For Official Use Only
4000
1234
5678
9010
12/17
Employee Name
NATIONAL PARK COMM COLL
https://access.usbank.com
www.arkansas.gov/dfa/procurement
Topics
What are P-Cards
Benefits of using P-Cards
Non-Allowed Charges
Cardholder Responsibilities
Activating Your Credit Card
Allocating transactions online
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P-Cards
Visa card provided by US Bank. These cards
allow delegated employees to purchase goods,
services for state entities, colleges and
universities.
Cards are issued in the employee’s name and
the employee is responsible for the security of
the card(s) and the transactions on the card.
All employees MUST attend p-card training
before receiving a p-card.
The Purchasing Cards are for Official State
Business Only.
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Benefits of using a P-Card
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Time Savings
 Receive goods faster
 Less time needed to pay bills
 Fewer checks written
 Only one invoice per month
 Only one check per month
 Online reporting capability
 One payment is issued to US Bank at the end of the monthly billing
cycle
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Increased Vendor Selection
 They are a VISA card, not store branded
 NO Purchase Order required
 Vendors get their money within 24-48 hours
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Limits
Purchasing Control
 Per month spending limit
 Per transaction spending limit
 Access to cardholder account via the internet
 Blocks specific categories of merchants via MCC
Numbers (Merchant Category Code )
 Monthly spending limits will only be increased
with VP’s approval
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How Do I Use the P-Card
Arkansas State Procurement Laws
and Office of Accounting Laws
that apply to the requisition to purchase
order process also apply to the use of the
p-card. If there are specific rules and regulations
for your state entity, you
also follow
those.
The p-card is just like a regular credit card; The
use of the p-card is a agency liability, not a
personal liability for the cardholder, your
rating will not be affected in any way.
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“Non-allowed Charges on the P-Card”
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Employee Travel related charges
Any 5310 (Travel Items) charges
Alcoholic Beverages
Vehicle Rentals
Printing - Amendment 54
ATM - Cash Advances
Personal Purchases
Items on State Contract without vendor approval
Using automated monthly procedure to pay vendors
SPLIT PURCHASES – (A “split purchase” occurs when the total cost of a
single purchase is broken up into multiple transactions with the
express purpose of circumventing state bid requirements, monthly bid
limits, or any other agency restriction.)
Any Purchase without NPCC’s approval
All technology products (hardware, software, audio visual, etc.); a
quote must be obtained from computer services and a purchase order
must be entered.
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“Allowed Charges on P-Card”
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Office Supplies have a mandatory state contract & must
be purchased with P-Card thru Government Supply
Services (See slide 33)
The P-Card is for small orders only that DO NOT have a
mandatory state contract except for office supply orders
with GSS; for a list of mandatory state contracts, go to:
http://www.dfa.arkansas.gov/offices/procurement/contr
acts
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Making a Purchase
Over the counter (point of sale)
Fax
Telephone
Over the internet
****You must have a detailed receipts, packing slips,
conference orders for each transaction placed on the
p-card clearly identifying each item purchased.
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Circumstances for A Card to be
the transaction limit
monthly limit
You attempt to use the
card for a blocked merchant category
You did not
call the 1-800-344-5696 number an
activate your card.
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Cardholder Responsibilities
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Register your card on https://access.usbank.com this give the
cardholder the access to view, reallocate transactions and verify all
transactions on a weekly basis.
You are responsible for the safekeeping of your p-card account
number.
Obtain all original receipts and/or online order confirmations and
submit them to the accounts payable department.
Check your account(s) weekly. If you suspect fraudulent charges
on your account(s) contact your liaison immediately.
Allocate charges to proper accounting budget and
add comments.
Lost or stolen P-card. The cardholder MUST contact US Bank
immediately at 1-800-344-5696 and then contact your agency liaison.
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Monthly Transaction Cycle
Begins on the 16th of each
month and ends on the 15th of
the next month unless the 15th
falls on a weekend
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Rebates, Refunds, Rewards, Gifts Points
Any rebates, coupons, rewards, gifts,
points, cash cards, etc. must accrue to the
state entity and be utilized only for official
State business.
No personal gain is permitted with the use
of the State Purchasing Card. Misuse of this
section could result in disciplinary action.
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Will My Credit Card(s) Be Audited?
P-Card accounts are audited by Legislative,
system auditors and the by DFA/Office of
State Procurement Credit Card Section for
compliance of the following :
Detailed receipts for charges and/or credits.
Have the charges and credits been approved?
Are items being purchased allowed by
Procurement laws?
Is the charge being split in order to avoid the
transaction limit on p-card?
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TYPES OF DISCIPLINARY ACTION
Any violation of Arkansas P-Card Program
policies is considered an “occurrence”
which may result in disciplinary action (i.e.
written warning, suspend, revoke,
terminate card privileges, criminal charges
file).
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What is a MCC Code?
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A MCC code is a Merchant Category Code (MCC) is a fourdigit number used by the bankcard industry to classify
suppliers into market segments. There are approximately
600 MCCs that denote various types of business (e.g., 5111
Office Supplies, 7299 Dog Grooming Services, 5722
Household Appliance Stores).
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The MCC is assigned by the Acquiring financial institution
when a supplier first begins accepting Visa payment cards.
The MCC is assigned based on the supplier’s primary line of
business. For example, if a supplier primarily sells
computers, it may be assigned MCC 5732 “Computer
Hardware”. If a supplier primarily repairs computers, it may
be assigned MCC 7379 “Computer Maintenance, Repair,
and Services
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Activating Your P-Card
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1. Dial 1-800-344-5696
2. Listen and respond to each prompt
a. Enter your 16-digit account number
b. Enter your five digit Zip Code (Business Address)
c. To activate you account, Press 1
d. Key in the last four digits of your Social Security number
e. Enter your business telephone number, beginning
with the area code
f. Your account has been successfully activated.
**Note: If you have any problems activating your account
you will be transferred to a Customer Service Representative
for personal assistance.
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The p-card is a privilege granted to
you by the State of Arkansas, and
it is expected that you will use it
responsibly. The State will seek
restitution for any inappropriate
charges made to the p-card.
Fraudulent or intentional misuse of
the card will result in revocation of
the card and/or possible criminal
charges, including termination.
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Must Register Card
@
US BANK WEBSITE
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US Bank Web address
https://access.usbank.com
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How to Register your p-card online
Registering your card online
with access.usbank.com –
Gives you the cardholder
the ability to view and track
all your purchases.
Register Online
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Online Registration
Organization Short name for
The State of ARKANSAS is:
STAR
Then click on
register this
account
Enter your Credit Card
Number, Expiration and
Zip Code
The “back to” feature in Access Online is at
the bottom left corner on every page that
has a back to previous page feature
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Always read the Message from U.S. Bank after logging in. From time to time US Bank is
off line to maintain the system and update functions.
Reallocate your transactions “purchases” –
Click on Transaction Management on the
left side of the screen
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How to View the transactions on you’re
p-card account. Click on Transaction List
Click on Transaction List
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Click anywhere an
item is underlined
to take you to
reallocate screen
Trans date
– when
purchases
were made
Posting date –
when purchases
are posted to
the account
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1. Click Allocations
tab; Enter the
appropriate budget
number (fund, dept,
& account numbers)
2. After you have finished allocating your
transaction, click on Save
3. Click on the Comments tab
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COMMENTS ARE REQUIRED TO BE
ADDED TO EACH PURCHASE
“a brief description of the items
purchased (pens, pencils, paper,
etc) and why they are needed
Click on Save
Comments at the
bottom of the screen.
All your transactions have to be allocated and comments added.
If you have several, click on Back to Transaction at the bottom
of the screen and repeat the procedures.
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PRINTING STATMENTS
To print your monthly p-card
statement. Click on Account
Information. Cardholder will
then click on Cardholder Account
Statement
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How to Print the Monthly Report
Click on Reporting on the left
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Click on Transaction detail
Click on Posting
Date Range
Choose the start
date of the billing
cycle
Choose the end
date of the billing
cycle
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Click on display transaction
comments
Click on Display
Allocation Detail
Scroll down the page
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you can run this report in PDF, Browser or Excel
you can choose from the drop down arrow.
Click on Run Report
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Reminders & Tips
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Always email your p-card Liaison to ensure your p-card request
are answered.
Let your agency Liaison know as soon as possible of any
 extended leave time,
 any circumstance which may put your p-card at risk for
compromise.
If your P-Card is Lost of Stolen, you the Cardholder MUST:
Contact US Bank immediately at 1-800-344-5696
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Ordering with GSS
Go to website: www.gssorder.com
Enter Username: npccpcard
Enter Password: npccpcard
Click: Sign in
After signing in,
 Copy and paste the items from the order report
 View cart for accuracy
 Click: Checkout
 Ship to Address: MAKE SURE TO ENTER THE END USER’S NAME AT THE “ATTN”
LINE IN THE SHIP TO ADDRESS; THIS IS THE ONLY WAY THE BOOKSTORE
WILL KNOW WHO GETS THE ORDER ONCE IT IS DELIVERED.
Email Address: Enter your email address
2nd Email Address: Optional, you may enter the end user’s email.
PO/Authorization Code: Leave this blank
Click: Pay by Credit Card using our Secure Server
Enter your P-Card information; DO NOT share your P-Card number with anyone
else
 Click: Pay Now
 Email your confirmation to accountspayable@npcc.edu
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