For Official Use Only
Purchasing
4000
1234
5678
9010
12/17
Norma Little
DFA/Office of State Procurement
https://access.usbank.com
www.arkansas.gov/dfa/procurement
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With Freedom Comes
Responsibility

All state agency employees MUST
attend OSP-directed P-card
training before receiving
a p-card.
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P-Cards
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What is a p-card?
It is a Visa card provided by US Bank.
These cards allow delegated
employees to purchase goods,
services for state entities, colleges
and universities.
The card is issued in the employee’s
name and the employee is responsible
for the security of the card(s) and the
transactions on the card.
The Purchasing Cards are for
Official State Business Only.
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Benefits of using a
P-Card


Time Savings
• Receive goods faster
• Less time than going through processes of purchasing
department.
• Fewer checks written
Increased Vendor Selection
• They are a VISA card, not store branded
• Can shop online
• NO Purchase Order required
• Vendors get their money within 24-48 hours
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Benefits of P-Card
(cont.)


Paper Savingsto BRTC
• Only one invoice per month
• Only one check per month
• Online reporting capability
Purchasing Control
• Per month spending limit (per individual)
• Per transaction spending limit
• Block vendors based on MCC numbers
• Access to cardholder account via the internet
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How Do I Use the Card
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Arkansas State Procurement Laws apply to the to
the use of the p-card. Rules and procedures specific
to BRTC MUST also be followed.
Every P-Card purchase MUST be documented on the
standard purchase request form with all the
approval signatures BRTC requires. Indicate in RED
at the top of the form “PCARD” to alert purchasing.
The P-card is just like a regular credit card. The use
of the p-card is an agency liability, not a personal
liability for the cardholder, your CREDIT rating will
not be affected in any way.
You understand the intent of the program and agree
to follow the established guidelines as listed in the
Purchasing Card Manual.
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●
The P-Card blocks specific categories of
merchants via MCC Numbers
What is an MCC Number/Code?


A Merchant Category Code (MCC) is a four-digit 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).
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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“Non-allowed Charges for the P-Card”

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Employee Travel related charges
Alcoholic Beverages
Vehicle Rentals
Printing - Amendment 54
ATM - Cash Advances
Gift Cards
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 Agency approval
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Mandatory State Contract Items
Ammo
Restroom supplies and paper goods
Paper stock & Copy Paper
Dairy
Letterhead & Envelopes
Fuel (with Fuel Card)
Tires
Light Bulbs
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Making a purchase
Over the counter (point of sale)
Fax
Telephone
Over the internet
You must have a detailed receipt for each store
purchase, clearly identifying each item purchased
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Circumstances for A Card
to be Declined
Exceeding single transaction limit
 Exceeding monthly limit
 Blocked MCC You attempt to use
the card for a blocked merchant
category
 Credit card is Not activated

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Cardholder Responsibilities
Register your card on https://access.usbank.com. This gives the
cardholder the access to view and verify all transactions weekly.
You are responsible for the safekeeping of your p-card account
number.
Check your account transaction list weekly. If you suspect fraudulent
charges, contact your liaison immediately. (Betty White)
Obtain all original receipts and submit them with your purchase req form.
Every transaction (purchase) must have a p/r form.
As with every purchase, the p/r must indicate the specific department or
funding grant and the applicable account (i.e. office supplies,
instructional supplies).
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Lost or stolen P-card.
The cardholder needs to
contact US Bank immediately
at 1-800-344-5696
and then contact your
agency liaison, Betty White.
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MISUSE OF CREDIT CARD

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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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Rebates, Refunds, Rewards, Gifts,
Points, etc.
Any manufacturer rebates received by the
Cardholder as results of a P-Card transaction shall
be credited to the P-Card account. Documentation
reflecting the transaction shall be submitted to the
reviewer/accounts payable according to your
agency policy.
Any rebates, coupons, rewards, gifts, points,
frequent flyer miles, cash cards, etc. must accrue to
the state entity and utilized only for official State
business. No personal gain by making purchases
with the State Purchasing Card is permitted.
Misuse of this section could result in disciplinary
action.
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How Will My Credit Card
Be Audited?
P-Card accounts are audited by Legislative,
system auditors, by DFA/Office of State
Procurement Credit Card Section, and by BRTC
Fiscal personnel 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. Types of disciplinary actions taken
against a cardholder include, but are not limited to,
the following:
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Written warning
Suspend the usage of the P-Card for 90 days
Revoke p-card Privileges
Employment suspension/termination
Criminal charges filed with state and/or local
authorities
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Activating Your Credit Card


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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Questions
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NEXT…
Accessing and Monitoring
your transactions
ONLINE
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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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US Bank Web address
https://access.usbank.com

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Card Registration
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.
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Viewing the transactions on your p-card account.
Click on Transaction List
Click on Transaction List
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Trans date
– when
purchases
were made
Posting date –
when purchases
are posted to
the account
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Tips


Let us know as soon as possible of any
 extended leave time (your card should be inactive)
 circumstance which may put your p-card at risk for compromise
Please let us know of any comments or suggestions you may have.
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Credit Card Contacts:

Angie French – Purchasing X 4035

Betty White – LIASON X 4042

Darlene Hicks – State Credit Card Manager
501-371-1405

Norma Little – State Credit Card Coordinator/Instructor
501-683-2217