Business Office Fall Conference

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Business Office Fall Conference

• P-Card Session
• Gina Arms, Director of Purchasing

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AGENDA

• The Basics
• The Dos
• The Dont Dos
• Whats new?
• Questions

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The Basics

• Applying for a p-card
• Contact Mary or Gina for electronic application
• Limits
• Sign-off by department head/department chair
• 2 weeks from receipt of application
• Training session
• Purchasing
• P-card or requisition? PO or check?
• Internet purchasing/secured sites
• Sales tax exemption State of Colorado and City
  of Colorado Springs
• Capital equipment (threshold 5K)

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The Dos

• RECEIPTS, RECEIPTS, RECEIPTS
• Required for every transaction
• Itemized
• Reconciliation
• Deadline on homepage of PaymentNet
• https//www.paymentnet.com/Login.asp
• FOAPs and defaults
• Five (5) Ws (on receipt/documentation and NOTES
  portion of Paymentnet)
• Who
• What
• When
• Where
• Why (purpose of the transaction)
• Monthly statements
• Review sign-off by supervisor
• Documentation retention

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The Dont Dos

• Card information to others Never give personal
  information via telephone, mail or the Internet,
  unless you initiated the contact

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Dont Doscontinued

• Pyramiding

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• Restricted Purchases
• Purchases associated with contracts
• (performances, consulting services, etc.)
• Commodities/services that are managed by other
  departments on campus (i.e., Facilities, ITS,
  Telecommunications)
• Contractor services
• Furniture copiers
• Wireless telephones (college funds)
• Computers peripherals

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• Q What do the following have in common?

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Answer

• (A) Theyre fun to have/do
• (B) Theyre personal purchases
• (C) Theyre restricted purchases
• (D) Ill get in trouble for buying these with my
  p-card
• (E) All of the above

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Whats New?

• Data in PaymentNet
• Queries
• Training
• Transaction/FOAP/Vendor
• Protected information
• Reduce/prevent identity theft
• Secured site

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Additional (Important!) Information

• Identity theft
• According to the FBI, identity theft is one of
  the fastest growing crimes in the U.S. and claims
  more than 10 million victims a year.
• Websites
• http//www.usdoj.gov/criminal/fraud/websites/idthe
  ft.html
• http//www.consumeraffairs.com/news04/2007/02/ftc_
  top10_folo.html
• http//www.springsgov.com/units/police/IdentityThe
  ftBrochure05.pdf
• Compromised cards
• JPM Chase Fraud Department will contact
  Purchasing and cardholder to verify
• Initiated through cardholder
• cardholder needs to notify Business
  Office/Purchasing and JPM Chase immediately)
• Online disputing
• Current card will be cancelled
• New card will be issued 5 working days
• Scams toners, etc.

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Questions?