john carroll university purchasing procedures & the purchasing card

John Carroll UniversityPurchasing Procedures &

The Purchasing Card

GuidelinesUsage

Reporting

John Carroll University Purchasing Office

• Andrew Fronczek, C.P.M.Director of Purchasing & Auxiliary Services

• Tom ReilleyManager of Purchasing & Auxiliary Services

• Lisa BrownPurchasing Staff

How Are Goods/Services Purchased

• Purchase Orders• VISA Purchasing Card (Pcard)• Preferred Vendor w/ORGN Code• Direct Billing (Without a PO)• Personally

(Receipts Subsequently Submitted for Reimbursement with a Multi-Voucher Form)

General Purchasing Guidelines

• Most Items/Services <$500 Do NOT Require a PO

• Items/Services $500 or more require a PO• Non-Capital Items/Services:

– $1500 require multiple verbal/documented quotes

– $5000 require multiple bids

• Capital Items– $10,000 require multiple verbal/documented

quotes– $25,000 require multiple bids

NOTE: POs Must be Approved by the Purchasing Office Before an Order can be Initiated with a Vendor!

Items Requiring a PO Regardless of Cost*

• Printed/Imprinted Items (Including Stationery, Brochures, Ads, Clothing, T-shirts, Ad Specialty Items)

• Office Products (Except through StaplesLink Online)

• Computer Products• Electronic Items• Furniture & Fixtures• Hazardous/Controlled Substances

* Use of the Pcard may be allowed with permission of the Purchasing Office

Using Preferred Vendors

• Allows University Community to Purchase “Approved” Items Directly from a Vendor with their ORGN Codes (No PO Required)

• Preferred Vendors– Staples Business Advantage

Online Procurement & via Staples Business Card (Emergencies Only)

– Fairfield Inn & Suites (Phone, Fax, or w/Pcard)

Must provide Dept. Name, Contact, & ORGN Code

– Enterprise Car Renal (Phone, Internet, or w/Pcard)

Must provide Dept. Name, Contact, & ORGN Code

Printed/Imprinted Items

• All Items Require a PO Printed/Imprinted Items – Including Reprints!

• Exceptions– Contracted Items that have been Bid – Use of the Logo Shop located in the Copy Center does not

require a PO…Only Orgn Codes are neededhttp://www.jcu.edu/fas/pas/logoshop.htm

• All Content Must be Approved by Marketing & Communications

• Rights to the Use of the University’s Name and Logo must be obtained from the Purchasing Office

• These Guidelines apply to Departments, Student Organizations, & Clubs

Guidelines Concerning the Purchase of Printed/Imprinted Items Using University Fundshttp://www.jcu.edu/fas/links/policies.htm

Food & Entertainment Purchases• University Funds should NOT be Used to Purchase

Meals/Food for:

– Individuals

– University Groups consisting solely of University Personnel conducting University Business (unless the conduct of such Business cannot be accomplished otherwise)

– Outside Vendors

• University Funds may (on a Limited Basis) be Used to Purchase Meals/Food for:

– Meals when a University Employee is Hosting a Guest (e.g. Speaker, Recruit, Donor, Board Member)

– Meals/Food Purchased for the Benefit of Students as a Reward or in Connection with a University-Sponsored Activity

Budget Advisory: Restrictions Concerning Meal Purchases with University Funds http://www.jcu.edu/fas/links/policies.htm

Gifts & Gift Cards/Certificates• University Funds should NOT be Used to

Purchase Gifts and Gift Cards/Certificates for Employees

• Gifts & Gift Cards/Certificates Used as Raffle/Door Prizes for Student Activities/Events is Permitted with Pre-Approval of the Director of Purchasing & Auxiliary Services or the Vice President for Finance

• The Group/Individual Must Document the Number/Value of these Items for Approval

• Upon Distribution of these Items, the Name, Phone Number, and Signature of the Recipients is Required

John Carroll University Purchasing Card (Pcard)

http://www.paymentnet.com

Pcard Executive Administrators

• Richard Mausser, CPAVice President of Finance

• Andrew Fronczek, C.P.M.Director of Purchasing & Auxiliary Services

• Matthew VerlenySenior Accountant

• Additional Individuals with Pcard Management Responsibilities:– Tom Reilley

Manager of Purchasing & Auxiliary Services

– Lisa BrownPurchasing Staff

A Growing Trend in Procurement

In Fiscal Year 2008-09…

• Over 270 University Employees • Almost 16,000 Purchases• Approximately $5,000,000

“This has created meaningful purchasing efficiencies for the Cardholders, Accounts Payable, & the Purchasing Office” Rich Mausser, V.P. for Finance

Advantages of Using a Pcard

Cardholder•No Waiting for Reimbursements or Payments•Reduces the need to Obtain POs•Can be Used Anywhere that Accepts VISA (More Flexibility)•Quicker Purchases (Outside of Normal Business Hours)•Online Purchases•Quicker Delivery of Goods & Services•Entire System is Online

(Electronic Review and Approvals from Anywhere)

Budget Administrator•More Flexibility in Managing your Budgets•Less Chance for Duplicate Payments•Customized Spending Limits for Cardholders•Reduced Paperwork throughout the Purchasing Process•Electronic Approval and Oversight

University•Overall Reduction in Paperwork, Esp. for Small $ Items•Payment Processing Rime Reduced•Cost Savings

Who Should Have a Pcard?

• Anyone who Purchases at least once a Month

• Anyone who Travels at least once a Year

• Pcards are not Benefits…..They are Procurement Tools

Direct Billed Invoices will not be Accepted from Anyone more than Once

who meets the Criteria Listed Above!(Exception: Student Organizations)

Cardholder Responsibilities

• Adhere to All Purchasing Policies & Guidelines!

• Keep Your Card Safe!• Process Your Online Transactions &

Monthly Statements as Required• Make sure the Vendor does Not

Charge Sales Tax (TE Number is Printed on the Card, but is Not Automatically Applied)

• Report Lost/Stolen Cards Immediately (800-270-7760)

Suggested Pcard Purchases

• Dues and Professional Memberships• Magazine & Newspaper Subscriptions• Books and Periodicals• Travel Expenses (including Ground Transportation,

Hotel Accommodations, Parking, Restaurants, Tolls, Airline Tickets)

• Car Rental (short-term)• Food (not for employee-only consumption) • Entrance fees • Fuel • Advertisements• Catering Services • Conference/seminar registration fees • Florists• Software (with approval of Information Services)• Equipment less than $500, except for computer and

office• Supplies less than $500, except for computer and office

Prohibited Pcard Purchases

• Items for Personal Use• Office Supplies • Computers (must be purchased through Information

Services) • Furniture• All Portable electronic devices (including cell phones,

ipods, PDA’s, digital cameras, GPS units)• Pre-recorded AV Materials (including CDs or DVDs)• Gifts or Donations (including any type of gift card)• Packaged Alcoholic Beverages• Prescription Drugs and Controlled Substances• Radioactive Materials• Services involving Labor, Indemnity, & Insurance• Vehicle Purchases or Long-Term Leases • Weapons, Ammunition and Detonating Equipment• Bio-Hazardous Materials, Live Biological or

Bacteriological Viruses• Cash Advances

Reviewing Purchases Online

• Transactions Post within 2-3 Days– Login & Verify ORGN & ACCT Codes,

Add Activity Code (optional)– Add Notes, Check Reviewed Box &

Save• Food/Travel/Entertainment MUST be

Detailed with Who, What, & Why

Online Processing of Transactions

Completing Transactions that need to be Charged to ORGN Codes You do not have

• Change the ORGN Code to “None”– If you are splitting transactions and do not have

access to one of the Orgn Codes, You should leave ORGN Code at None & Describe how You Need the Split Allocated Do Not Assign the Codes You Have Access to!

• Add Notes and Include the ORGN Number and Person who gave You Permission to Use this Number

• If You will Use this ORGN Code on a Regular Basis, Obtain Permission to have it Added to Your Drop-Down Menu from the Administrator who Controls this Code and Notify the Purchasing Office

End of Month Processing

• At the End of the Month, Print Notes, Attach Receipts, & Statement

• Sign Statement and Forward to your Budget Administrator/Supervisor for their Review & Signature

• The Budget Administrator is Responsible for Reviewing All Purchases by their Cardholders

The Approval Process should not be Administered Using a “Rubber Stamp” Mentality!

Generating Your Monthly Detailed Report

Printing Your Monthly Statement Online

Assembling Your Monthly Paperwork

• Due by the 15th of the following month– There is a 15 day grace period (end of the month)

• Trans. Numbers should be written on all receipts• Place small receipts in an envelope or send copies

All Pcard Statements Require Two Signatures (No Exceptions)Cardholder’s Signature

Budget Administrator’s Signature(The Budget Administrator is Responsible for Carefully Reviewing the Cardholder’s Purchases)

Important Pcard Dates

• Online Review and Notes MUST be Completed before the 10th of the Following Month– Reminders are sent on approximately the 5th

(initial) & 9th (final)– Failure to Complete Online Processing by the

10th will Result in Pcard Suspension– After the 10th, All Changes have to be Done with

a Journal Entry Form & Notes Manually Written!

• The “Signed” Monthly Statement Package is Due in the Purchasing Office by the 15th

– Any Statements Not Received by the Beginning of the following Month may Result in Pcard Suspension

Accidental Personal Purchases

• Call & Report the Incident to the Purchasing Office

• Go to the Cashier’s Office with a Check in the Amount of the Purchase

– Have the Transaction # listed on the Receipt– Deposit the Funds against the Budget Number listed

under the Transaction

• Enter Notes Online listing the Transaction as a Personal Purchase along with the Receipt # from the Cashier’s Office

• Attach the Cashier's Receipt to your Monthly Statement

Missing Documents

• All Transactions Require Documentation

• Receipts, Invoices, Emails with Purchase Information are Acceptable

• The Cardholder should call Any Vendor and Request Missing Receipts

• A Missing Receipt Form is Used for an Occasional Missing Receipt

A Missing Receipt is the Exception….No Monthly Statements Should be Submitted with Numerous Missing Receipt Forms!

What if My Pcard Gets Suspended?

• All Purchases, Regardless of Value, will Require a PO

• Travel Expenses will have to be Paid Personally – No Cash Advances– No Reimbursements for Missing Receipts

or Purchases that are Not in Compliance

• Your Pcard will be Re-Instated following Suspension after Attending a Pcard Refresher Training Class

• Any Future Suspensions may Result in Loss of All Purchasing Privileges

Need Help, Please Call

Thank You The Purchasing and

Accounts Payable Offices