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Florida Tech Procurement Card On-Line Training

• Welcome to the Florida Tech Procurement Card
  Program.
• The Procurement Card program is the outcome of a
  work process initiated to design a procurement
  process that is simple and better serves the
  customer.

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Introduction

• The purpose of the Florida Tech Procurement Card
  is to establish a more efficient, cost effective
  method of purchasing and paying for small dollar
  transactions within established usage limits.
• Primary benefits
• Acceptance by any supplier who accepts VISA
• More timely purchase and receipts of goods
• Increased information about purchasing
  transactions
• Improved supplier relations
• A reduction in paperwork

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Agenda

• OVERVIEW
• WHERE TO GET HELP
• POLICIES AND PROCEDURES
• TRAVEL AGENCIES
• HOW TO USE P-CARD
• E-MARKET PLACE
• DISPUTED TRANSACTIONS
• STATEMENT RECONCILIATION IN BANNER
• APPENDICES

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Overview

• The Procurement Card is a VISA product
  administered by Bank of America.
• The Procurement Card has been implemented to
  provide departments/end users with a more
  efficient system for purchasing goods, services
  or travel.
• End User primary benefits are
• Acceptance by any supplier who accepts VISA
• More timely purchase and receipt of goods
• Increased information about purchasing
  transactions

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Overview continues

• Improved supplier relations
• A reduction in paperwork
• Vendor primary benefits are
• Receiving payment in as few as three business
  days
• Elimination of invoicing and collection
  activities.
• NO PERSONAL PURCHASES ARE ALLOWED.
• Record keeping will be essential to ensure the
  success of the program (see appendix G).

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Overview continuesNO individual transaction,
including shipping and handling, may exceed
1499.00

• BE SURE TO REMIND THE VENDOR OF THE UNIVERSITYS
  TAX EXEMPT STATUS WHEN MAKING A PURCHASE.
• Tax Exempt 85-8012646509C-2

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Where To Get Help

• Bank of AmericaTo report a lost or stolen card
  call 1-888-449-2273.
• Assistance is available 24 hours a day.
• The Purchasing Office321-674-8110.

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Policies and Procedures

• Always keep your card in a secure place
• End Users must indicate to vendor Florida Tech
  Tax Exempt 85-8012646509C-2
• Single Purchase Limit Per Transaction
• FITALLOW..1499
• FITAIRLINE.open ended/no amount set
• FITHOTELopen ended/no amount set
• FITCAR.1499
• Purchases Not Allowed are
• Alcoholic beverages

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Policies and Procedures Continues

• Capital equipment (single items costing 1,500 or
  more)
• Cash advances
• COMPUTER EQUIPMENT (Hardware)
• No Chemicals
• Construction/Remodeling
• Consultants and speakers fees/honorariums
• Controlled substances
• Donations
• Fines, late fees or penalties
• Foreign purchases

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Policies and Procedures Continues

• Fundraising costs
• FURNITURE (excluding Chairs)
• Personal Gifts
• Interest/finance charges
• Live animals
• Personal purchases
• SPLIT TRANSACTION see definition next slide
• Tuition, scholarships or stipends

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Policies and Procedures Continues

• SPLIT TRANSACTIONS are defined as single items or
  a shopping cart of items costing more than the
  cardholders single purchase limit, which are
  split among multiple transactions to circumvent
  the cardholders defined maximum purchase limit.

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Policies and Procedures Continues

• Telephone equipment or installation on campus
• Tuition for employees
• Visit E-Market PlacePurchasing Office
  Intra-Website.
• P-Cards are automatically renewed.
• Notify the Purchasing Office of Any Status
  Changes to the cardholders card.
• Notify Purchasing on Termination of Cardholder
  Employment

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Travel Agencies

• No designated travel agency for the University
  effectively May 1, 2004.
• A second written quote will no longer be
  required.
• The Universitys procurement card will be the
  preferred method of payment.
• University approved air travel should be at the
  most reasonable and economical rate, not first
  class or business class.

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Travel Agencies Continues

• All travelers should use the least expensive
  airfare, including non-refundable and penalty
  fares, based on a two-hour window on either
  side of there preferred departure times.
• Air carrier selection should not be biased by the
  travelers frequent flyer affiliation.
• The lowest cost air travel should take precedence.

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Travel Agencies Continues

• Travelers are strongly encouraged to book well in
  advance of travel to secure the lowest fares.
• Travelers are encouraged to select special or
  promotional flights that may require significant
  advance booking, use alternative airports, entail
  a connection, or feature departure and/or arrival
  times slightly different than originally
  specified by the traveler.
• Use of a Travel Agency is recommended if you have
  a complex itinerary or group travel.

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E-Market Place

• Visit the Purchasing Office Intra-Website for
  additional purchasing guidelines and cost
  savings.
• Link www.fit.edu/pmm/purchasing

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How To Use The Procurement Card

• Please note that the cardholder is the only
  person authorized to make purchases using their
  card. Giving your card or card number to another
  person to make a purchase, using someone elses
  card, or purchasing items that are not allowed
  may result in disciplinary action (including, but
  not limited to, revocation of your card and or
  termination of employment).

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How To Use The Procurement Card

• Please note that there are two types of p-cards
  Individual and Department
• IndividualOnly you are authorized to make
  purchases
• DepartmentCard Coordinator is responsible for
  issuing out the card and receiving the card back
  from authorized staff members within their
  department

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How To Use The Procurement Card Continues

• Purchases can be made
• in person/in store
• by phone
• internet
• ReceiptsCardholder is responsible for
  getting/obtaining all of his/hers receipts

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How To Use The Procurement Card Continues

• PURCHASES IN PERSON/IN STORE
• Determine that the price quoted is the best you
  can obtain
• Ensure that no sales tax is charged
• Obtain a receipt at the time of purchase
• PURCHASES BY PHONE
• A written record must be made when placing a
  telephone order
• State that you are calling from Florida Tech and
  that you will be making your purchase on a VISA
  Procurement card.

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How To Use The Procurement Card Continues

• Emphasize that the University is exempt from
  sales tax (85-8012646509C-2)
• Record the name of the person taking the order,
  place the order, give the supplier your
  Procurement card number and expiration date
• Request a receipt to be faxed

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How To Use The Procurement Card Continues

• PURCHASES INTERNET
• Make sure that the company is a bona fide company
• (i.e. someone you were doing business with
  previously that now has a Web page would be a
  better risk than a company that you
• discovered via the Web , unless this company
  could be checked out).

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How To Use The Procurement Card Continues

• If supplying your card number via the Internet be
  sure it is encrypted in an acceptable manner.
• Receiptmake copy of your internet purchase
  before clicking submit to purchase
• ShipmentPlease emphasize to vendor to place
  your name and department name on the outside of
  the box/container/package..etc.
• If goods purchased with a Procurement card need
  to be returned the cardholder should work
  directly with the supplier. Here are some tips

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How To Use The Procurement Card Continues

• Always retain boxes, containers, special
  packaging, packing slips, etc. until you are
  certain you are going to keep the goods. Some
  items, such as software or fragile pieces, cannot
  be returned without the original packaging
  materials
• Check out packing slip or receipt for phone
  number and other instructions
• Call supplier to obtain a Return Authorization
  Number before goods can be returned
• In some cases there may be a restocking fee

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How To Use The Procurement Card Continues

• If you need help in packaging goods for return,
  limited assistance may be available through the
  Property Administration Department within the
  University, if applicable
• Make sure that the charge for the returned items
• Never appears on your monthly statement or
• Is credited properly

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Disputed Transactions

• The cardholder is responsible for contacting and
  following up with the vendor on any erroneous
  charges, disputed items or returns as soon as
  possible
• Items that appear on the monthly Procurement card
  statement from bank may be disputed, as long as
  the disputed transaction is reported to Bank of
  America within 30 days after the transaction
• Department card discrepancies CANNOT be disputed
  with the bank

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Disputed Transaction Continues

• Disputed billing can result from failure to
  receive goods or materials, fraud or misuse,
  altered charges, defective merchandise, incorrect
  amounts, duplicate charges, credits not
  processed, etc.
• Fraudnotify Purchasing, immediately,
  321-674-8110
• Documentation must be kept explaining each credit
  received for returns or exchange

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Disputed Transactions Continues

• If you have a problem involving a dispute with a
  supplier (such as you claiming that the item
  doesnt work and the supplier claiming that it
  does), and you are unable to obtain satisfaction
  directly from the supplier, please notify Bank of
  America by submitting the Charge Card Dispute
  Form (Appendix E). Be sure to describe the
  problem and all of the efforts you have made to
  resolve the dispute

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Statement Reconciliation In Banner

• Link www.fit.edu/pmm/purchasing/banner/stmtbanrin
  struc.doc
• Statements approvals are done by Budget Manager
  or Department Heads
• Receipts and statements are to be retained for
  five (5) years after fiscal year end in the
  cardholders department.

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APPENDICES

• A. Application Form
• B. Bank of America Set-Up Form
• C. Cardholder Agreement
• D. Cardholder Info Change Form
• E. Dispute Form
• F. Procurement Card Missing Receipt
• G. Vendor Non-Acceptance Form
• H. Procurement Card Transaction Log

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Summary

• For more detail training, check out the Users
  Guide
• The Users Guide is on the websiteOffice of
  Purchasing

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End of Slide show.