When Do You Use a P-Card?
When you
purchase a
small-dollar
supply item
When you
purchase a
small-dollar
equipment item
When you pay
for a minor
repair on office,
warehouse, or
lab equipment
When you
purchase off a
statewide or
agency contract
that accepts the
purchasing card
Department of Administrative Services
1
Where Can You Use a P-Card?
Over the
counter (point
of sale)
Your monthly
limit is based on
expected PCard use
By fax
By telephone
Your department
determines your
P-Card limits
Over the
internet
Department of Administrative Services
2
Some of the Restrictions
You cannot use your card to pay for:
Cash Advances
Authorized personnel with approved travel can purchase
airline tickets and in-state SWC car rentals as well as preapproved athletic and team travel with the
P-Card
Travel and
Entertainment
Motor Vehicle Fuel
Professional Services
(doctors, lawyers)
Department of Administrative Services
3
Some of the Restrictions
You cannot use your card to pay for:
Gift Cards are considered Cash
Gift Cards
Personal Purchases
Split
Purchases
Purchasing same item, but
paying in split payments
Department of Administrative Services
4
Things You Must Do Regarding Your PCard…
Sign a Cardholder
Purchasing Card
Agreement
Contact Cindy McCard if…
•
your name changes
•
your phone number changes
•
you transfer to a new department
Keep your card in a
secure location at
all times
Never share
your card
Department of Administrative Services
5
What Rules Do You Follow?
Every 2
Years
Renew your P-Card every two
years
Review and reconcile the Bank of
America billing information
$4,999.99
Follow the established single
transaction limit: less than $5,000
Notify Cindy McCard if you need to raise
your limits or need an exception to
established P-Card Policy
Department of Administrative Services
6
Things You Must Do Regarding Your PCard…
•
•
•
•
•
•
Ensure complete understanding of Gordon College
reconciliation process
Maintain a copy of all receipts
Review and maintain reconciliation documents
Follow the procedures regarding Cardholder
approvals
Follow the established purchasing guidelines
Maintain adequate documentation
Department of Administrative Services
7
Things to Watch For…
Make sure that Sales Tax is not
charged on your purchases
Sales
Tax
What happens if you realize you were charged for Sales Tax:
a) Contact the vendor immediately and document your
actions
b) Have the Vendor issue a credit for the sales tax amount
c) If the Vendor refuses or is unable to refund the sales
tax, document their response and keep with your
receipts.
Department of Administrative Services
8
When Is Your P-Card Suspended?
Your P-Card can be suspended because…
•
•
•
•
you do not follow the State’s or
Gordon College’s policies and
procedures
you do not complete your
reconciliation process in a
timely manner
of habitual misuse
of fraudulent activity. When
this is the case, you will be
terminated and prosecuted
Department of Administrative Services
9
When Do You Cancel Your P-Card?
Your must cancel your P-Card when…
•
•
•
you are leaving
employment
you are transferring to
another department
you are taking extended
leave from your job
Department of Administrative Services
10
What Happens When the Product is Broken
or You Did not Order It?
•
•
•
•
Contact the vendor immediately
and document your actions
If you are unhappy with the
vendor’s response, contact Cindy
McCard to initiate a Dispute
If you do not recognize a charge,
contact the vendor for a proof of
purchase or delivery
If you suspect fraudulent activity –
contact Cindy McCard immediately
for further instructions
Department of Administrative Services
11
Who is in the Chain of Command?
Statewide Purchasing Card Program
Manager
Cindy McCard
Reviewer
Cardholder
Department of Administrative Services
12
Questions?
Department of Administrative Services
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