HomeMy WebLinkAboutPurchasing Card ManualsSeptember 2003
Idaho Department of Correction
Purchasing Card Manual
Table of Contents
Introduction 2
General Guidelines
- Card Issuance 3
- Work Group Card Issuance 3
- Account Maintenance 3
- Card Usage 3
- Vendors Not Accepting MasterCard 4
- Limitations and Restrictions 4
- Lost or Stolen Cards 4
- Termination of Employment 5
Authorized Purchases 5
- Grant Purchases 5
Unauthorized Purchases 6
- Grants 6
Ordering Process 7
Reconciliation and Payment
- Receipt Retention/Record Log 8
- Reconciliation of Purchases 8
- Disputed or Fraudulent Charges 9
Sales and Use Tax 10
Common Questions and Concerns 10-12
Appendices
I - Cardholder Application
II - Cardholder Account Maintenance Form
III -Sample Record Log
IV - Dispute Form
V - Declaration of Forgery or Unauthorized Use
VI -Cardholder User Agreement
VII – Restricted MCC – Merchant Category Codes
VIII - Record of P-Card Activity, No Receipt Available Form
IX - Grant Purchase Pre-Approval
X - Work Group Cards General Guidelines and Instructions
Revised 11-12-03
djones
Introduction
Welcome to the Department of Correction State of Idaho - Wells Fargo Bank MasterCard Purchasing Card Program!
The purpose of the Purchasing Card Program is to streamline and simplify the requisitioning, purchasing and payment process for small dollar transactions. The Program is designed to
shorten the approval process and reduce the paperwork of procurement procedures such as purchase orders, petty cash, check requests and expense reimbursements. The goals of the Program
are to:
- reduce the cost of processing small dollar purchases
- receive faster delivery of required merchandise
- simplify the payment process
- provide cardholders with empowerment to choose!
This reference guide will provide you with the particulars of the Program, including general guidelines, reconciliation and record keeping procedures, and customer service information.
It is important to read the following information carefully, as you will be responsible for adhering to the state-established policy and procedures.
As with any new process, it is difficult to anticipate every question or issue that may arise. If you have any questions, please contact your Agency Purchasing Card Administrator (APCA).
If the APCA has any questions, they may be referred to the Contract Administrator at the Division of Purchasing.
Rod Knopp, Purchasing Agent 658-2003
Agency Purchasing Card Administrator
or Jason Urquhart, Buyer 658-2010
General Guidelines
Card Issuance:
As a cardholder, you will be asked to complete a cardholder application form, which will then be signed by your supervisor and the Purchasing Card Administrator. The application form
sets up your account and establishes your limits. You will also be asked to read, understand, and sign the Cardholder User Agreement. By signing the application form and Cardholder User
Agreement, you have agreed to adhere to the guidelines established in this manual. Please refer to Appendix I for an example of the cardholder application and Appendix VI for an example
of the Cardholder User Agreement. Most importantly, you are the only person entitled to use the card and the card is not to be used for personal use. As each purchasing card is linked
to a specific state agency and individual employee, the card cannot be transferred from one employee to another.
Upon receipt of your MasterCard Purchasing Card, you will need to activate the account by calling the toll-free number printed on the card. For verification purposes, you will be asked
to provide a piece of information, such as the last four digits of your Social Security Number. Although the card will be issued in your name, your personal credit history will not affect
your ability to obtain a card. The State is responsible for payment of all purchases and your personal credit will not be affected.
Work Group Card Issuance:
See general guidelines and instructions under Appendix X.
Account Maintenance:
If there is a need to change any information regarding your account, such as mailing address or expense accounting code, please complete the Account Maintenance Form (see Appendix II)
and forward to the Purchasing Card Administrator.
Card Usage:
The MasterCard Purchasing Card can be used at any merchant that accepts MasterCard, except as the State otherwise directs. It may be used for in-store purchases as well as phone, fax
or mail orders. There is no special terminal or equipment needed by the MasterCard merchant to process a purchasing card transaction.
When using the MasterCard Purchasing Card with merchants, please emphasize that an invoice must not be sent as this may result in a duplicate payment. For phone, fax and mail orders,
please instruct the merchant to send a receipt only. This receipt must be retained for your records.
Revised 11-12-03
djones
Vendors Not Accepting MasterCard:
Not all of your suppliers will accept MasterCard. However, as purchasing card programs become more and more popular, vendors will want to accommodate their customers by accepting MasterCard
as a method of payment. If you have a vendor who does not accept MasterCard, please contact the Purchasing Card Administrator. Your administrator will work with Wells Fargo Bank to communicate
our desire, and the benefits, of accepting MasterCard. Alternatively, you may advise the vendor to contact its local bank for details of becoming a MasterCard member. It will be to our
benefit, and the success of the program, if as many suppliers as possible are MasterCard merchants.
Limitations and Restrictions:
The Department has assigned a credit limit to your card. Each card is restricted to $10,000.00 per month and $2,500.00 per day. There is also a single transaction limit of $1,500.00
placed on your card, which means your card will be declined if you attempt to purchase more than this set amount at one time. Do not split a purchase to avoid the single transaction
limit. If you believe the single transaction limit will inhibit optimum usage of the Program, please discuss this with your supervisor and the P-Card Administrator.
The Wells Fargo Bank MasterCard Purchasing Card Program also allows for Merchant Category blocking. If a particular Merchant Category is blocked (e.g., jewelry stores), and you attempt
to use your card at such a merchant, your purchase will be declined. Management has made an effort to ensure that the vendors/suppliers used during the normal course of business are
not restricted. If your card is refused at a merchant where you believe it should have been accepted, you should call Wells Fargo Bank Customer Service at 800-932-0036 to determine the
reason for refusal.
IMPORTANT: All requests for changes in limitations and restrictions must be made through your supervisor, administrator, and the Purchasing Card Administrator. Wells Fargo Bank will
change existing cardholder restrictions only after a written request is received from the Purchasing Card Administrator.
Lost or Stolen Cards:
You are responsible for the security of your card and any purchases made on your account. If you believe you have lost your card or that it has been stolen, immediately report this
information to Wells Fargo Bank Customer Service on 800-932-0036. Immediately after reporting to Customer Service, you must inform your Purchasing Card Administrator. It is extremely
important to act promptly in the event of a lost or stolen card to avoid agency liability for fraudulent transactions.
As with a personal charge card, you will no longer be able to use the account number after notifying the bank. The P-Card Administrator should issue a new card within 48 hours of notice
to Wells Fargo Bank.
Termination of Employment:
Return your purchasing card to your Purchasing Card Administrator or your supervisor.
Turn in all receipts to your supervisor.
Sign a document that states there were no unauthorized purchases, and all expenses are proper State of Idaho expenses for the month of . See Appendix II.
The Purchasing Card Administrator will contact Wells Fargo and cancel the card number of a terminated employee.
Authorized Purchases
The Wells Fargo Bank MasterCard Purchasing Card Program is intended for small purchases (single purchases less than $1,500.00) of products and supplies needed during the course of business.
Purchases against State Contracts (up to the single transaction limit amount) may be made from suppliers willing to accept MasterCard. Some common uses of the MasterCard Purchasing Card
Program may include:
Building Materials, Plumbing, Electrical
Automotive Parts
Equipment Repairs
Books and subscriptions
Computer supplies, e.g., software and diskettes
Hardware and tools
Short term rentals
Spare parts
Miscellaneous items, e.g., books, car washes, welding repair
Travel arrangements (airlines, hotels, rental cars, business meals)
Grant Purchases
All purchases charged to a grant must have written pre-approval from the Grant Project Manager. The only purchases on any P-Card should be for the cardholder. No one should be charging
anything for someone else, which includes any travel and/or registrations. The pre-approval by the Grant Project Manager must include the following:
Item(s) being purchased (supplies, etc)
Dollar amount of item (s)
If travel, travel request form
Grant Project Manager signature for approval or denial
If approved, Grant Project Manager must assign the PCA and Grant/Phase
Unauthorized Purchases
Items for personal use
Any single transaction exceeding $1,500
Alcoholic beverages
Salaries and wages
Entertainment
Bars, Cocktail Lounges, Discotheques, etc.
Medical - Doctors, Dentists, Chiropractors, etc.
Capital goods over $300 unit cost (due to FAS requirements)
Grants
Any item or travel not in the grant budget
Any item or travel not pre-approved by the Grant Project Manager
The Department has established the following maximum purchase amounts for P Cards:
Per transaction $1,500.00
Daily limit $2,500.00
Monthly limit $10,000.
See Exhibit VII for a list of restricted MCC’s (Merchant Category Codes). If the cardholder needs access to any of these restricted MCC’s, see your supervisor or Purchasing Card Administrator.
Failure to comply with Department Policy and Procedure, Administrative Rules, State Law, and the above guidelines for authorized purchases under the State of Idaho - Wells Fargo Bank
MasterCard Purchasing Card Program may result in disciplinary action, cancellation of your card privileges, possible termination of employment, and criminal and civil liability. As with
any agency or state purchase, the card is not to be used for any product, service or with any merchant considered to be inappropriate for state or public funds.
Reinstatement of card privileges can only occur when any deficiencies have been corrected. Request for reinstatement must be made to your Division Administrator who must approve the
request and forward it to the P Card Administrator.
Ordering Process
The Purchasing Card Program provides an option to the usual purchasing procedure regarding transactions for approved goods and services. All purchases must comply with all relevant
purchasing rules and statutes. All P-Card holders must read, understand, and comply with Division Directive 114.03.03.007, Purchasing and Contracting.
Please be sure to follow these procedures when using the Purchasing Card:
Identify if the purchase is appropriate for the Purchasing Card. Check the list of restricted goods and services (See Appendix VII – Restricted MCC -- Merchant Category Codes). If not,
the purchase must be processed in accordance with established purchasing/disbursement procedures.
Contact the Supplier and:
State that you are either calling from the State of Idaho and/or you are a State of Idaho Employee and you will be making a MasterCard Purchasing Card purchase.
EMPHASIZE that the State of Idaho is a sales tax exempt organization.
If the supplier requests proof of tax exemption, you may fax or provide the supplier with a completed copy of Form ST-101 - Sales Tax Resale or Exemption Certificate. The form may be
obtained from the facility Account Tech or Central Office Fiscal Department.
Order the item(s) or request services.
Provide the supplier with the Purchasing Card number and the expiration date.
Provide the supplier your name, the department name, and complete delivery address.
Be sure to get an invoice, receipt, and/or credit card sales slip from the supplier.
Make sure the appropriate agency or departmental supervisor is aware of your purchase, appropriate approval(s) have been obtained, and that all state and departmental rules and procedures
regarding purchasing, ordering, processing, and record retention have been followed.
When receiving a shipment, it is the responsibility of the agency to properly inspect the shipment. In cases of returns, the Cardholder is responsible for coordinating the return directly
with the supplier and contacting the Purchasing Card Administrator with any unresolved issues.
Reconciliation and Payment
Unlike personal credit cards, the Wells Fargo Bank MasterCard Purchasing Card Program is handled as corporate liability. Your personal credit history has not been taken into account
when a card has been issued in your name.
The Department is responsible for paying the Program invoice(s) each month. You are not responsible for payment under your account.
The 10th and 25th of each month you are to log on to the Controller's P-Card Application system and verify all purchases. This process is discussed in detail in the P-Card Training
Manual.
You are responsible for the following:
- Retaining all receipts and packing slips for items purchased under the Program.
- Ensuring all transactions posted are legitimate purchases made by you on behalf of the State.
Receipt Retention/Record Log:
It is a requirement of the program that you keep all receipts and packing slips for goods and services purchased. For orders placed via phone, fax or mail, you must request a receipt,
detailing merchandise price, freight, etc., be included with the goods mailed/shipped. (Note: a merchant should not reject this request, as it is a MasterCard policy). It is extremely
important to request and retain purchase receipts.
To assist you in retaining receipts and tracking purchases we have provided a Purchasing Card Record Log (see Appendix III for example). Since standard reimbursement policies require
retention of receipts or other proof of purchase, record keeping is not an extraordinary requirement.
As purchasing card records will be audited from time to time, it is essential to adhere to the above record keeping guidelines.
Reconciliation of Purchases:
On the 10th and 25th of each month it is your responsibility to verify your purchases to ensure all the transactions posted are legitimate transactions made by yourself. By using the
Purchasing Card Record Log mentioned above, reconciliation should be easy.
All grant-related purchases must be reviewed by the Grant Project Manager to ensure all purchases are approved. The written pre-approval from the Grant Project Manager must be included
with the paper work for reconciliation and payment. The Grant Project Manager is responsible for all charges made against the grant. Therefore, if any purchases or travel is charged
against the grant without the Grant Project Manager's signature becomes an allowable expense and will be charged to a general fund PCA.
Disputed or Fraudulent Charges:
If there is a discrepancy between your record log and your statement, it is imperative that the issue is addressed immediately! Depending on the type of discrepancy, you will need to
contact either the merchant (supplier) or your Purchasing Card Administrator to resolve the disputed transaction.
If you believe the merchant has charged you incorrectly or there is an outstanding quality or service issue, you must first contact the merchant and try to resolve the error or problem.
If you are able to resolve the matter directly with the merchant, and the error involved an overcharge, a credit adjustment should be requested and will appear on your account.
Note: The item should be highlighted on your record log as a reminder to verify that correct credit has been received.
If the merchant disagrees that an adjustment is necessary, immediately contact your Purchasing Card Administrator who will work with Wells Fargo to resolve the dispute. Wells Fargo
Bank will request complete details of the dispute in writing in order to research the item in question. The details of the disputed transaction should be reported on State letterhead
or on the Wells Fargo Bank Dispute Form (refer to Appendix IV).
Wells Fargo Bank must receive any charge dispute within 60 days of the transaction date. While pending resolution, Wells Fargo Bank will credit the account for the amount of the disputed
transaction. Although Wells Fargo Bank acts as the arbitrator in any dispute, you should never assume that a dispute would be resolved in your favor.
If the dispute is not resolved to your satisfaction, and you believe the merchant has unfairly treated you, please notify your manager with the relevant details.
Any fraudulent charge, i.e., a charge appearing which you did not authorize, must be reported immediately to your Purchasing Card Administrator. Prompt reporting of any such charge
will help to prevent the company from being held responsible. A Declaration of Forgery or Unauthorized Use form has been included with this package to facilitate notification of any
such transactions (Appendix VI).
Sales and Use Tax
Purchases for use by the State of Idaho are exempt from Idaho sales and use tax. The MasterCard Purchasing Card has embossed on it the words: For Official Use Only - Tax Exempt. When
presenting the card to a merchant, emphasize that the purchase is tax-exempt. You may, however, be required to fax or provide merchants with the necessary form (ST-101) for verification
of non-taxable status (including out of state suppliers). A copy of the ST-101 form - Sales Tax Resale or Exemption Certificate may be obtained from the facility Account Tech or Central
Office Fiscal Department. It may be copied and used as needed. Questions regarding the tax-exempt form should be addressed to your Purchasing Card Administrator.
Common Questions and Concerns
Why did the State decide to participate in a Purchasing Card Program?
Like most organizations today, we are exploring ways to streamline processes and reduce costs. Frequently the expenses incurred to process a small dollar purchase can be more than the
price of the item itself.
With a Purchasing Card, many of the typical purchasing steps should be eliminated including, generating a requisition, preparing a purchase order, matching a packing slip to a purchase
order, matching invoices with purchasing requisitions, individual payments of invoices, etc.
What is the procedure when I pay for something with my Purchasing Card?
Essentially, the process is the same as when using your personal credit card. You must always ask for a receipt for your records, particularly for phone, fax and mail orders.
Are there any restrictions associated with the use of my Card?
Yes, in addition to the State policy detailing the type of products or services you can buy, other controls and limits will be placed on your card including:
a monthly dollar limit
a daily dollar limit
a “per transaction” dollar limit
“blocked” merchant categories
Please see your Purchasing Card Administrator for your specific restrictions.
How will I know if I have exceeded my monthly limit?
You should maintain a log of your purchases to keep a running total of your expenditures. Once you have reached your limit within a given month, your card will not be accepted for additional
purchases. To determine your outstanding balance at any given time, you may call the toll-free Wells Fargo Bank Customer Service number on the back of your card. If you are consistently
getting close to your limit often, you should discuss a modification with your supervisor.
What should I do if a supplier does not accept the Wells Fargo Bank Purchasing Card?
Please contact your Purchasing Card Administrator and provide him with the supplier’s name, address and phone number.
How will my monthly Purchasing Card bills be paid?
You are not responsible for the payment of your Purchasing Card bills. The Department will make one monthly payment to Wells Fargo Bank covering Purchasing Card expenses for all Department
employees using the cards. You must verify your purchases on the 10th and 25th of each month on the Controller's P-Card Accounting program. Refer to P-Card Accounting Training Manual
for procedure.
Who in our agency may I talk to if I have questions going forward?
We have designated the following individual as Purchasing Card Administrator. Rod Knopp, Central Office - 658-2003 (or Jason Urquhart, Central Office - 658-2010). The Purchasing Card
Administrator should be contacted for any questions you have regarding limits, usage and other issues.
Only the Purchasing Card Administrator(s) has the authority to change any existing information or restrictions to a cardholder’s account.
What should I do if I have a problem associated with something I bought with my Purchasing Card?
Please refer to the “Disputed or Fraudulent Charges” section of this guide for complete details. It is extremely important that you address these items immediately.
Once I receive the card, can I begin using it immediately?
Once you receive your card, you will be instructed to call Wells Fargo Bank’s toll-free number and provide certain information (e.g., the last four digits of your social security number
to activate the card. This procedure ensures a secure card issuance process and helps to prevent fraud.
What should I do if my card is lost or stolen?
It is extremely important to call Wells Fargo Bank’s Customer Service toll-free number immediately in the event your card is lost or stolen. You must also notify your Purchasing Card
Administrator.
Can another employee utilize my card for purchases?
Each Purchasing Card will be embossed with the individual employee’s name. The employee is responsible for the proper use of his card. At no time should another individual utilize your
Purchasing Card.
Can the Purchasing Card be used outside of the United States?
Yes, the Wells Fargo Bank Purchasing Card is accepted worldwide. Purchases can be made in any currency and billed in U.S. Dollars. The currency, as well as the foreign exchange rate
utilized, is stated for each transaction on your statement.
What should I do if I need to change my monthly or single purchase limits?
Please contact your Purchasing Card Administrator.
I lost the receipt or the merchant did not give me a copy. What should I do?
Receipts are important as they provide an audit trail. Every effort should be made to obtain a receipt for the purchase. If however, a receipt is lost or not available for some reason,
a record of the purchase should be made. See Appendix VIII for a sample form to be used when no receipt is available.
What if my purchase(s) are to be charged to a grant?
If you make a purchase to be charged to a grant, you must first get a written pre-authorization from the Grant Project Manager. The Grant Project Manager is responsible for all grant
funds utilized. The Grant Project Manager must sign and code the approval with the grant PCA and Grant/Phase for payment purposes. If you are the Grant Project Manager, please just assign
the PCA, Grant/Phase for payment purposes.
CARDHOLDER APPLICATION APPENDIX I
Company Name:
Idaho Dept of Correction
1. Type of Request
New Change Delete
Card Type:
Card Account #:
Desired Start Date:
Name on the Card:
First Name
Middle Initial
Last Name
(Change: Complete only the fields to be changed in the following sections)
2. Card Information
Name - 24 Characters (Embossed on Card)
Last 4 digits of Social Security Number
Organization Name - 24 Characters (User defined - embossed below cardholder name on plastic)
Monthly Credit Limit (Required)
Address - 36 Characters
Single Transaction Limit
City - 25 Characters
MCC Group
-
State
Zip Code
Zip Ext.
Internal Audit Code - 22 Characters
(Not Used In Idaho)
3. Reporting Level (Hierarchy)
Level 2 - Agency
4. Special Instructions
5. Authorization
Employee Signature:
Date:
Program Administrator Signature:
Date:
CARDHOLDER ACCOUNT MAINTENANCE FORM APPENDIX II
TO ADD NEW ACCOUNT
1. Indicate “New Account” under Type of Request. TYPE OF REQUEST
2. Complete all fields on the form.
( A. New Account
TO CHANGE INFORMATION ON AN EXISTING ACCOUNT
( B. Address Change
1. Indicate Type of Request.
2. Fill in card account number: ( C. Internal Audit Code Change
3. Fill in current name on card:
( D. Account Closure
First Name Middle Initial ( E. Name Change
( F. Credit Line Adjustment
Last Name
( G. Single Transaction & Limit
4. Complete only the fields to be changed in the following sections.
( H. MCC Change
CARD INFORMATION
( I. Other
*Name - 24 characters Maximum (Embossed on card) AUTHORIZATION SIGNATURES
( )
*Last 4 digits of SSN *Work Telephone Number
Employee Signature
[If this is an Account Closure, I certify that no unauthorized purchases that could be considered misappropriation of State funds have been made by myself or anyone known to me
as of ____________________ (Date card was last used)]
*Agency Name - 24 characters Maximum Date
(User definable- embossed below name on card)
Internal Audit Code 22 characters Maximum (User definable)
Approving Manager Signature
*Department Name
Date
*E-Mail Address
*Statement Mailing Address
Purchasing Card Administrator
*City
Date
*State *Zip - 9 digit [Those fields indicated by an asterisk (*) must be
completed before a new card can be ordered.]
*Monthly Credit Limit * *Single Transaction $ Limit *Daily Transaction $ Limit
Accept the following Merchant Category Codes currently Blocked: Block the following MCC Codes Currently Accepted:
SAMPLE RECORD LOG
State of Idaho APPENDIX IV
Wells Fargo Bank Purchasing Card Dispute Form
Date: ______________________
Agency Name: _________________________________________
Account Number: 5405-10____-________-________
Transaction Date : ________________ Amount: _______________
Merchant Description: _____________________________________
Please take a moment and check the appropriate statement that validates your dispute. Please attach any supporting documentation that validates your dispute, such as: credit memos,
letter to merchants, sales slips or proof of payments.
____ I certify that the transaction disputed was not made by me or the person authorized by me to use the card, nor were the goods or services represented by this transaction received
by myself or a person authorized by me.
____ Although I did engage in the above transaction, I am disputing the entire charge, or a portion in the amount of $________. I have contacted the merchant and requested a credit
to my account for the reason explained in the attached letter.
____ The enclosed sales slip for $ ________ appeared on my statement as $ ________.
____ The enclosed credit memo: ____ has not posted to my account OR was listed as a purchase on my statement/activity report.
____ I did not receive the service and/or merchandise. I have contacted the merchant and they have not resolved my dispute. I expected to receive the merchandise/services on ____/____/____.
____ I have already paid for the transactions shown above by: ___ check ___ cash ___ money order
___ other credit card ___ State Controller warrant.
__________________________________ __________________ _____________________
Your Signature Date Phone Number
Please return this form Immediately. We appreciate your cooperation and urge you to contact us at 800.932.0036, if you have any questions. Fax completed form to 415.975.6635.
**Wells Fargo must receive Transaction dispute within 60 days of posting to your account.
Kathy Alvarado
Dispute & Loss Specialist
DECLARATION OF FORGERY OR UNAUTHORIZED USE APPENDIX V
Re: State of Idaho - Wells Fargo MasterCard( Purchase Card
Account Number: 5405-10____-________-________
I, ________________________________________, have reported that my above numbered card or account.(please check and complete applicable section)
___ with an expiration date of __________________ was not received by me.
___ was discovered missing on _________________.
___ was stolen on _____________, at ________________________________.
I have notified the _______________ police, who took report # ____________.
___ may have been used without my authorization, though valid card was in my
possession at all times.
___ additional information enclosed on separate sheet.
I last used the said card on _____________, 20____ in the city of __________________.
Any duplicate of such card has been destroyed.
The transaction(s) listed below or on the attached sheet and/or transaction made after the date of the last usage were not made by me or by a person acting with my authorization. I received
no benefit whatsoever from such use. I further authorize you to accept my telephone verification of any subsequent transaction(s).
TRANSACTION DESCRIPTION TRANSACTION DATE AMOUNT
_____________________________ ____________________ _____________
_____________________________ ____________________ _____________
_____________________________ ____________________ _____________
_____________________________ ____________________ _____________
I declare under penalty of perjury that the foregoing is true and correct, and I will testify, declare, depose or certify to the truth hereof before any competent tribunal, officer or
person in any case now or hereafter pending in connection with the matters contained within this declaration
_____________________________________ ________________________________
Executed at (City/County and State) Date
_____________________________________
Signature of Cardholder
STOP! Signature of cardholder is required.
APPENDIX VI
STATE OF IDAHO
CARDHOLDER USER AGREEMENT
RETURN ONE SIGNED FORM TO THE P-CARD ADMINISTRATOR
You are being entrusted with a State of Idaho Purchasing Credit Card, issued by Wells Fargo Bank. The card is provided to you based on your need to purchase materials for the State
Of Idaho. It is not an entitlement nor reflective of title or position. The card may be revoked at any time without your permission. Your signature below indicates that you have read
and will comply with the terms of this agreement.
I understand that I will be making financial commitments on behalf of the State of Idaho and will strive to obtain the best value for the State of Idaho.
I understand that the card is not to be used for any product, service or with any merchant considered to be inappropriate for state or public funds.
I have read and will follow the State of Idaho Purchasing Card Policies and Procedures. Failure to do so could be considered as misappropriation of funds of the State of Idaho. Failure
to comply with this Agreement may result in either revocation of my use privileges or other disciplinary action, up to and including termination, and criminal and civil liability.
I understand that under no circumstances will I use the State of Idaho Purchasing Card to make personal purchases, either for myself or for others. Using the card for personal charges
could be considered misappropriation of funds of the State of Idaho and could result in corrective action, up to and including termination of employment and criminal and civil liability.
I agree that should I violate the terms of this Agreement and use the State of Idaho Purchasing Card for personal use or gain, that I will reimburse the State of Idaho within thirty
(30) for all incurred charges and any fees related to the collection of those charges.
The State of Idaho Purchasing Card is issued in my name. I will not allow any other person to use the card. I am considered responsible for any and all charges against the card.
The Purchasing Card is property of the State of Idaho. As such, I understand that I may be periodically required to comply with internal control procedures designed to protect the assets
of the State of Idaho. This may include being asked to produce the card to validate its existence and account number.
If the card is lost or stolen, I will immediately notify Wells Fargo Bank by telephone at 1-800-932-0036 and the agency program administrator.
I will receive a monthly statement which will report all purchasing activity during the statement period. Since I am responsible for all charges (but not for payment) on the
card, I will reconcile my Purchasing Card purchases on the 10th and 25th of each month and resolve any discrepancies by either contacting the supplier or Wells Fargo Bank.
I agree to surrender the State of Idaho Purchasing Card immediately upon termination of employment, whether for retirement, voluntary, or involuntary reasons.
Reinstatement of card privileges can only occur when any deficiencies have been corrected. Request for reinstatement must be made to your Division Administrator who must approve the
request and forward it to the P-Card Administrator.
________________________________ _______________________________
Employee Name (Print) Purchasing Card Account Number
________________________________ _______________________________
Employee Signature Date
RESTRICTED MERCHANT CATEGORY CODES - MCC APPENDIX VII
The following Merchant Category Codes (MCC) are restricted. The Purchasing Card cannot be used at these merchants. If there is a need to unblock any of these MCC restrictions, please
consult with your Agency Purchasing Card Administrator.
MCC Description MCC Description
4829
Wire Transfer Money Orders (WTMOs)
4899
Cable and other Pay Television Services
5094
Precious Stones and Metals, Watches and Jewelry
5309
Duty Free Stores
5681
Furriers and Fur Shops
5697
Alterations, Mending, Seamstresses, Tailors
5698
Wig and Toupee Shops
5813
Bars, Cocktail Lounges, Discotheques, etc.
5921
Package Stores, Beer, Wine, Liquor
5932
Antique Shops - Sales, Repairs, and Restoration
5933
Pawn Shops
5937
Antique Reproduction Stores
5944
Clock, Jewelry, Watch, and Silverware Store
5945
Game, Toy, and Hobby Shops
5947
Card, Gift, Novelty, and Souvenir Shops
5948
Leather Goods and Luggage Stores
5950
Crystal and Glassware Stores
5960
Direct Marketing - Insurance Services
5962
Telemarketing - Travel - Related Arrangement Servi
5963
Door-to-door Sales
5971
Art Dealers and Galleries
5972
Stamp and Coin Stores Philatelic and Numismatic
5973
Religious Goods Stores
5992
Florists
5993
Cigar Stores and Stands
5997
Electric Razor Stores Sales and Service
6010
Financial Institutions Manual Cash Disbursements
6011
Financial Institutions Automated Cash
6012
Financial Institutions Merchandise and Services
6051
Non Financial Institutions
6211
Securities Brokers/Dealers
6300
Insurance Sales, Underwriting, and Premiums
6381
Insurance Premiums
6399
Insurance Carriers Not Elsewhere Classified
7012
Timeshares
7032
Recreational and Sporting Camps
7033
Campgrounds and Trailer Parks
7251
Hat Cleaning Shops, Shoe Repair ,Shoe Parlors
7261
Funeral Service and Crematories
7273
Dating and Escort Services
7276
Tax Preparation Service
7277
Debt, Marriage, Personal Counseling Service
7296
Clothing Rental - Costumes, Uniforms, and Formal
7297
Massage Parlors
7298
Health and Beauty Spas
7321
Consumer Credit Reporting Agencies
7832
Motion Picture Theaters
7841
Video Tape Rental Stores
7911
Dance Halls, Schools, and Studios
7922
Theatrical Producers Ticket Agencies
7929
Bands, Orchestras, and Miscellaneous Entertainers
7932
Billiard and Pool Establishments
7933
Bowling Alleys
7941
Athletic Fields, Commercial Sports, etc.
7991
Tourist Attractions and Exhibits
7992
Golf Courses, Public
7993
Video Amusement Game Supplies
7994
Video Game Arcades/Establishments
7995
Betting
7996
Amusement Parks, Carnivals, etc.
7997
Clubs Country Clubs, Membership, etc.
7998
Aquariums, Dolphinariums, and Seaquariums
7999
Recreation Services (Not Elsewhere Classified)
8011
Doctors (Not Elsewhere Classified)
8021
Dentists, Orthodontists
8031
Osteopathic Physicians
8041
Chiropractors
8042
Optometrists, Ophthalmologists
8043
Opticians, Optical Goods, and Eyeglasses
8044
Optical Goods and Eyeglasses
8049
Chiropodists, Podiatrists
8050
Nursing and Personal Care Facilities
8062
Hospitals
8071
Dental and Medical Laboratories
8099
Health Practitioners, Medical Services
8111
Attorneys, Legal Services
8211
Schools, Elementary and Secondary
8220
Colleges, Universities, Professional Schools
8241
Schools, Correspondence
8244
Schools, Business and Secretarial
8249
Schools, Trade and Vocational
8299
Schools and Educational Services
8351
Child Care Services
8398
Organizations, Charitable and Social Service
8641
Associations Civic, Social, and Fraternal
8651
Organizations, Political
8661
Organizations, Religious
8675
Associations, Automobile
8699
Organizations, Membership
8911
Architectural, Engineering, and Surveying Service
8931
Accounting, Auditing, and Bookkeeping Services
8999
Professional Services Not Elsewhere Classified
9211
Court Costs including Alimony and Child Support
9222
Fines
9223
Bail and Bond Payments
9311
Tax Payments
9399
Government Services Not Elsewhere Classified
9401
Food Stamps
RECORD OF P-CARD ACTIVITY - NO RECEIPT AVAILABLE APPENDIX VIII
This form is to be used in instances in which no receipt was provided by the merchant or if a receipt was lost.
Cardholder’s Name:_______________________________________________________
Individual Card Number:____________________________________________________
or
Group Card Number:_______________________________________________________
Transaction Record:
P-Card Statement Date:_____/_____/_____
Merchant Name:__________________________________________________________
Item(s) Purchased: Amount:
_____________________________________________ $______________________
_____________________________________________ $______________________
_____________________________________________ $______________________
_____________________________________________ $______________________
_____________________________________________ $______________________
_____________________________________________ $______________________
_____________________________________________ $______________________
_____________________________________________ $______________________
Total $______________________
Reason Receipt is Not Available:_____________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_____________________________________________ Date: ____/_____/_____
Cardholder or GroupCard Responsible Person’s Signature
_____________________________________________ Date: ____/_____/_____
Supervisor’s Signature
Attach Original to Statement for Reconciliation
Send a Copy to the Agency P-Card Administrator
GRANT PURCHASE PRE-APPROVAL APPENDIX IX
Item(s) being purchased: (If travel, please attach the Travel Request Form)
______________________________________________________________________
______________________________________________________________________
Dollar Amount of Item(s)
Item: ____________________ $ ______ Item: ____________________ $ ____
Item: ____________________ $ ______ Item: ____________________ $ ____
Item: ____________________ $ ______ Item: ____________________ $ ____
Item: ____________________ $ ______ Item: ____________________ $ ____
Item: ____________________ $ ______ Item: ____________________ $ ____
Item: ____________________ $ ______ Item: ____________________ $ ____
Approved: Yes _______ No _______
_________________________________________ ____________________
Grant Project Manager's Signature Date
Grant PCA ________________________________ Grant/Phase ________________
Work Group Cards:
Work Group cards are a variation of P-Card, where no name appears on the card, only the name of a department, bureau, section, program, etc. A Work Group card is intended for specific
short-term needs such as travel by an employee who does not have an assigned P-Card. These cards are maintained in a secure location under the control of a single person at each location
and are issued to an employee as the need arises.
Caution must be exercised when choosing a Work Group card. Vendors may, but are not required to, accept a card without an individual's name and corresponding signature. This may limit
the use of the card in some instances. Without a name and signature, the vendor has no way to verify that the user of the card is an authorized purchaser. If a dispute arises about
a purchase, there is no way for the state agency, or Wells Fargo Bank, to authenticate the purchase. For that reason, when a Work Group card is chosen, the state agency forfeits the
right to dispute purchases on the grounds that an unauthorized individual made it. Both the person controlling the cards and the person using the card must be fully aware of this.
Work Group Card Instructions:
Work Groups cards will be assigned to one (1) individual at each location or work unit only after approval from the appropriate spending authority. This individual will be responsible
for the safekeeping of the cards, the issue and recovery of the cards, and the reconciliation of all purchases made using the cards.
Work Group cards will be kept in a secure place when not in use (safe, locked cabinet, etc.) and will not be carried by individuals on a permanent basis.
Work Group Cards will be issued to authorized persons for limited use, generally travel by an employee without a P-Card or for a specific purchase. Cards will be turned in immediately
after the travel is completed or the purchase made. The reconciliation process will also be completed at that same time for the purchases made.
Documentation of purchases (receipts, invoices, packing slips, etc.) will be retained in the same manner as individual assigned card purchases.
The person responsible for control of the Work Group cards at each location will maintain a detailed card log-in/log-out record, including user name, date, and time. This person will
be responsible for checking out the card, tracking its use on the record, recovering the card after each use, collecting receipts and reconciling those purchases. Reconciliation must
be completed before the card can be checked out again and within the time limits established by P-Card policy.
Revised 11-12-03
djones
In addition to all restrictions relating to individual purchasing cards, Work Group cards may have additional restrictions such as lower dollar amounts and number of transactions allowed.
Work Group cards will not be able to obtain cash either from an ATM or a bank teller.
If the whereabouts of the card are unknown for any period of time, notify the bank, to cancel the card immediately, and the P-Card Administrator. A replacement card is far less expensive
than the potential financial loss for the Department.
Insist each purchase is pre-approved and the actual card is logged out for the purchase. DO NOT allow the card number to be written down, retained and used at the employee's discretion.
The signature strip on each card will be covered with a sticker that states "Department of Correction ID and Signature Required." Card users must carry and show their ID for every purchase.
Work Group Card Limits:
Card limits will not exceed those of individual P-cards. Standard limits will be set low enough to limit Department liability but high enough to meet occasional travel needs. Standard
card limits will be:
Transaction limit - $500.00
Daily limit - $750.00
Monthly limit - $4,000.00
The appropriate division administrator must approved any higher Work Group card limits.
Each location and/or work unit will be financially responsible for all charges incurred by the use of Work Group cards, authorized or unauthorized.
Revised 11-12-03
djones
Work Group Card - Cardholder Agreement
This Idaho Department of Correction Work Group card is being issued on a temporary basis. With it, you are authorized to make small dollar purchases within the guidelines of the program.
Along with this authority come the responsibilities for protecting the card, for using it properly, and for documenting the legitimate business purpose of each transaction.
As the temporary holder of this Department Card:
I acknowledge receipt of this Department of Correction / Wells Fargo Work Group Card.
I agree to comply with the terms and conditions of this Agreement and Department Policy.
I agree to accept responsibility for the proper protection and use of the Work Group card.
I agree to use this card for official purchases only, and I agree not to charge personal purchases.
I agree to keep all receipts and provide all documentation required by the Department and the Board of Examiners Travel Policy for all travel related expenses.
I agree to return the card, receipts, and required travel documentation after each use or completion of authorized travel to the person responsible for the card.
I understand that the Department will audit the use of this Work Group card.
I understand that the Department is liable to Wells Fargo for all charges made against this card until reported lost, stolen or canceled; and, that my institution/location will pay for
all charges incurred.
I agree to immediately notify Wells Fargo directly, at 1-800-932-0036, should I suspect this card is lost or stolen. I will also notify the Department P-Card Administrator.
I agree that should I violate the terms of this Agreement and use the Work Group card for personal use or gain, that I will reimburse the Department within thirty (30) days for all incurred
charges and any fees related to the collection of those charges.
I understand that improper use of the Department Card may result in disciplinary action, up to and including termination of my employment.
Signature: ____________________________________ Date: ____________
Print Name: ______________________________________
Card Number: 5405 ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___ ___
Revised 11-12-03
djones
September 2003
State of Idaho
Purchasing Card Program
P-Card Accounting Training Manual
Department of Correction
Rod Knopp, Purchasing Agent 658-2003
Agency Purchasing Card Administrator
Jason Urguhart, Buyer 658-2010
P-Card Accounting
Training Manual
Chapter 1 Overview 1-1
Chapter 2 Getting Started 2-1
P-Card Accounting Application Access 2-1
How to Login 2-2
Chapter 3 Verifier 3-1
Verifier Responsibilities Are: 3-1
P-Card Transaction Section 3-3
Modifying 3-8
Splitting Transactions 3-10
Verifying and Saving 3-15
Submitting and Printing the Transmittal 3-16
Post/Pend Transactions 3-19
Password 3-19
Reports 3-20
Chapter 4 Approver 4-1
P-Card Transaction 4-1
Password 4-5
Reports 4-5
Chapter 5 Log Off 5-1
Chapter One Overview
P-Card…Purchasing Card
Streamlines and simplifies requisitioning, purchasing and payment of small dollar transactions
Reduces the approval process
Reduces paperwork of procurement procedures such as… purchase orders, petty cash, expense reimbursements
It is a Mastercard to both the vendor and agency personnel that use them
P-Card Goals:
Reduce the cost of processing small dollar purchases
Receive faster delivery of required merchandise
Simplify the payment process
Improve timeliness of financial reporting
Allows cardholders to choose vendor
How does P-Card work?
Cardholder uses P-Card for in-store purchases, telephone, fax, mail orders, etc., for approved expenditures
Cardholder keeps sales slips and receipts
Vendor submits sales slips to the bank for redemption daily
Bank compiles daily MasterCard transactions
Bank sends MasterCard files to SCO
SCO uploads file to P-Card Accounting application
Cardholder verifies purchases on or before each payday and submits sales slips and receipts along with transmittal for review to the Approver
Approver and Central Office Fiscal Department approve transactions
Transactions posts in FISCAL/STARS
It is the responsibility of Approver 2 to notify Rod Knopp, P-Card Administrator, of any changes such as:
New P-Card holder
Transfer/termination/resignation of a P-Card holder
Change in Approvers
Change in default PCA
You will be provided a list of P-Card holders, Approver 1 and Approver 2 for your work group.
If you have any questions, please contact Rod Knopp 658-2003 or Jason Urquhart 658-2010.
Chapter 2 Getting Started
P-Card Accounting Application Access
You must have access to the State Controller’s Office (SCO) website…Username and Password
This is the View Paystub Server Log-On.
You must have access to the IDOC P-Card Accounting Application
P-Card Administrator adds new cardholders.
P-Card Administrator (Rod Knopp 658-2003)
Issues P-Cards and PIN’s
Provides P-Cardholders with a Username & initial Password
Establishes User access/security
Monitors Posted/Pending transactions
Provides management reporting
How to Login
To access the P-Card Accounting Application, you need to log on
to 3 systems:
The Department of Correction system.
The State Controller Office Web Server.
The P-Card Accounting Application.
Once the State Controller’s Office website is loaded on your screen, click on P-Card Accounting icon.
At the Server Logon screen:
Enter the following information:
Username Enter the same user name as you would for Pay Stub view.
Press TAB.
Agency Code Enter ‘230’.
Press TAB The cursor goes to the next field that will contain ‘Correction, Department of’.
Press Tab
At Password Enter your password for Pay Stub view. This field is case sensitive.
Click on the Login icon.
If you receive the message: ‘Invalid username or password was specified.’, try to enter your login information again. Before making a new attempt, verify the spelling of your username
and password. Remember that the PASSWORD is case sensitive, so care must be taken for its entry. If your login attempts continue to be unsuccessful, contact the SCO Help Desk by clicking
on the e-mail address in the Server Logon screen and include your User Name, Agency Code, and a message that you are not able to successfully log on to the Server.
Click ‘OK’ on the Security Alert dialog box.
The Welcome screen for the State of Idaho P-Card Application appears:
Once the P-Card Application completes loading, the P-Card Login screen will appear.
At the P-Card Login screen:
Enter the following fields:
Username Enter the Username assigned to you by the P-Card Administrator. The username is the same as your e-mail address name before the @ sign. (i.e. rknopp)
Password Enter your Password. Remember to change your password from the default password initially assigned to you by the P-Card Administrator.
Agency Enter ‘230’.
Click on the Login icon
Special Notes:
In the P-Card Accounting application, neither the username nor the password is case sensitive. You may use lower case, upper case or a combination of the two.
The P-Card Accounting application allows a maximum of three failed attempts at Login. If the third attempt fails, P-Card Accounting will display the message ‘Access denied – please
try again.’ Click on the OK button. You will be backed out of the system completely. In order to make another Login attempt, you must start again from the original Internet address.
Before making the new attempt, wait 15 minutes and verify the spelling of your username and password.
If you have forgotten your password, contact your P-Card Administrator who can reset the password to the default. The next time you access P-Card Accounting, make sure to change your
password from the default to one you select.
At the P-Card Accounting screen, you will either have the verifier or verifier and approver screen.
If you are a verifier, you will see the following screen with Verifier only:
If you are both a verifier and an approver, you will see the following screen with both options.
Verifier functions see Chapter 3, Verifier.
Verifier and Approver functions see Chapter 4, Approver.
Chapter 3 Verifier
Verifier Responsibilities Are:
Must have access to P-Card Accounting through the Internet.
Must keep all cash register receipts, invoices, and charge slips and have them available prior to verifying the charges.
Verify that the charges recorded by MasterCard are valid and correct.
Review default FISCAL accounting codes…correct if necessary.
Split transactions if transactions need to be charged to more than one FISCAL accounting code.
Be familiar with and abide by the Cardholder Agreement and Cardholder Policy and Procedures Manual.
IDOC Purchasing Card Policies and Procedures.
No Gifts or Capital Outlay purchases
Mode of Travel and Lodging charges are appropriate
Be familiar with all other IDOC Policies and Procedures which includes, but not limited to, expenditures for the Department, Meeting Rules and Regulations, Travel Rules and Regulations
and Purchasing Policies and Procedures which includes any computer purchases. If in question, please contact the P-Card Administrator for clarification before making purchase.
At P-Card Accounting Screen:
Click in the circle in front of the Verifier icon
At the Cardholder screen along the top are 3 taps labeled P-Card Transactions, Password, and Reports:
P-Card Transactions Tab – provides an opportunity to verify that the charges recorded by MasterCard are valid and correct. This is the Cardholder’s way of detecting any unauthorized
charges. This tab allows the Verifier to change default codes, split transactions, and validate or modify FISCAL coding required for each P-Card transaction.
Password Tab – Used to change password for accessing the P-Card Accounting Application.
Reports Tab – Used to access online reporting functions.
The P-Card application opens at the P-Card Transaction section.
P-Card Transaction Section
You will see a drop-down field for Card Holder center below tabs. If you only verify for yourself, you will only see your name. Some staff verify for others, and in this situation,
the drop-down field is used to select the card holder.
You also have the option to view the P-Card Transaction section as Display Grid Simple or Detail. The default view is Simple. You can click on either button to toggle between the 2
views. The Detail provides more coding information for the transaction. Definitions are shown below for all the fields as seen with the Detail option.
Screen Definitions:
Ve – Verified. Click to tag the transaction as verified. Click a second time to untag the transaction. Do not click to verify until after all necessary changes are made to the transaction
line. Each transaction must be verified separately.
Pe – Posted/Pending. Transactions that have not been verified by the Monthly P-Card cutoff date are processed using the default FISCAL coding. The Verifier is still required to review
the transaction and correct the coding if necessary. Any coding changes will automatically create FISCAL adjustment transactions in order to reflect the correct coding.
Tran Date –Transaction Date as recorded by MasterCard. Cannot be modified.
Amount – Cannot be modified on the grid. However, the amount can be split as necessary between FISCAL coding by using the Split Transaction function. Detailed instructions can be found
under the Splitting Transactions section later in this chapter.
Vendor – Cannot be modified. Displays Merchant name as recorded in MasterCard.
Vendor ID & Suffix – During the data upload from MasterCard, the Vendor ID is checked against the STARS Vendor ID table. If the MasterCard Vendor ID does not match up with a STARS
Vendor ID, Central Office Fiscal Department must research and correct. The Suffix field is displayed and may be modified prior to posting to FISCAL, if necessary.
PCA – Program Cost Account. Modifiable field. The default PCA is based on Administration tables in P-Card Accounting as assigned by the P-Card Administrator. Each Cost Center or
Program is assigned a default PCA that is based on the major funding source for that Cost Center or Program. Requests to change the default PCA may be submitted to P-Card Administrator.
BFY – Budget Fiscal Year. Modifiable field. The default BFY is the current fiscal year. If the transaction is related to a prior year encumbrance, the verifier must change the BFY
to the correct fiscal year. The Encumbrance Number and the Suffix must also be entered in the correct cells.
Sub – Expenditure SubObject. Modifiable field. The default Expenditure SubObject is based on the Merchant Category Code (MCC) in MasterCard. When a merchant signs up with MasterCard,
that merchant is assigned a MCC that identifies the general merchant type. The MCC is used to assign a default STARS Expenditure SubObject that best describes the majority of the merchandise
or services provided by that merchant type. The default is maintained on a statewide basis through the State Controller’s Office. If you feel the default expenditure SubObject does
not correctly reflect the majority of transactions for this merchant, contact the P-Card Administrator with this information.
1099 Indicator –If the field has a red “I” in it, that indicates the transaction is 1099 reportable, but has an invalid 1099 Vendor ID number. If the field has a black “V”, then the
transaction is 1099 reportable and has a valid 1099 Vendor ID number. If the field is blank then either this transaction is not 1099 reportable
or the Vendor Type is not 1099 reportable. The Central Office Fiscal Department is responsible for researching 1099 issues, and for obtaining and maintaining needed information.
STARS Ven / Sfx – Use this field to put in the correct vendor number if the one downloaded into the Vendor number field is incorrect.
CI – Capitalization Indicator. Not currently used.
Grant – When the P-Card transactions are uploaded to FISCAL, the PCA entered on this transaction is used to look up the grant. The information on this screen is not used for the upload.
Enter active grant number if appropriate.
Grant Ph – Grant Phase. When the P-Card transactions are uploaded to FISCAL, the PCA entered on this transaction is used to look up the grant phase. The information on this screen
is not used for the upload. Enter active grant/phase number if appropriate.
Project – If purchase affects a contract, enter the FISCAL Contract Number. Enter active project/phase number if appropriate.
Ph – If purchase affects a contract, enter the FISCAL Contract Number suffix.
Encumb – Encumbrance/Suffix. Only used by Central Office Fiscal Department
Sfx – Used for the two (2) digit encumbrance suffix.
Fund – When the P-Card transactions are uploaded to FISCAL, the PCA entered on this transaction is used to look up the fund. The information on this screen is not used for the upload.
Dtl – When the P-Card transactions are uploaded to FISCAL, the PCA entered on this transaction is used to look up the fund detail. The information on this screen is not used for the
upload.
Description – Optional free format field used to record additional information on the transaction. Use this field to describe purchases. Note: The first 30 characters entered in
Description will be uploaded to FISCAL and STARS and will become public information.
Property # – Not currently used.
Property Sfx – Not currently used.
Screen Icons
Split Transaction – Accesses the Split Transaction function. Instructions for the Split Transaction function are provided later in this chapter.
Submit & Print Transmittal – Saves all changes, assigns a Transmittal Number and Prints a Transmittal Report that shows all verified transactions. After printing the transmittal, the
P-Card Accounting application will automatically return you to the P-Card Transaction Tab Screen. Additional information on the Transmittal is provided later in this chapter.
Save – Saves all changes, but neither assigns a Transmittal Number nor prints a Transmittal Report.
Quit – Clicking on Quit allows you to leave the Verifier screen and return to the Login Screen. If you have made changes, the system will ask if you want to save the changes before
exiting. To Quit and Save any changes, click on the Yes button. To Quit and not Save changes made since the last time you clicked Save, click on the No button.
Modifying
Tinted fields cannot be modified
To modify non-tinted field, click on the box, type in the new code. Press ENTER or use ( ( keys to move to new transaction.
Click on Split Transaction to allocate to more codes
P-Card validates PCA and Expenditure SubObject
Invalid code entry will be in Bold Red Characters
Correct 1099 ‘I’ Error by:
Changing Exp SO to non-1099 Exp SO, if appropriate
Or change Vendor Number in the STARS Ven field. Click on Detail screen option to find STARS Ven field.
PCA’s and Expenditure SubObjects have a Lookup Field.
F3 will bring up the PCA or SubObject Lookup:
Splitting Transactions
Click on Save before splitting a transaction
Use to allocate costs to different coding
Split into as many sub-transactions as necessary
Place cursor on row of transaction to be split
Click on Split Transaction button
…Takes you to the P-Card Splits screen:
Screen Definitions:
Parent Transaction – Transaction as it appears on the P-Card Transactions screen.
Split Transactions – Use this area to split the Transaction into as many sub-Transactions as needed. If you need more than two lines to complete the split, click on the Split Again
button to display as many extra lines as needed. Enter the split amounts in the Amount column and change the other coding as needed. The P-Card Split screen has the same validation
capabilities as the P-Card Transactions screen.
Remaining Balance – The amount displayed in the box must be reduced to $.00 before the splits can be saved.
Split Again – Click here to add additional lines to be used in the splitting of the Parent Transaction.
Save – When the P-Card application splits screen is first displayed, the Save button is disabled and is not enabled until the Split Transaction is totally allocated to differing coding
combinations. After completing the splits, click on Save. The P-Card Accounting application will save the transactions, flag them as verified, and return you to the P-Card Transactions
screen. In order to unsplit or unverify these transactions, you must select one of the verified, split transactions. Press Split Transaction, and then change every split line amount
to $0.00 except for one that should be changed to the unsplit amount. Press Save, and you are returned to the P-Card Transaction Tab, with one unverified, unsplit transaction.
Cancel – If the P-Card Splits screen is displayed in error, or if you decide to not complete the split at this time, click on the Cancel button to return to the P-Card Transactions
screen.
After entering the first line of the split, the screen will show a Remaining Balance, and the Save button is not enabled:
You can click on the Split Again button to add more lines for the distribution.
Once you have completed the distribution the Remaining Balance will be $0.00, the Save button will be enabled:
Note:
There is another method you can use to complete your allocation for the transaction to be split. You can also press Enter after entering an amount of the first line. The remaining
balance is automatically entered into the second line. You can immediately enter the amount for the second line (if not the remaining balance). After pressing Enter, the revised remaining
balance is placed in the next line. You can continue on with this process until the transaction is completely allocated.
Once you have completed the split, click on Save. The P-Card Accounting application returns you to the P-Card Transactions screen where the Transactions now show as verified and are
tinted as shown below:
The Split Transactions can only be modified from the P-Card Splits screen. If additional charges are required, click on any box in the Split Transactions range. Then click on the Split
Transaction button to return to the P-Card Splits screen and make the needed changes there.
Verifying and Saving
Retain documentation in a safe place until ready to perform on-line verification
You can verify as soon as purchases show on-line…usually within 2 working days after purchase
Verify P-Card on or before each payday
On-line Verification:
Transaction Date order
Review default codes shown on-line and correct if necessary
After coding is correct…click Ve box to verify
Click Ve box a second time to unverify
You can correct coding on a verified transaction. Once you do so, you must press Save again.
Saving:
Click on Save button after successfully modifying and verifying transactions
Does not assign transmittal number or print a transmittal
Transactions will remain on screen for future log in
If you click on the Quit button without saving, Dialogue Box appears asking if you want to save.
Submitting and Printing the Transmittal
Make sure all necessary changes have been made
After printing transmittal, Verifier can’t unverify/change
You can highlight change on the Transmittal for the Approver to correct.
If not caught until after approved and processed through FISCAL, the correction must be entered directly into FISCAL using a 230 and 231 STARS Transaction Code.
Changes can be made by Approver
Clicking on Submit & Print Transmittal
Saves changes
Assigns a Transmittal Number to verified transactions
Prints the Transmittal
Verified Non-Split Transactions:
Verified Split Transactions:
After clicking on Submit & Print Transmittal you are taken to the Transmittal Report screen:
Click on the Printer Icon to print the transmittal
Click on Done
You will be returned to the P-Card Transaction Tab screen.
Verified transactions are no longer on the screen
Attach receipt/documentation and forward to Approver 1 for your location.
Include Lost Receipt Documentation
Travel Documents
Approver 1 will review and approve
Approver 1 will forward documentation to Approver 2 for review and approval
Post/Pend Transactions
Transactions that were not verified by month cut-off may become Post/Pend Transactions.
These transactions need to be verified and approved. This process will automatically create FISCAL interface adjustments.
Verify the transactions on or before the 10th and 25th of each month.
Password
Click on Password Tab:
Enter old password in top box (asterisks show)
Enter New password in middle and bottom boxes
Passwords requirements:
Minimum of 4 characters
Maximum of 10 characters
Can be either alpha or numeric, or combination
Click on Save
Success message or error message
Reports
Click on Reports Tab:
Click on report you want to request:
Click in From Posted Date and To Posted Date to modify. Use down arrow to right of box to select dates.
Click on the Execute Report Now button.
If report data exists, report will be on next screen, otherwise you will get the message dialogue box:
All Transactions Report:
Click in Printer Option for Transaction Report to Print Report:
Click on Print Icon to print Transaction Report
Transactions not verified report:
Click in Printer Option for Transactions Not Verified Report to Print Report.
Click on Print Icon to print Transactions Not Verified Report.
Don’t use Reconciliation Report at this time.
.
Approver
Click the Approver button on your P-Card Accounting sign on:
You are taken to the Approver P-Card Transaction screen:
P-card Transaction
You can access unapproved transmittals for your location here.
Click on the Transmittal No. down arrow:
Click on the Reprint Transmittal button to view the transmittal.
You can print if needed (normally only when changes are made).
Initial and date transmittal with attached receipt documentation.
After approved, submit to Approver 2.
Approver goes through the same process and submits receipt documentation to the Fiscal Department.
After all approvals have been made, transactions post in FISCAL the next nightly cycle.
Password
Refer to Chapter 3, Verifier…works the same
Reports
Transmittals Not Approved
Enter From Posted Date and To Posted Date if different from default
Click on Execute Report Now:
Click on column headings to change Sort
Click on Printer button:
Click on printer icon
Use scroll icon to view other pages
Zoom icon to change view size
Refer to Chapter 3, Verifier for other reports
Chapter 5 Log Off
In order to access the Quit button, you need to move the vertical scroll bar down.
Click on Quit.
Click on Log Off
Move the Vertical Scroll Bar down so that you can see the Log Off button.
Click on Log Off
Click on the ‘X Out’ button.
You have completed Log Off.