The Purchasing Card (PCard) is a corporate American Expres

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WELCOME TO THE PURCHASING CARD EDUCATION
SESSION
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Important Contact Information

• Hazel Burgess 284-9418

TO REPORT A LOST OR STOLEN CARD 1-800-464-3603
Option 1
Email pcard.ap_at_miami.edu Visit our web site at
www.miami.edu/pcard
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Introduction

• The Purchasing Card (PCard) is a corporate
  American Express Card. It provides an extremely
  efficient and effective method for procuring
  small dollar commodities.
• The PCard is designed for purchases related to
  University business only.
• It is tied to an account number designated by the
  PI/Department Head.
• Accounts Payable pays one central bill each month
  for all PCard transactions.
• Transactions are electronically downloaded to FRS
  at the end of each month.

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PCard Overview

• Efficient and effective method of procuring goods
  with a value of 2,000 or less
• Enables Purchasing and Accounts Payable to focus
  on higher yield value added activities
• Eliminates data entry function by transferring
  transaction data electronically to FRS - Mapping
• Reduction in paperwork
• Used for purchases related to University business
  only (no exceptions)

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How the Individual PCard Works

• Small dollar items - single purchase limit up to
  2,000 (no pyramiding)
• 10,000 spending limit per month
• Obtain prior approval for exceptions
• Transactions are downloaded electronically to
  FRS/DMAS (see mapping schedule)

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Unauthorized Purchases

• T E Expenses
• Gifts/Gift Certificates
• Personal Items
• Alcohol Beverages
• Animals
• Maintenance Contracts
• Radioactive/Hazardous Materials
• Biological and Medical Products/Supplies

• Capital Equipment
• Consulting Services
• Parking Fees
• Catering Services
• Furniture
• Payments to individuals, Sole Proprietorships and
  Partnerships
• Meeting Amenities (i.e. food and beverages for
  meetings)

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Typical PCard Purchases
Office Supplies Books Membership
Dues Postage Advertisement Flowers Subscrip
tions Computer Software Seminar/Conference
Registrations Copying/Duplicating Office
Equipment (non-capital) This list, by
no means, is comprehensive of the items that the
PCard can be used to purchase. It is a good
guide to the types of transactions that could be
placed on the PCard.
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How to Make a Purchase

• Identify yourself
• Accept American Express?
• Sales tax exempt
• Specify billing and shipping address
• Confirm the price

• Give the vendor
• Purchasing card
• Expiration date
• Correct address
• Always obtain original receipts

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Documentation

• Monthly statement (sent via mail) or obtain from
  netserviceaccess.com
• Reconcile statement with receipts
• Attach original receipts w/ business purpose or
  explanation for transaction
• Obtain supervisors signature
• Forward to PCard Program Manager (750 Gables One
  Tower, Locator 2978) within 15 business days of
  statement date or cycle end date

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Net Service Online Statement

• View transactions as soon as they post to your
  card
• View/print information for up to 12 billing
  cycles
• Have access to your statement via internet even
  away from the office (No Excuse)
• Logon to www.netserviceaccess.com
• Call 1-800-373-0630 for assistance in signing on

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Disputing Transaction

• Reasons for disputing charges are goods not
  received, fraud, misuse, altered charges,
  defective merchandise, duplicate charge, or
  credits not processed.
• Contact vendor to resolve issue, if not resolved,
  complete the Dispute Transaction form located in
  SAM.

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Cardholder Responsibilities

• Adherence to PCard policies and procedures
• Card not transferable to others
• No splitting of transactions over 2,000 (obtain
  prior approval)
• No cash refunds - obtain credit receipt

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Cardholder Responsibilities(Continued)

• Original documentation (receipts) required
• Explanation of business purpose for transaction
  required
• Reconcile statements in a timely manner
• Notify American Express of lost/stolen card

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Cardholder Responsibilities(Continued)

• No personal use allowed
• Obtain UM sales tax exemption
• Obtain supervisors signature on statement
• Cancel PCard if leaving the University and inform
  us if transferring to another department

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PCard Audit

• To ensure the continued success of the University
  PCard Program, monthly audits are conducted.
  This is to ensure that policies and procedures
  are being followed and to adhere to IRS
  regulations.
• Please read the PCard Users Guide (page 15)
  Misuse of the PCard.

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From SAM to FRS

• The SAM user or Cardholder Administrator (CA) has
  access to view and/or edit PCard transactions in
  SAM.
• Modifications can be done throughout the cycle
  (see mapping schedule)
• No further edits will be allowed to the data
  after the cut off time.
• All PCard transactions for the cycle will be
  mapped to FRS and transactions appear in
  FRS/DMAS.
• If changes were not made in SAM, they can still
  be made through manual journal entries

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PCard Categories

• Individual PCard
• Issued in the name of individual for small
  commodities
• Departmental Special Purpose Account
• Account number issued in the name of the
  department to cover recurring cell phone and
  internet charges

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Special Purpose Account (SPA)

• Departmental PCard in the name of the
  department
• Contact person responsibilities same as
  individual cardholder
• Use for departmental internet access, cell phones
  equipment and recurring monthly payment

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Purchasing Card Vocabulary

• Standard Industry Code (SIC)
• Identifies vendors based on the type of
  goods/services they provide
• Cycle End Date
• PCard cycle ends on the 4th of the month except
  weekends and holidays
• TEN
• Tax Exempt Number - UM is exempt from paying
  Florida sales tax
• Mapping
• PCard transactions are electronically downloaded
  to FRS via SAM.
• SAM
• Strategic Account Management System - SAM users
  are able to view and edit PCard transactions
  prior to FRS mapping

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Forms

• SAM Access Form
• Tax Exempt Card Application
• Acknowledgement Form
• Transaction Log
• Missing Receipt Affidavit

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Now You Can Take Charge of Your Purchases!