POX_OPEN_ENCUMBRANCES_BY_PO
  • POX_OPEN_ENCUMBRANCES_BY_CF

PeopleSoft provides the ability to send queries
to a predefined Microsoft Excel spreadsheet
layout
14
15
Compliance Review Requirements
  • Two signatures on JP Morgan Chase Monthly
    Statements.
  • Department Head
  • Cardholder
  • Uniform filing system
  • The following items should be attached to each JP
    Morgan Chase Bank Monthly Paper Statement
  • Sales Receipts with pricing
  • Packing slips
  • Transactions slips

15
16
BuyCard Quick Reference
E-procurement Training
Complete Application
Review Restricted List
Make Purchase From Active Vendor on Database
Enter POS Requisition
Match Electronic Statement Requisition
Run CC Query
Run POX Open Encumbrances
Compliance Review
17
Q and A
  • ?
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