Longwood University GE MasterCard Small Purchase Charge Card

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Longwood UniversityGE MasterCard Small Purchase
Charge Card

• Accounting Training Session

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Purchasing Overview

• This card is only for orders under 5000.
• 5000 and above will be processed by Materiel
  Management.
• All procurement regulations apply to charge card
  purchases.
• You may use this card for eVA purchases.

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Payment Overview

• The bill is paid each month from a clearing
  account and is paid exactly as billed. By the
  15th of each month an entry is prepared by
  Accounting and Financial Reporting to record the
  transactions on Banner.

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Payment Overview

• Only items paid for with state funds may be
  purchased using this card.
• Agency, local, SGA, Foundation and Club funds may
  not be used with this card.
• Personal items, cash advances, and business
  expenses are not allowed (with the exception of
  air and rail tickets).

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Log Sheets

• A log sheet must be started on the 16th day of
  each month.
• This log is to be filled out as items are
  ordered.
• The log sheet is mandatory.

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Log Sheets

• Date
• Department Name
• Card Holder
• Card Number
• FRS Account Number/Banner Index

• Date Ordered
• Vendor Name
• Description
• Account Code
• Price
• eVA Information

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Account Codes

• 71209 Services
• 71309 Supplies
• 71509 Rentals
• 72209 Equipment
• 71283 Airfare/Rail

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Log Sheets

• The log sheet will be completed on the 16th of
  each month.
• Complete a separate log sheet for each Banner
  account that has purchases.
• If an item is on the log sheet and not on the
  bill highlight and note on the log sheet (NOS)
  and make a copy of the log sheet to use for next
  month.

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Log Sheets

• Note any discrepancies directly on the log sheet.
• Attach all packing slips, invoices,notes,etc. to
  back of log sheet.
• Each transaction must have some type of
  documentation that shows a detail of what was
  purchased and what price was charged.
• eVA documentation must be kept with your copies
  but you do not need to send to Accounting with
  your package.

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Cover Sheet

• Dept Name/Phone
• Cardholder
• Card Number
• Closing Date
• Total Amount

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Cover Sheet

• Fill in total amount of each FRS Account/Banner
  Index adding like account codes.
• Fill in eVA information on bottom of form.
• Sign as Cardholder
• Have your Supervisor Approve

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GE MasterCard Package

• Assemble the package in the following sequence
• 1. Cover Sheet
• 2. Log Sheet
• 3. Invoices or packing slips, notes, PO copies,
  RTA, etc.
• 4. Purchasing check off sheet

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GE MasterCard Package

• Send the entire original package to Sylvia Schutt
  in Accounting and Financial Reporting by the 7th
  of the month.

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GE MasterCard Package

• If your paperwork is not received in Accounting
  by the 7th of the month and you have not given
  prior notice that your report will be late you
  will be notified by an email that will also be
  sent to your Supervisor as well as the Vice
  President for Administration and Finance.

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GE MasterCard Package

• If your paperwork is still not received in a
  timely manner the email will be resent and will
  also go to your area Vice President.
• Keep a copy of the entire package for your
  records.

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Discrepancies

• It is the cardholders responsibility to notify
  the vendor of any problems with the order or
  statement.
• You may contact GE MasterCard directly at
  1-866-834-3227.

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Tax

• Purchases on this card are tax exempt with the
  exception of air/rail fares and special hotel
  charges.
• It is the cardholders responsibility to ensure
  that any tax charged in error is credited.

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Registrations

• Please charge all registration fees for
  conferences to the GE MasterCard. The approved
  RTA must accompany the Amex package.

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Air/Rail Tickets

• Use your GE MasterCard to purchase Air or rail
  tickets.
• A copy of the itinerary or ticket must be
  attached to the package as well as a copy of the
  RTA.

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Special Hotel Arrangements

• No tax is allowed except for on air/rail tickets
  or special hotel arrangements.
• Special hotel arrangements refers to speakers or
  candidates housed in Farmville.
• This may be secured by sending an email to
  crawleyja_at_longwood.edu with the date, hotel,
  purpose and name of person housed.

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Special Hotel Arrangements

• If you use this card for special hotel
  arrangements you must have a copy of the release
  and the approved RTA with your package.

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Special Hotel Arrangements

• If your hotel charges exceed the state rate you
  must attach a copy of the approved overage
  documentation from the RTA.

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Aramark Invoices

• Please use this card for all Aramark purchases
  made with state funds.
• Meal payments require a list of names of all
  persons fed.
• Only business meals are reimbursable and there
  must be documentation showing the nature of the
  business.

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Aramark Invoices

• For invoices involving refreshments include the
  announcement/invitation if a list of persons is
  not available.
• Remember refreshments are allowed only when an
  outside person is present.
• A reason for the function is also required.

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Internet Purchases

• Items may be purchased over the internet through
  a secure site.
• This is noted by the site address as HTTPS.
• This will not appear until you get to the
  ordering screen. A screen print of the secure
  site must be included in your package.

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Credits

• Credits must be documented with a copy of the
  invoice and credit and any notes you may made.
• If you have a 0.00 balance you dont turn in any
  paperwork.

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Special Helps

• Your package is due on the 7th of each month.
• The amount on your package must match the
  statement.
• If you have a 0.00 balance you do not send in
  any paperwork.

• Securely staple your package together.
• Only one cover sheet is allowed per cardholder.

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Special Helps

• We are tax exempt.
• You may purchase over the internet.
• Use this card for Air/rail purchases.

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Special Helps

• Document any unusual purchases directly on the
  log sheet.
• Make sure your paperwork is approved.
• Documentation is of the greatest importance!!!!

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Special Helps

• Card sharing is not allowed.
• Faxing of your account number is not permitted.
• Do not email your account number.

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Special Helps

• If you cant make the 7th deadline, CALL ME.

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Policy on Web

• The policy and procedures for the GE MasterCard
  may be viewed at
• http//www.longwood.edu/finance/