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CHA Purchasing Card (PCard) Training for Cardholders and Managers. PCard Administrators Steve Lamphere Ken Widis . Presentation Highlights. Program Overview Benefits to the CHA Benefits to the Supplier CHA and Personal Liability How Program Works Documentation

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cha purchasing card pcard training for cardholders and managers

CHA Purchasing Card (PCard) Training for Cardholders and Managers

PCard Administrators

Steve Lamphere

Ken Widis

presentation highlights
Presentation Highlights
  • Program Overview
  • Benefits to the CHA
  • Benefits to the Supplier
  • CHA and Personal Liability
  • How Program Works
  • Documentation
  • Purchasing Card Policy and Procedures
  • Cardholder Responsibilities
  • Program Restrictions
pcard and the cha
PCard and the CHA
  • Simplifies purchase of non-restricted products and services
  • Reduces administrative time and effort related to purchase of authorized commodities
  • Reduces administrative cost associated with processing purchase orders, invoices and checks
  • Effective procurement tool for emergency requirements
  • Compliments CHA buys, electronic purchasing systems and the online private marketplace
point of sale controls
Point-of-Sale Controls
  • Purchase Card transactions per day
  • Purchase Card transactions per month
  • Single purchase limit up to (Max) of $2,500.00 (includes all transaction related shipping, delivery or handling charges)
  • Monthly spending limit of up to (Avg)$5,000.00
  • Monthly spending limit can be increased based on need and A0 approval
  • Cycles
    • Spending
    • Statement
pcard vocabulary
PCard Vocabulary
  • Cardholder - Person whose name is on the card
  • Approving Official - Cardholder’s immediate supervisor
  • MBNA - The bank that provides the card
  • Program Administrator – Overall Program responsibility
pcards streamline the purchasing and payment process
PCards Streamline the Purchasing and Payment Process
  • Steps in a Purchase Order Transaction
  • Steps in a Purchasing Card Transaction
  • Benchmark Statistics
  • CHA PO & P-Card Statistics
the steps in the purchasing card process
The Steps in the Purchasing Card Process
  • End user enters PO into YARDI
  • ALL Purchases must be Approved Prior to PCard Use
  • Vendor paid immediately
  • Vendor delivers item directly to department
  • PCard Holder receives invoice for every purchase
why use anything but purchasing cards
Why Use Anything BUT Purchasing Cards?
  • Purchasing 101

“Why some items aren’t allowed on the card.”

services
Services

Repairs, alterations and

maintenance

  • Need to manage risk—insurance requirements

Contracts

  • Recommended for all services
  • Required for all personal services
information technology
Information Technology
  • Delegated Authority
  • Only IT is authorized to approve Hardware / Software purchases
  • Compatibility issues…………
  • Some software OK if approved in advance via email other documentation
items requiring pre authorization
Items Requiring Pre-Authorization
  • Gifts, donations, awards, contributions
  • Hosting/Entertaining
  • Other…..
miscellaneous
Miscellaneous
  • Payments to individuals, employees or residents
  • Items to be installed
  • Fines, late fees, penalties, interest, finance charges
  • Some Vendors do not accept Charge Cards
approving official responsibilities
Approving Official Responsibilities
  • Ultimately responsible for appropriate card use.
  • Approves the appropriate level of spending authority for the cardholder.
  • Approves the cardholder’s purchasing card application and agreement.
  • Approves the cardholder’s initial per-transaction and monthly transaction limits, and any temporary or permanent increases to those limits.
cardholder responsibilities
Cardholder Responsibilities
  • Directly responsible for appropriate card use.
  • Keeps the purchasing card in a safe and secure location.
  • Makes allowable and appropriate purchases.
  • Receives and inspects orders.
  • Arranges for returns and credits when necessary.
cardholder responsibilities1
Cardholder Responsibilities
  • Reviews transactions online
  • Gathers and assembles all supporting documentation
  • Reports immediately a lost or stolen card or any unusual card activity
  • Surrenders the card upon termination of employment or upon request by the AO or PA
procedures for using the card
Procedures for Using the Card
  • Resources
  • Placing Orders
  • Receiving & Inspecting Orders
  • Reviewing Transactions Online
  • Avoiding Fraud
  • Preparing for Review
resources cha purchasing card handbook
Resources: CHA Purchasing Card Handbook
  • Web Site
  • Approved Contractor List
  • CHA Policies & Procedures
  • Review procedures
procedures when making a purchase
Procedures: When Making A Purchase
  • Save ALL receipts
  • Make a screen-print when ordering on-line
  • Keep completed order-form when faxing orders
  • During travel, save meeting/conference agendas, hotel folios, and rental car agreements
pcard as a travel card
PCard as a Travel Card:
  • Only the traveler’s PCard may be used for his/her expenses
  • Airline tickets for employees MUST be on a PCard
  • Do NOT use for personal charges on hotel bill
  • Do NOT use to buy fuel for privately owned vehicles
before traveling
Before Traveling
  • Review the current CHA Travel Policy
  • Review the per diem allowance for your destination
  • Contact the Procurement Office at least 3 working days prior to travel if your limit needs to be adjusted
during travel
During Travel:
  • Save all receipts
  • Save meeting /conference agenda
  • Obtain itemized hotel bill
  • Save rental car agreement
returning from travel
Returning from Travel
  • Collect all receipts
  • Update the PCard transaction in YARDI
  • Collect and Attach all receipts to monthly PCard statement for reconciliation
return receive inspect document receipt of order
Return, Receive, Inspect & Document Receipt of Order
  • Work out any problems with the vendor
  • Return to vendor — MUST be a credit to the PCard (No Cash Back)
  • Obtain itemized receipt
    • Vendor name, address and phone
    • Date of purchase
    • Description of each item purchased
    • Per-item cost, if available from vendor
receipt tips
Receipt Tips

In Person: Keep itemized receipt

Phone: Tell vendor to mail or fax receipt

Fax: Keep copy of order form & attach packing slip

Internet: Screen print the completed form & attach packing slip

procedures lost missing receipts
Procedures: Lost/Missing Receipts
  • Try to get a receipt from the vendor
  • Attach packing slip if available
  • Attach copy of order form
  • Attach a piece of product packaging
  • Attach Affidavit of Lost Receipt Form

Link to form available on Purchasing web site

disputed charges
Disputed Charges
  • Contact the vendor and attempt resolution first.
  • Contact MBNA within 30 days
  • Complete and submit “Dispute form”
what if the card is lost or stolen
What if the card is lost or stolen?
  • 7 x 24 hours availability
  • Card holder should notify MBNA immediately.
  • Notify your agency

Program Administrator.

what happens if i break the rules
What happens if I break the rules…..
  • Suspension of PCard

Privileges

  • Forced to attend Retraining
  • Permanent Loss of PCard Privileges
  • Termination and
  • Prosecution possible in

some cases

misuse of purchasing card
Misuse of Purchasing Card
  • Personal misuse:
    • Personal purchases
    • Purchase of restricted commodities or from restricted suppliers
    • Splitting of purchase or service cost over multiple card transactions in order to circumvent the authorized transaction limit
  • Administrative misuse:
    • Failure to obtain and submit supporting documentation for all card transactions
    • Lack of timely and proper reconciliation of monthly statements
    • Use of the card by anyone other than the authorized cardholder
  • Risks:
    • Warning letter / verbal from Program Administrator
    • Suspension of card privileges
    • Employee termination
pcard card misuse abuse
PCard Card Misuse & Abuse
  • IT’S NOT PERSONAL, IT’S BUSINESS
  • Cardholder Suspension
  • Cardholder Retraining
  • Fraudulent use of the Purchasing credit card will result in actions being taken in accordance with the procedures established in the Cardholder Agreement form.
summary
Summary
  • Use your card judiciously with common sense.
  • Follow the program rules.
  • Reallocate your charges in a timely manner.
  • Keep accurate records.
  • Communicate with your Approving Official or the Procurement Dept on any problems you might have.