William & Mary Small Purchase
Charge Card Training
Office of Procurement
SPCC Program Administrators
Dave Zoll, CPCP, VCA
SPCC Program Administrator – Primary
Marra Austin, VCO
Associate Director - Secondary
Nina Earl
Business Manager - Backup
Office of Procurement Website http://www.wm.edu/procurement/
Acronyms
Acronym:
Stands for:
SPCC
Small Purchase Charge Card
PA
Program Administrator
STL
Single Transaction Limit
CL
Cycle (Monthly) Limit
BOA
Bank of America
eVA
Electronic Virginia (statewide online based purchasing
system) – Mandatory use
SWaM
Small, Women- and Minority-Owned businesses
VASCUPP
Virginia Association of State College and University
Purchasing Professionals
Introduction to the SPCC Program
o The SPCC Program offers the College an opportunity to streamline procedures
for obtaining and paying for goods and services.
o Program Benefits include:
o Allows cardholders to quickly obtain needed goods and services.
o Preserves vendor relationships by providing payment in as little as 3 days.
o Supports compliance with the Virginia Prompt Pay Act.
o Reduces operating expenses associated with invoices and check
processing.
o Results of the 2014 RPMG Purchasing Card Benchmark Survey show that
organizations realize significant costs savings by moving payments from
traditional PO processes to the Small Purchase Charge Card.
o Average administrative costs per order based on RPMG Survey
o Purchase Order-based process - $90
o SPCC procure to pay process - $ 20
o Administrative cost savings per SPCC order - $70
Introduction to the SPCC Program
Total SPCC Transactions by FY
40,000
35,000
30,000
25,000
20,000
15,000
10,000
5,000
0
Total
FY 2010
FY 2011
FY 2012
FY 2013
FY 2014
22,465
24,647
24,890
25,881
34,164
$3,500,000
$3,074,760
$3,000,000
$2,500,000
$2,021,850
$2,000,000
$1,725,290
$1,572,550
$2,391,480
$2,329,290
$2,240,100
$2,218,230
$1,742,300
$1,811,670
$1,500,000
$1,000,000
$500,000
$449,300
$492,940
$497,800
$517,620
FY 2010
FY 2011
FY 2012
FY 2013
$683,280
$0
Procure to Pay Administrative Costs (PO)
Procure to Pay Administrative Cost (SPCC)
*Average administrative cost includes sourcing, purchasing, and payment activities
FY 2014
Cost Savings by Moving from PO to SPCC
Introduction to the SPCC Program
o The College of William & Mary is a Tier 3 institution.
o Allows the College more autonomy to meet the needs of the
institution.
o The SPCC program is administered in accordance with the College’s
Small Purchase Charge Card Procedures found on Procurement web
page.
http://www.wm.edu/offices/procurement/index.php
o The SPCC should be used for all allowable business purchases under
$5,000 where a credit card is accepted.
o SPCC cycle dates run from, roughly the 16th of the month to the 15th of
the following month.
o New user interface (Works 4.0) – http://payment2.works.com/works
Card Security
o Your card must be kept in a secure but accessible location.
o Do not share your card. The card may only be used by the person whose
name is embossed on the card.
o NEVER make a photocopy of your card or fax or email your full card number.
o Cardholders may fax ordering information to a vendor and call a vendor
to provide the card number live, but do not fax or email the full card
number to vendors.
o Internet purchases are permissible only on secure sites – look for a padlock
icon and the https:// designation in your browser’s address bar.
o Report lost or stolen cards immediately to BOA and the Program
Administrator.
Spending Limits
o Each card has a transaction limit and cycle (or monthly) limit.
o Single transaction limits may be set to a maximum of $5,000
(departments’ delegated authority).
o Cycle limits are set based on cardholder spending requirements up to a
maximum of $100,000.
o Limits may be increased by the Program Administrator with a business
justification and supervisor approval via email.
o Limit changes may be processed on a temporary or permanent
basis.
o If temporary, include the date your account should be returned
to its original settings in the email request.
Spending Limits
o KNOW YOUR LIMITS
o DO NOT authorize charges in excess of your SPCC single transaction or
monthly limits for ANY reason.
o If a limit increase is needed, email the Program Administrator with a
justification and supervisor approval.
o If a transaction is processed by a vendor without your consent, talk
with the vendor directly, document your conversation and advise the
Program Administrator to dispute the charge.
o Splitting orders to circumvent limits is STRICTLY PROHIBITED and may
be cause for card revocation.
Industry Restrictions
o All cards are issued with standard restrictions against:
o Fraud (may never be removed from a card account)
o Gas
o Restaurants
o Lodging
o Any charge attempted in the above categories will decline unless an
exception is requested and the restriction is removed by the Program
Administrator.
o As with limit changes, an email to the Program Administrator from the
cardholder containing a business justification and supervisor approval is
needed to process an exception.
o Exceptions are also available on a temporary or permanent basis.
o If temporary, include the date your account should be returned to its
original settings in the email request.
Tax Exempt Status
o As an agency of the Commonwealth of Virginia, we are tax exempt from
almost all in-state purchases, exceptions are:
o Prepared Foods
o Air and Rail Tickets
o Lodging
o Some out of state purchases are not applicable to the exemption policy:
http://www.wm.edu/offices/financialoperations/tax/salestax/index.php
o Advise vendors of tax exempt status BEFORE providing your card for
payment.
o The cardholder is responsible for obtaining a refund from the vendor if VA
Sales tax is charged.
o The College State Sales and Use Tax Exempt # 10-546001718
o VA Certification form available from Procurement Office. All other
states, contact Cindi Fellows in Tax Account office clfellows@wm.edu
ph: 757-221-2497
SWaM Vendors
o The College is committed to increasing expenditures with Small,
Women-Owned and Minority-Owned businesses.
o To be recognized as a SWaM, businesses must be certified with the
Virginia Department of Small Business & Supplier Diversity (SBSD)
o The College and State have a 42% expenditures goal for utilization of
SWaM businesses.
o Cardholders should consider ordering from a DMBE certified SWaM for
their purchasing needs.
o Search SBSD certified SWaM businesses:
o http://www.dmbe.virginia.gov/cgi-bin/search.cgi
Allowable Purchases
Examples of allowable purchases include:
o Advertisements in newspapers
o Air/rail tickets
o Books (do not enter SPCC information into personal online retailer
accounts.)
o Office supplies (furniture is not included)
o Vehicle rental (must decline insurance offered)
o Magazine & journal subscriptions
o Conference registration
o Lab supplies
o Professional organization dues, fees & licenses
o Technology – computers, servers, software, consulting (IT must approve
all purchases prior to the transaction. Approval must be attached as a
receipt)
o Additional “Allowable and Non-Allowable Expense's” can be found in
the College’s Small Purchase Charge Card Procedures.
Business Meals
All standard meal reimbursement guidelines apply
The SPCC may not be used for per diem meals during individual travel.
Documentation for Restaurant Purchases / Supermarket Purchases
o Include the itemized receipt
o Meal Type: Breakfast, Lunch or Dinner
o Average cost per person
o Description of meeting / business justification for meals
o The number of people attending the meeting (if more than 10 attendees)
or the full name of each attendee (if 10 or less)
o Over per diem rate justification – up to 50%
o Business meals above 150% of per diem are NOT permitted.
o The SPCC Business Meal Form (located in the SPCC section of the
Procurement Forms page) has been created to help ensure that you
have completed all of the required documentation.
Air and Train Travel
o Airline and train travel cannot exceed the rates charged for a coach
fare.
o Documents that validate the passenger name and class of service are
required for all air and rail purchases.
o The email confirmation may not be sufficient, documentation must
include a copy of the ticket or boarding pass to validate class and
traveler.
o Travel Authorization form must also be included.
o Appropriate business justification must be included for additional
airline fees and receipts.
o Another option to purchasing tickets is using the university’s contract
travel agencies (Covington Travel)
o Covington – W&M@covtrav.com – (804)344-3244 – (888)-344-3244
Vehicle Rentals
o Vehicles rented using the SPCC may ONLY be rented through Enterprise RentA-Car or National Car Rental
o When reserving a vehicle, Cardholders must reference the VASCUPP contract to
obtain contracted pricing. (Contract#: XZ21032; PIN: WIL)
o The contract includes a Damage and Waiver (D&W) fee – relieves renter of
liability of damages that may occur during rental
o Cardholders must decline rental insurance – Employees and students are
covered under College’s insurance policy.
o Cardholders are prohibited to enter into “Fuel Agreements”.
o Employee must ensure rental is refueled before returning vehicle.
o Business reason in lieu of Travel Authorization must be stated in documentation.
o The rental car receipt must be attached to the transaction in Works.
Restricted Purchases
The following purchases may be made ONLY with prior written justification
and PA approval.
Type of Purchase
Contingency
Gasoline
Only for Enterprise rental & state owned vehicles for instances when Voyager Card would not work.
Furniture
Will need a release from Virginia Correctional
Enterprises (VCE) first.
Lodging/
Accommodations
The SPCC may be used to reserve a room – You
cannot pay for the total stay.
Conference Bundling
If conference fees are only available as a package –
fees, travel, lodging, meals, etc.
Restaurant Meals
Business related meals only
Prohibited Purchases
Examples of prohibited (non allowable) purchases include:
o Alcoholic Beverages (alcoholic beverages cannot be purchased with SPCC under any circumstances)
o Ammunition
o Automobiles
o Boats
o Firearms
o Gift cards
o Purchases from State employees
o Purchases of goods and services for personal use
o Radioactive materials
o Renovation/Construction (including carpeting) – must go through FPDC
o Additional “Allowable and Non-Allowable Expense's” can be found in
the College’s Small Purchase Charge Card Procedures.
Contracts and Agreements
o Cardholders asked to approve vendor/contractor forms must contact
the Office of Procurement for assistance.
o Only employees who have received written delegation of signature
authority may sign contracts or other agreements entering the College
or VIMS into a legal, binding agreement.
o Unauthorized individuals who sign contractual agreements on behalf of
the College may be held personally liable for those contracts and may
be subject to additional disciplinary action, up to and including
termination of employment.
Returns and Disputes
o Contact the vendor immediately.
o Start documenting from the beginning.
o Date and time of communication.
o Person you spoke with and what he/she advised you to do.
o Item(s) in dispute and resolution.
o If you need to return the goods, verify the proper way to return the items
with the vendor.
o A credit on the SPCC must be obtained. Store Credit is not acceptable.
o If you and the vendor are unable to resolve an issue regarding a credit
or a return, contact the Program Administrator for guidance.
What is Online Reconciliation?
OLR replaces the paper reconciliation process with an online process
o As transactions posts to the bank, the Cardholder will receive an automated
email notification.
o The Cardholder logs into the bank’s online system to perform allocation,
receipt imaging and sign off,
o After signoff, an automated notification email is sent to the Cardholder’s
Approver
o The Approver logs into the bank’s online system to review the transaction and
supporting documentation and then sign off,
o Transactions are reviewed by Procurement, Accounts Payable and Sponsored
Programs for accuracy and compliance then the batch is uploaded to Banner.
o Transactions will post to Banner faster and the system will allow you to edit the
Banner description.
OLR Timeline
Schedule for allocation, receipt imaging, file transmission, and Banner upload.
o Throughout the billing cycle, Cardholders place transactions – Cardholders and
Approvers complete allocation, receipt imaging and signoff.
o The billing cycle closes ~ 15th of the month.
o Automated reports are delivered to Cardholders and Approvers 2 days after cycle
close.
o Cardholder and Approver allocation, receipt imaging and sign off must be finalized
by 23rd.
o Transactions are reviewed by Accounts Payable, Procurement and Sponsored
Program from the 24rd through the 28th.
o A transaction file is transmitted to W&M around the last day of the month for upload to
Banner.
Failure to complete monthly reconciliation will result in transactions posting to the SPCC’s
default index and unreconciled funds will be withheld from the cardholders available funds
until signoff is completed.
Works 4.0 Overview (Cardholder)
Use the navigation bar to search
through expenses or view/create
reports.
Items requiring your action
will appear in the Action
Items section of the page.
Your SPCC account will
appear in the Accounts
Dashboard section of the
page
Upon login you will
land on the Works
home page.
Cardholder Action Items:
Signing off on transactions
As transactions post
to your account they
will appear as
transactions
available for sign off.
In this example,
the cardholder has
2 transactions
pending sign off.
Click on the Pending
link to view the
transaction detail and
sign off on the
transaction.
Cardholder Action Items:
Signing off on transactions
Clicking on the Pending link will bring you to the
Expenses screen where you can review transactions
pending sign off.
Click on the document
number to access the
transaction’s submenu.
Notice that the transaction has
automatically allocated to a default
index and an account code based
on the vendor’s merchant category
code (MCC).
From this sub-menu you can view the transaction
details, reallocate the transaction, sign off on the
transaction, attach a receipt, or dispute the charge.
Allocating Transactions
Enter a description for the
transaction. This description
will be loaded to Banner.
You can allocate to multiple index
and account codes by adding or
duplicating a line and entering the
accounting information.
You can change the default index or
account code by typing the new code or
selecting it from a pick-list. Descriptions
are provided for all codes.
Click the Save button then Close when finished.
Attaching Supporting
Documentation
To add supporting documentation to a transaction,
select the Manage Receipts option from the submenu.
A pop-up box will then appear where you can add a
new receipt by uploading a file from your computer.
Comment and Sign off
Click the Sign Off button when allocation is complete and you have added a receipt.
A comment box will pop-up after you click
the Sign Off button. Add any information the
Supervisor/ Reviewer might need to approve
the transaction. (examples, PCO numbers,
detailed description of transaction,
confirmation of receipt of goods or services,
etc.)
Click OK to route to the Supervisor/Reviewer.
Supervisor / Reviewer Sign Off
Upon login the Supervisor/ Reviewer will
see the same Works home page showing
items requiring review.
In the Action Items box, you
will see transactions that you
have flagged as well as
transactions ready for sign off
and reports ready to
download.
To signoff on items, click on
the Pending link in the Action
Items box.
Supervisor / Reviewer Sign Off
Clicking on the Pending link will bring
you to the Expenses screen where you
can review transactions pending sign off.
Click on the document number to
access the transaction’s sub-menu.
Clicking on the Sign Off item will show
the Sign Off pop-up box.
Clicking on the View Full Details item
will bring you to the transaction details.
This is an example of a
flagged transaction.
Transaction Details
At the top of the Transaction
Detail screen you will see
general transaction data.
The next section
will show allocation
information.
Click on the Receipts tab
to view the attached
receipt.
Use the Actions drop-down arrow
to sign off.
Followed by transaction reference and tax information.
The Transaction Detail section will show the
individual items purchased. Transaction
detail will not be available for all transactions.
Click the Save
button if you made
any changes.
Bulk Signoff
Click the Sign Off button to
approve the transactions.
After reviewing the cardholder transactions
you can select the check-boxes next to each
transaction to perform a bulk sign off. You can
also select the check-box in the header row to
select all transactions.
Record Retention
o All paper SPCC documentation must be retained for 5 years for auditing
purposes.
o Cardholder must retain:
o All paper documentation
o Works will be the repository for electronic documentation.
o Receipts uploaded to Works will remain in the system for 7 years.
Violations / Disciplinary Process
o Cardholders and Supervisors will be held accountable for any misuse of
the card.
o Cardholders and Supervisors are responsible for reading the
College’s entire SPCC Procedures Manual for complete details.
o Reference the College’s SPCC Procedures Manual regarding Violations.
o Disciplinary action for violations of the SPCC policies and procedures
range from a courtesy notification for a 1st offense, card suspension from 6
months to permanent revocation of the card, or possibly termination of
employment.
Travel and Food Documentation
Air/Train Ticket
o Attach a copy of ticket purchased or boarding pass to show passenger name and class of
service.
o Documentation to confirm rates charged were coach fare
o Travel Authorization
o Any additional baggage receipts
o Appropriate explanation for any additional airline fees with receipts
Business Related Food Purchases
o
o
o
o
o
o
o
o
Include the itemized receipt
Valid business justification including the purpose of the function
A list of attendee names (if 10 or less) or the number of people attending (if more than 10)
Type of meal (breakfast, lunch or dinner)
Itemize the average cost per person
Over Per-Diem Rate: Justification is required for meals up to 150% state limits
Business meal reimbursements above 150% are not permitted
Standard meal reimbursement guidelines apply to both restaurant and supermarket
purchases
Enterprise Vehicle Rentals
o Copy of the detailed rental receipt
o Copy of any gas receipts (if applicable)
o Business purpose and travel location should be included in documentation if no TA
Cardholder and Supervisor
Responsibilities
Cardholder Responsibilities
Take the mandatory training as advised by the Program Administrator.
Keep your card secure.
Reconcile SPCC account on a monthly basis.
Certify that all transactions are valid business purchases.
Report non-compliance to the Program Administrator.
Notify the PA immediately of any potential fraud.
Send email to the PA with justification and supervisor approval for any account
changes.
o If supervisor information changes, the PA must be contacted immediately.
o
o
o
o
o
o
o
Supervisor Responsibilities
o
o
o
o
o
Take the mandatory training as advised by the Program Administrator.
Monitor transaction/monthly limits for appropriateness.
Certify that all transactions are valid business purchases.
Sign off on cardholder transactions on a monthly basis.
Report non-compliance to the Program Administrator.
Contact Sheet
SPCC Program
Administrator
Contact
Email
Dave Zoll
djzoll@wm.edu
Phone #
221-3953
BOA Cardholder Customer
Service
888-449-2273
BOA Fraud – available 24/7
866-500-8262
SWAM Contact (Secondary
PA)
Marra Austin
maaustin@wm.edu
221-7636
eVA User Setup & Training
Lynnette Jenkins
lhjenk@wm.edu
221-3957
Enterprise Rent-A-Car
VA Tax Exempt Certificates
(Backup PA)
Out of State Certificates
Supply Room (Office
Supplies)
Voyager Gas Card
Business Rental ID: XZ21032;
PIN: WIL
757-220-1900
877-881-5500
Nina Earl
nearl@wm.edu
221-3952
Cindi Fellows
clfellows@wm.edu
221-2497
CWM: Kathy Mabe
SR: Regina Shackelford
http://www.thesupplyroo
m.com/wm.asp
Auxiliary Services – Anna
Coy
amwhitmore@wm.edu
866-712-1313
x. 2017
221-2500