Procurement Academy

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Procurement Academy

• UTHSCH BuyCard

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BuyCard Contacts

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

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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.

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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

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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

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BuyCard Account Application
Fill out all the fields in Section (D)
Fill out all the fields in Section (G)
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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)

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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
•  

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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

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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

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Point of Sale (POS) Requisition
The purpose must be a Point of Sale Request
The requestor must be the cardholder
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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)
• Determine if a change order to the POS
  Requisition or a Split line process on a
  electronic statement is necessary.

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Change Order or a Split Line Process
Click the Billing Tab to determine the urgency of
the reconciliation
Select the Split line to itemize a transaction
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Reconcile Statement
Attach the Correct Purchase Order Line
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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
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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

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