Boise State University

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Boise State University P-card Review
Cardholder and Department Responsibility
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Overview of P-card

• BSU has approximately 900 cardholders, with
  purchases by the campus community averaging
  approximately one million monthly.
• With the convenience of p-card, there is also an
  added responsibility for departments and
  cardholders to maintain the integrity of the
  p-card program by understanding and adhering to
  p-card policy and procedure.
• Review P-card and Purchasing Policy, its your
  responsibility!

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• BASICS OF PCARD

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P-card Basics

• Boise State University policies are based on
  state policies.
• Any employee involved in using p-card, and
  reviewing, approving, or authorizing p-card
  expense must have an understanding of basic
  purchasing policies.
• Funds administered by BSU, regardless of source
  (Local, Grant, Appropriated) are subject to BSU
  policy.
• Be aware of appearances! P-card purchases are of
  special interest to auditors, legislators, and
  the press.
• Be sure your purchase complies with policy before
  committing funds.
• If you have questions about an upcoming purchase,
  check with the University P-card Administrator,
  or Purchasing Compliance Specialist.
• Our intent is to protect the university, your
  department and, you as a cardholder, by ensuring
  your purchases are not in violation of state
  policy, or IRS regulations in advance of your
  purchase.

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P-card Basics, cont

• Wells Fargo is the state-contracted Procurement
  Card Provider for State of Idaho agencies-
• Commercial Card Expense Reporting or CCER is
  Wells Fargo's online solution for p-card
  management, providing online access to p-card
  transaction data for cardholders and departments,
  allowing 24/7 access to current credit balance,
  posted charges, declined charges and reporting
  functions.
• CCER provides us with the ability to automate our
  p-card allocation procedure, necessary when
  dealing with BSUs volume of cardholders and
  expenditures.
• CCER provides departments with the ability to
  better manage their p-card expense with the past
  13 months of p-card history available via various
  reports.

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Authorization of Expense
Delegation of Authority to Department Purchasing
delegates small dollar purchasing authority to
department via use of p-card. Purchasing
reserves the right to terminate
cardholder privileges due to non-compliance with
policy.
Cardholder Responsibility Department Cardholder
accepts p-card, signs User Agreement,
Certifies understanding of responsibilities
as a cardholder, and is then authorized to
make Purchases on behalf of department.
Department Responsibility Department is
responsible for overseeing their
cardholders, maintaining p-card records,
and ensuring each purchase made by their
cardholders complies with policy, and serves a
legitimate business purpose.
P-card Department Coordinator or Approver acts
as the monitor of the department p-card program.
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Authorized P-card Purchases

• Business purchases under 2,000 including
• Office, class and lab supplies
• Use the state contracted vendor when mandated
  (complete list on Purchasing site)
• Repair of equipment, including parts and service
  if provider is not an Independent Contractor-
• Books, subscriptions, work-related
  membership/organizational fees
• Computer supplies- NO COMPUTERS!
• Computer/laptop purchases are processed via OIT
• Advertising (including newspaper ads)
• Expense related to non-state employee on BSU
  business. Exceptions
• Meals and incidentals when traveling
  (reimbursable as per diem)
• Expense related to International Visitors or
  Vendors
• Expense related to Independent Contractors
• Entertainment expense in compliance with BSU
  Policy.
• Meals and Refreshments Form required for each
  event
• Review Meals And Refreshments Policies (Local,
  Grant Approp, PR)
• Employee Business Travel Expense with authorized
  Travel Req.
• Pre-paid hotel and/or hotel/airfare packages
  (Room and tax only)
• Conference registration
• Airfare

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Unauthorized P-card Purchases

• Purchases exceeding 1,999
• Do not split purchases to bypass account limits
• Personal expense including accidental, or
  partial
• Keep p-card separate from personal credit cards
• Do not store account number online
• Gifts, awards, and prizes
• Business travel expense not listed as
  Authorized
• Fuel for personal vehicles
• Alcoholic beverages
• Cash advances, salaries and wages
• Payment of services (i.e. Independent Contractor)
• Lease payments for storage space
• Cellular phones, communication devises including
  PDAs
• Accessories and service related to above
• Any items deemed Non-Procurable per BSU policy.

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Meals, entertainment gift purchases

• Be prepared! Document the business purpose of
  your purchase fully.
• Thank you, Welcome, Congratulation, Good-bye
  meals, parties or gifts for employees,
  non-employees, or students are generally not
  allowed.
• Casual meetings do not qualify for meals or
  refreshments in most cases-
• Entertainment purchase as Department Retreat is
  not authorized-
• Promotional gifts, awards, and prizes-Gift
  purchases are not allowed on p-card with
  exception of certain promotional items purchased
  in bulk, and flowers as token of sympathy.
• If you are directed to make a purchase
  related to entertainment, gifts or awards, please
  do the following before committing funds
• Review BSU Meals and Refreshments Policies
  (Local, Approp. Grant, PR depending on source
  of funds)
• Review Department Retreat Policy NEW!
• Review the Gift and Award Matrix
• PLAN AHEAD! Contact the Purchasing Compliance
  Specialist or University P-card Administrator
  before completing your purchase if youre not
  sure how to proceed.

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Department Responsibility 0verview

• P-card expense requires 3 levels of review by
  the department as a check and balance to ensure
  purchases serve a legitimate business need.
• Level 1 Cardholder Review in CCER
• Cardholder reviews their expense online, and
  electronically 'approves' by using the 'Review
  Complete' button.
• All cardholders must review sign their printed
  statement each month.
• Level 2 Approver Review in CCER
• Approver is responsible for reviewing Dept Id/GL
  code for posting to PeopleSoft for all
  cardholders within their unit.
• Approver reports any non-compliance issues
  discovered during approval process using the
  Non-compliance Warning form.
• Level 3 Authorizing signature by manager
• The Manager is responsible for reviewing hardcopy
  statements authorizing expense as legitimate
  via signature including department coordinator
  p-card expense.

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Department Responsibility 0verview, Cont

• Department P-card Coordinator monitors the daily
  operation of the p-card program in each
  department to ensure expense complies with BSU
  policy. Department P-card coordinator usually
  acts as CCER Approver. Role includes the
  following duties
• Ensures departmental p-card expense is allocated
  correctly by cardholders.
• Notifies cardholders of any non-compliance
  issues.
• Escalates unresolved non-compliance issues to the
  Manager or University P-card Administrator.
• Maintains original p-card documentation for
  minimum of 5 years.
• Department Head, Director, Dean, or Business
  Manager (a.k.a Manager) is responsible for
  ensuring cardholder expense in their area serves
  a legitimate business purpose.
• Manager is considered the Authorizer of P-card
  expense for their assigned area
• Manager ensures non-compliance issues are handled
  appropriately (in accordance with policy)

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CARDHOLDER ROLE
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Cardholder Responsibility

• Manage your account
• Review policy and understand what types of
  charges are allowed on p-card.
• Obtain a detailed receipt for each purchase
• Provide a business purpose for each purchase that
  would be understandable to auditors or other
  interested parties outside of your own area.
• Be especially diligent providing detailed back-up
  for any entertainment, refreshment, or meal
  purchases.
• Report any unauthorized charges immediately to
  University P-card Administrator
• Maintain control of your card
• Do not loan your card, or your account number to
  ANYONE.
• If you feel pressured to loan your card to
  others, report the issue to the University P-card
  Administrator or to Internal Audit immediately.
• If you are directed to make a purchase you
  believe to be questionable, you have the right to
  refuse to make the purchase.
• If you feel pressured to make a purchase which
  falls outside policy, report the issue to the
  University P-card Administrator or to Internal
  Audit immediately.

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Cardholder Responsibility Review

• Complete Cardholder Review function online by
  the required due date
• Print and sign cardholder statement.
• Attach original receipts and any required forms
• Submit paperwork to the Department P-card
  Coordinator (or Approver) for review as soon as
  the Cardholder Review function is completed or
  by due date set by Coordinator.
• If you are unable to complete review by the
  cardholder due date, notify your Department
  Coordinator, or University P-card Administrator.
• P-card accounts may be deactivated if cardholder
  fails to complete review process by the required
  due date

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CCER View

• The Cardholder Experience

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CCER Passwords

• Access to CCER requires the use of an individual
  and unique password.
• CCER Users must log in at least once a month.
• CCER users are required to change passwords EVERY
  120 days.
• Individual passwords may not be shared with
  others.
• To avoid password reset issues
• Set a reminder in Google Calendar to check your
  statement at least once a month.
• Print your Secret Questions (under My
  Profile) so you can reset your own password
• Contact University P-card Administrator if you
  need your password reset.

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CCER LOG-IN SCREEN VIEWUse Microsoft Internet
Explorer 7 as your browser (recommended by Wells
Fargo for optimum performance with CCER)
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CEO Home Page View (Link to CCER)
Select My Profile to edit Secret Questions. Use
this info To reset your own password.
Select Commercial Card Expense Reporting from the
My Services Menu
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Note If you have dual roles in CCER, be sure to
select your role
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VIEW SUMMARY BAR FOR STATEMENT STATUS Statement
Review Screen

Status Open (Cardholder has not completed
review) CH Reviewed (Cardholder has completed
review) Manager Approved (CCER Approver has
completed approval of statement for posting)

• Start Date Beginning date of bill cycle
• End Date End of bill cycle
• Reminder Date Beginning of cardholder
  allocation window
• Grace Period End Date Last day to complete
  cardholder review

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Manage Your P-card Account Function Tabs
4 FUNCTION TABS

• Statement Review- Note Open Statement is
  default view.
• Personal Profile 
• Transaction Report
• View Declines

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Statement Review Options
3 options available using red buttons at top of
screen
Open Statements This is the default view after
log-on (statement currently due). Select
Previous Statements to view past statement
periods Select Cycle to Date Transactions to
review and edit current transactions
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Personal Profile
View Profile to ensure your email address is
correct, view your PIN, and check remaining
credit balance for your account during the
month. Note If your name changes, please
coordinate change request via University P-card
Administrator.
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Personal Profile Tab cont
Billing address for your p-card
Default Dept ID
Click to retrieve your real time available credit
amount Monthly Limit Single and Transaction
limit for your card
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View Declines Tab

• Check this tab weekly to ensure transactions are
  processing.
• Declines are usually caused by
• Incorrect entry of expiration date
• Merchant Category Code blocked for BSU
  cardholders.
• Contact University P-card Administrator if you
  need assistance with a declined charge.

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ALLOCATION OF P-CARD EXPENSE IN CCER

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Reclassify (Allocation of Expense in CCER)

• Expense is defaulted to your pre-selected Default
  Dept ID.
• Expense is defaulted to a GL Code (BSU Expense
  Account Code) for some expense categories that
  are difficult to define you will see 999999
  appear.
• If 999999 is displayed, you MUST edit, but you
  can also re-code any expense to the correct
  account code, if necessary.

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Reclassify (Allocation of Expense in CCER)
1
2

• To allocate expense,
• Click the Select All button
• Click Reclassify button

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Reclassify (Allocation of Expense in CCER)
4

• Click on the file folder icon to select a
  different Dept ID.
• If the Dept ID begins with a different 3 digit
  prefix from your default Dept ID, you must change
  the Dept Group prefix first.

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Reclassify (Allocation of Expense in CCER)
Not every transaction will use steps 7, 8, 9 7)
Project Code Grant Use Athletics 8)
Chartfield Code- for designated
areas only 9) Travel Req Before committing
funds for employee travel, you must have an
authorized Travel Req on file
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• Select the 6 digit account code from drop-down
  icon.
• Manually add account code below if its not a
  selectable option under the drop down-icon.
• Be sure its a valid account code!

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Reclassify (Allocation of Expense in CCER)
Do NOT use the following characters lt gt (
) \ ? I Be especially
careful not to use the carriage return key, as
its invisible!
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• Provide a BUSINESS PURPOSE for each transaction
  in the Description Box. You can use periods,
  commas and hyphens in your descriptions. Copy and
  paste works!
• Important! CCER will timeout without notice,
  after 15 minutes of inactivity.
  
• Use the Save Button often when
  reclassifying several lines at one time.

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Business Purpose

• Cardholders must supply a valid business purpose
  for all p-card purchases.
• For purchases of goods or services
• Be specific, relate your purchase to your
  specific business need.
• Your description should be understandable to
  auditors who may not be within your particular
  business unit.
• For an event
• Who- names titles of attendees
• What- description of the event
• When- date time
• Where- name of the venue
• Why- detailed description of the purpose of the
  event-Include agenda, invitation, or any back up
  provided to participants.

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Allocating P-card Expense-Review Complete
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• Select Review Complete once you have finished
  your allocation, and reviewed your statement.
  You will see a message box that indicates that an
  email will be sent to your approver.
• Print your statement, sign, attach original
  receipts and required back-up.
• Submit completed statement to your Department
  P-card Coordinator.
• Note Once the Review Complete button is
  clicked, you can no longer edit your
  transactions.
• Only your approver can make changes to
  your statement at this point.

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Allocation of Expense Review

• Log-in to CCER and allocate expense weekly.
• Check View Declines Tab weekly.
• Report any unidentified or unauthorized charges
  to University P-card Administrator immediately
  upon discovery.
• Before disputing a charge, contact University
  P-card Administrator-

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RECONCILER ROLE Reconcilers have the same
ability as cardholders to review, edit, and
reclassify expense. They may complete the review
process on behalf of single individual or group
of cardholders each month. IMPORTANT!
CARDHOLDERS MUST REVIEW SIGN THEIR PRINTED
STATEMENT EACH MONTH AUTHORIZING EXPENSE AS
LEGITIMATE.
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• Statement Review Tab
• Open Statements (default)
• View and Edit Open Statements

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• Statement Review Tab
• Previous Statements
• 13 months of history

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• Statement Review Tab
• Cycle-to-Date Transactions appear on your
  statement as they are posted by the bank-

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APPROVER ROLE
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Approver Role In some areas these duties are
shared by various staff

• CCER Approver (Dept P-card Coordinator in most
  cases) responsibilities usually include the
  following
• reviewing, editing and approving online
  allocations by required due date each month.
• Reviewing department p-card purchases to ensure
  compliance with university purchasing policy and
  procedure.
• Notifying cardholder of non-compliance issue via
  use of P-card Non-Compliance Warning form.
• Notifying department head, and/or p-card
  administrator of unresolved non-compliance
  issues.
• Maintaining p-card documentation for a minimum of
  5 years (including original receipts).
• Account Maintenance including requesting new
  accounts and closure of existing accounts.
• Requesting limit changes and blocks/unblocks of
  MCCs (Merchant Category Codes).

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Example P-card Account Maintenance FormFind
the complete form online _at_http//finad.boisestate
.edu/images/app3.pdf
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Approver Role Review

• Check Statement Approval Queue approx 6th of new
  month (before Cardholder Review period ends)
• Remind cardholders who are nearing due date to
  complete statements.
• Make sure youve completed all necessary
  approvals by Approver due date (approx 15th of
  month),
• Status should be Approved for each cardholder.
• Print Statement Approval Queue after approval is
  completed for all cardholders.
• Department head/manager must review all
  statements and sign the Approval Queue.
• Optional Authorization of P-card Expense Form may
  be used instead of Approval Queue is also
  available
• Signed original form must be kept on file
  with departmental p-card records.

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CCER View

• Approver Experience

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Statement Approval Tab
Statement Approval Queue appears when the
statement cycle is ready for review- Note
Approvers can view individual cardholder
statements for the cardholders assigned to
them Open, Cycle to Date Transactions, and
Previous statements from the past 13 months
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View Description/Business Purpose

• View the Dept ID and Account Code to be sure
  expense is allocated correctly
• The description provided should provide a clear
  business purpose for auditors.
• Edit if necessary

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Statement Approval
1500.00
1527.00

• After review and editing is completed, be sure
  the Receipt Attached box is checked
• Approve the card expenses by clicking Approval
  Complete

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Print the Approval Queue screen after approval
is complete
STATEMENT STATUS IS OPEN CARDHOLDER REVIEW
WAS INCOMPLETE. APPROVAL WAS
INCOMPLETE- P-CARD ACCOUNT WILL
BE DEACTIVATED UNLESS P/A IS NOTIFIED-
I have reviewed and authorized the above p-card
expense for 01/08 P-card Signature
________________________Printed
name__________________ Must be Dept.Head,
Dean, Director, or Business Manager
signature (Add the above to your Approval Queue)
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Authorization of P-card expense

• Approver submits cardholder statements to Manager
  after CCER approval has been completed.
• Manager (Department Head, Director, Dean or
  Business Manager) must review and authorize via
  signature.
• Any unauthorized purchases or non-compliance
  should be discussed with cardholder and, in some
  cases reported to
• University P-card Administrator.

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Record Keeping

• Departments are required to maintain p-card
  documentation a minimum of 5 years in a central
  location
• Cardholders may not retain original receipts
• Departments may be asked to provide p-card
  documentation up to 5 years old during an audit
  (either internal or external)
• Cardholder Statement (including business purpose)
  with original detailed receipts and cardholder
  signature.
• Back up documentation
• Signature form (designating expense was
  authorized by Manager)

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P-card Security Lost or Stolen P-card 
Cardholders should immediately report lost,
misplaced, or stolen cards directly to Wells
Fargo P-card Account Services 1/800-932-0036
Safety online Wells Fargo does not request or
send sensitive information such as account
numbers or passwords in an unsecured email, or
by directing you to an unsecured website. You can
forward suspect emails to reportphish_at_wellsfargo.c
om Questions, concerns?    University P-card
Administrator  Anna Pollworth Ext 6-1795
Purchasing Compliance Specialist Greg Kunde Ext
6-2964 Check the online P-card site for forms,
references and information http//finad.boisestate
.edu/pcards_main.htm