RCNJ-BOA Purchasing Card
User Guide – Standard Profile
Ramapo College and Bank of America
VISA Procurement Card Program
User Guide – Standard
P-Card User Guide
Standard Profile November 2014
Profile
1
What is a P-Card Program?
• A credit card used to
make small dollar
purchases.
• Enables immediate
purchase.
• Reduces paperwork.
• Improves operating
efficiency.
P-Card User Guide
Standard Profile November 2014
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What is a P-Card Program?
• 60% of payments
made by the College
are < $1,000.
P-Card User Guide
Standard Profile November 2014
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What is a P-Card Program?
• Eliminates the need
for: W-9, credit
application, vendor
creation, requisition,
purchase order,
change order, close
order, invoice
approval, invoice
entry, printing checks,
mailing checks.
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Standard Profile November 2014
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What is a P-Card Program?
• Enables users to view
transactions on line
and code to a FOAP.
• Saves time and
processing expenses.
– $20 to $50 per
transaction
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Standard Profile November 2014
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What is a P-Card Program?
Card Blocks
• Transaction Dollar Limit
• Monthly Dollar Limit
• Spending Category (MCC)
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Standard Profile November 2014
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Who can have a card?
• College Administrative
Staff that have
delegated purchase
authority and have
approval of the Unit
Manager.
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Standard Profile November 2014
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How Do You Get a Card?
• Complete Request for
P-Card Form.
• Obtain Unit Manager
signature.
• Forward to
Purchasing Dept.
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Standard Profile November 2014
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Card Profiles
Cards are Customized for Each Profile
• Standard
• Student - Units that have a high level of
student engagement (Athletics, Residence Life,
CSI, Enrollment Management, ETC.)
• International Education
• Executive
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Standard Profile November 2014
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Card Profile
Standard
• Trans. Limit - $1,000 or
Based on Needs
• Monthly Credit Limit –
$3,000 or Based on
Needs
• MCC blocks in place Custom
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Standard Profile November 2014
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What can be bought with the P-Card?
• Transaction value less than
card limit.
• Must be for College use and
must be delivered to the
College.
• On-line or In-Store Purchases
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Standard Profile November 2014
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Travel Purchase – Part 1
Staff Only Travel (Overnight)
• Use for air and conference
prepayments only.
• Do not take the card on the trip.
• All other travel expenses must be
paid by the employee and
submitted for reimbursement.
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Standard Profile November 2014
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Travel Purchase – Part 2
• Not Applicable
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Restricted Purchases – Part 1
•
•
•
•
•
•
•
•
Personal use
Cash Advances
Fixed Assets (> $5,000)
Computer Hardware &
Software
Food
T&E
Gasoline
Alcohol and Liquor
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Standard Profile November 2014
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Restricted Purchases – Part 2
• Purchases from: Club or
Drug Stores
• Grocery Stores
• Doctor’s Offices
• Flowers
• Donations
• Gift Cert.
• Payments made by the
Foundation
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Standard Profile November 2014
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The Card Program
• This is a College credit card.
• No impact to personal credit.
• The College pays BOA.
• CAUTION: There is no
budget check in the process.
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Standard Profile November 2014
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Workflow – Part 1
• Check your budget to assure funding is
available.
• Use the Card and get receipts.
• Log on to Works and process the
transaction on line.
– FOP defaulted to primary budget. AC
defaulted to MCC.
– Change FOP and AC if necessary.
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Standard Profile November 2014
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Workflow – Part 2
• Processing in Works
–
–
–
–
–
–
–
Log-In
Click Sign Off
Select Transaction
Verify, Change or Split FOAP
Click Receipt button Yes or No
Add Comments
Click Sign-Off button
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Standard Profile November 2014
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Workflow – Part 3
• Transactions in Works from the prior
week are posted each Wednesday to
the Banner budget by Business
Services.
• At month end: Print Out Cardholder
Statement(s), Obtain Unit Manager
sign-off on statement(s), Send
statement(s) and receipts to Accounts
Payable.
• The College pays BOA for all charges.
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Standard Profile November 2014
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Workflow – Part 4
Critical Part of the Process
• Correct and timely sign off and
coding of transactions in Works.
• FOP and AC
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Standard Profile November 2014
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Workflow – Part 5
• Unprocessed transactions in
Works will be deducted from next
month’s credit availability.
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Standard Profile November 2014
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Roles
• Unit Manager
• Cardholder
• Unit Administrator
• Program Administrator
• Business Services
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Responsibilities
Unit Manager
• Delegates purchase
authority.
• Requests cards.
• Signs-off on month end
statement.
• Monitors budget.
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Standard Profile November 2014
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Responsibilities
Cardholder
• Uses the card and gets receipts.
• Keeps the card secure.
• Obtains credits from vendor.
• Processes transactions in Works.
• Gives receipts to Unit
Administrator.
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Standard Profile November 2014
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Responsibilities
Unit Administrator
• Coordinates activities of all cardholders in Unit.
• Processes transactions in Works if not done by
cardholder.
• Prints out monthly transaction statement for the
Unit.
• Obtains Unit Manager signature.
• Enters Travel Authorization number on all travel
receipts.
• Sends statement and receipts to AP.
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Responsibilities
Program Administrator (Purchasing)
• Main contact between BOA &
College.
• Works with Unit Manager to
establish card limits and category
(MCC) blocks.
• Handles all questions.
• Conducts audits. Holds receipts.
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Standard Profile November 2014
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Responsibilities
Business Services
• Each Wednesday uploads
transactions from prior week into
Banner.
• Coordinates payment to BOA.
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Standard Profile November 2014
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Sales Tax
• Up to the Cardholder to advise
vendor the College is exempt from
paying NJ sales tax.
• If charged for tax have vendor
issue a credit.
• Updated tax exempt letter is on the
Purchasing website.
• College’s Tax ID number is printed
on card.
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Standard Profile November 2014
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Disputes
• All charges will be paid by the
College.
• Resolve dispute with the merchant
- ask for a credit.
• Unresponsive merchant –
Complete Dispute on line in Works
or complete Cardholder Statement
of Disputed Item form. (See Policy
& Procedures.)
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Standard Profile November 2014
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Related Documents
• P-Card Policy & Procedures
• Works Navigation Instructions
• College Purchasing Policy &
Procedures
• College Travel Policy &
Procedures
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Standard Profile November 2014
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