WELCOME TO THE PURCHASING CARD

EDUCATION SESSION

Important Contact Information

Sean Sadler 284-9418

TO REPORT A LOST OR STOLEN CARD1-800-464-3603 Option 1

Email: pcard.ap@miami.edu

Visit our web site at www.miami.edu/pcard

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.

Introduction

PCard OverviewEfficient and effective method of procuring

goods with a value of $2,000 or lessEnables Purchasing and Accounts Payable to

focus on higher yield value added activitiesEliminates data entry function by

transferring transaction data electronically to FRS - Mapping

Reduction in paperworkUsed for purchases related to University

business only (no exceptions)

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)

Unauthorized PurchasesT & E ExpensesGifts/Gift CertificatesPersonal ItemsAlcohol BeveragesAnimalsMaintenance ContractsRadioactive/Hazardous

MaterialsBiological and Medical

Products/Supplies

Capital EquipmentConsulting ServicesParking FeesCatering ServicesFurniturePayments to individuals,

Sole Proprietorships and Partnerships

Meeting Amenities (i.e. food and beverages for meetings)

Office Supplies Books

Membership Dues Postage

Advertisement Flowers

Subscriptions 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.

Typical PCard Purchases

How to Make a Purchase

Identify yourselfAccept American

Express?Sales tax exemptSpecify billing and

shipping addressConfirm the price

Give the vendor: Purchasing card # Expiration date Correct address

Always obtain original receipts

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 supervisor’s signature Forward to PCard Program Manager (1235 Gables

One Tower, Locator: 2956) within 15 business days of statement date or cycle end date

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

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 CAR.

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

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

Cardholder Responsibilities(Continued)

No personal use allowed

Obtain UM sales tax exemption

Obtain supervisor’s signature on statement

Cancel PCard if leaving the University and inform us if transferring to another department

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 User’s Guide (page 15) Misuse of the PCard.

From CAR to FRS The CAR user or Cardholder Administrator (CA) has access to

view and/or edit PCard transactions in CAR

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 CAR, they can still be made through manual journal entries

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

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

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 CAR.

CAR Corporate Account Reconciliatio- CAR users are able to view and

edit PCard transactions prior to FRS mapping

Purchasing Card Vocabulary

Forms

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

Now You Can Take Charge of Your Purchases!