Department of Community Affairs

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Department of Community Affairs

• P-Card Training

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Introduction

• The objective of this training class is to
  educate the cardholders on the proper usage of
  the State Purchasing Card.
• A question and answer session will follow the
  presentation. So please make sure to write your
  questions down as we go.

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Agenda

• The topics that will be covered are
• General information
• Allowed P-Card purchases
• Receipt Requirements
• Disallowed P-Card purchases
• Timeframes
• Required paperwork and forms
• Penalties for Improper Use

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General Information

• You have been offered a P-Card to be used to help
  with the cost of traveling for the state.
• The P-Card is to be used only for legitimate
  authorized state business trips.
• Since you have been offered a P-Card you are no
  longer eligible for any travel advances or use of
  DCAs Central Billing Accounts with Alpha or
  Avis.
• Any outstanding advances must be resolved before
  a P-Card will be issued to you.
• You must keep the original receipts of every
  charge made to the P-Card in order to provide the
  required accountability.
• Every receipt must be legible in order to audit
  and process the charges.

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Allowed P-Card Purchases

• Hotel Room Charges You may only charge the cost
  of the room and mandatory hotel parking to your
  P-Card.
• When checking into the hotel, ask for tax
  exemption. The tax exemption number is on the
  front of your P-Card.
• Also ask that your room charge and mandatory
  parking (if any) be put on a separate account
  from any other charges (non-mandatory valet
  parking, room service, phone charges, internet
  charges, hotel restaurant charges, safe charges,
  or movies)
• The non-mandatory charges must be charged to your
  personal card or paid with cash.
• If you are going to stay in the hotel room for an
  extended period of time (two weeks, a month, or
  longer) find out when the hotel will charge your
  card.

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Allowed P-Card Purchases

• When checking out, LOOK AT YOUR RECEIPT to verify
  that the hotel has charged you properly.
• Verify that the hotel charged only the room and
  mandatory parking to your P-Card.
• If the hotel has charged your P-Card incorrectly,
  DO NOT LEAVE until they have issued a credit to
  your P-Card.
• Get the original receipt with the invalid charges
  and the original credit receipt from the hotel,
  as well as the revised, correct receipt.

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Allowed P-Card Purchases

• There are only two types of parking that are
  allowed to be charged to your P-Card.
• Mandatory parking at hotels and airport parking
• VALET PARKING is not allowed

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Allowable P-Card Charges

• Airfare Charges It is your responsibility to
  find the most economical fare possible.
• If you have previously used our Central Billing
  Account with Alpha to make your airfare
  arrangements be sure to tell them to change your
  ID in their system and not charge our billing
  account. The charges instead should be placed on
  your P-Card.
• If you book your flight over the phone or
  on-line, make sure to get a print out of your
  confirmation and receipt.
• All receipts must clearly reflect a description
  of the goods and services acquired and the
  merchant/vendor providing such.

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Allowable P-Card Purchases

• Avis Car Rentals If you have previously rented
  a car on our Avis central billing account, be
  sure to tell them to change your Wizard ID and
  not charge our central billing account. Instead,
  all charges should be placed on your P-Card.
• Make sure to rent the Class B compact car for
  26.58 per day.
• If a larger car is needed, you must have
  pre-approval from your supervisor.
• Written justification for a vehicle above Class B
  is required when your receipt is submitted for
  processing.

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Allowable P-Card Purchases

• Gasoline for Avis Car Rental ONLY The P-Card for
  may be used for gas purchases only for Avis Car
  Rentals, while on official state business.
• If you use a state owned car, you must use the
  state gas card assigned to that car and not your
  p-card.
• If you use a personal vehicle, you will be
  reimbursed at the state rate of 44.5 cents per
  mile for mileage.
• The receipt for gas purchases must show vendor
  name, price per gallon, total gallons, and total
  amount of gas purchased.
• Try to use well known companies such as BP,
  Chevron or Shell.

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Allowable P-Card Purchases

• If the vendor machine does not provide a receipt,
  you must obtain a receipt from the store clerk or
  write your own receipt
• The hand written copy must show vendor name,
  price per gallon, total gallons, and total amount
  of gas purchased.
• Do not tape over or highlight the receipt because
  this will make the ink disappear.
• It is your responsibility to ensure that all
  receipts are legible for auditing.

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Allowable P-Card Purchases

• Registration Fees for Conferences or Conventions
  These charges must be pre-approved through the
  correct approval process from your division an
  approved TAR is required as backup documentation.
• Some Conference Businesses are set up with a
  merchant code that will not allow your P-Card to
  be charged. If this happens, you must call the
  P-Card Administrator for further direction.

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Receipt Requirements

• Receipt must clearly reflect description of goods
  or services acquired, number of units and cost
  per unit.
• When the vendor uses a statement/invoice as a
  receipt, it must provide the same info as a
  receipt, clearly indicate a 0 balance and
  reference as a VISA payment.

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Receipt Requirements

• All receipts must be signed and dated by the
  cardholder to indicate the receipt, inspection
  and acceptance of the goods or services (per
  Section 215.422, F.S.)
• Acronyms and non-standard abbreviations for
  programs or organizational units within an agency
  should not be used in the supporting
  documentation unless an explanation is also
  included.

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Disallowed P-Card Purchases

• NO MEALS
• NO ROOM SERVICE
• NO MOVIES
• NO LAUNDRY
• NO GIFTS
• NO INTERNET OR TELEPHONE CHARGES. NO TOLLS or
  Associated Fees
• NO MAPS
• NO SUPPLIES
• ABOSOLUTELY NO PERSONAL ITEMS OR USAGE
• NO FUEL, except for a rental vehicle in your name
  for official state business

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Timeframes

• A signed TAR and the receipts must be sent to
  your administrative coordinator within two
  business days. Original receipts must be sent to
  your administrator for reconciliation of P-Card
  accounts.
• The clock starts when your card is charged. The
  clock does not stop for disasters.
• DFS and Bank of America have very strict
  timeframes for the processing of P-Card charges.
• The total approval process takes eight days from
  start to finish. Timely compliance at each level
  of the approval process is very important.

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Timeframes

• If an erroneous or disputed charge appears on
  your card, the cardholder must contact the vendor
  immediately to request they issue a credit to
  your P-Card.
• If the vendor refuses to issue a credit, contact
  your P-Card Administrator to dispute the charge.
• We have sixty calendar days from the date of
  purchase to dispute a charge with the bank.

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Timeframes

• It is responsibility of the cardholder to monitor
  the charges on their P-Card and dispute them as
  soon as possible, if necessary.
• If a P-Card charge is determined to be invalid,
  the cardholder will be required to reimburse the
  state.

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Required Paperwork and Forms

• Complete an application for a P-Card.
• Application approved by your supervisor and given
  to your Accounting Liaison.
• Application is then submitted to the DCA
  Purchasing Administrator for submission to the
  bank.
• Purchasing will usually receive your card within
  a week.
• You will receive the P-Card, a laminated card
  (Allowed/ Un-Allowed Use), an acceptance form,
  and a cardholder manual.

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Required Paperwork and Forms

• Keep the laminated card with your P-Card for
  quick reference.
• Read the entire cardholder manual upon receipt.
• The manual provides a lot of useful information
  and guidelines.
• You must complete the acceptance form the day you
  receive your P-Card and send it to Purchasing.

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Required Paperwork and Forms

• When using your P-Card for travel, record these
  transactions on the P-Card Travel Reimbursement
  Form.
• All charges must be listed individually in the
  appropriate columns on the front and the back.
• Your division liaison will show you how to
  properly fill out your P-Card Travel
  Reimbursement Form.
• You have the option to decline or accept the
  P-Card.
• If you decline the card, then you will not be
  eligible for any travel advances or charging to
  DCAs central billing accounts.

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Penalties for Improper Use

• As the cardholder you are responsible for the
  proper use of the P-Card in accordance with state
  law and agency policies and procedures.
• Unauthorized/Invalid charges must be reimbursed
  to the state.
• Misuse of the P-Card may result in suspension of
  the card and possible disciplinary action

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Penalties for Improper Use

• If P-Card is revoked, the employee will be
  responsible for paying all travel expenses out of
  pocket.
• The employee will not be eligible for advances or
  use of agency central billing accounts.
• Responsible use of the card is imperative as the
  cardholder will be made accountable.

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The P-Card is a great tool . . .

• When used properly!

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Questions and Answers

• Any questions?