Dept. of Health & Human
Services
PROCUREMENT CARD
CARDHOLDER
Benefits of the Procurement Card
Increased control of expenditures through complete and timely reporting
Visa Card has widespread acceptance and vendors have high comfort level
Allows Purchasing Staff to concentrate on higher dollar and more complex procurements
Transactions are completed quickly and conveniently
Blocked MCC Codes provides security over unauthorized purchases
Purchases reported in monthly statement by each cardholder
Reduction in invoices and payment vouchers
Timely payment to vendors
Incentive of Rebates
Goals of the Procurement Card
Simplify the process of Small Purchases
Acquire materials necessary to complete your task
Merge small purchase transactions on line with NCAS
Enhance Management’s review of small purchases
Reconciliation designed to comply with audit
Reduce costs associated with small purchases
Roles for Department Card
Administrator
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Sets up the program for all of DHHS Agencies.
Act as a liaison between Bank and Agency to resolve PCard issues.
Authority to suspend or close PCard when abuse or misuse occurs.
Train staff in initial set up and develop policy and procedures of PCard.
Access the Works system of bank to add, change, delete cardholders at the
request of PCard Administrator.
Set up PCard Administrators in the Works system to create card reports,
purchase reports and declined purchase reports.
Receive PCards from bank, activate, and enter into NCAS and send to Division
PCard Administrator.
Reviews NCAS PCard module of all transactions to ensure reconciliation is
within guidelines.
Monitors Works system and NCAS for possible fraud or questionable PCard
purchases.
Create reports for statistical data of PCards, purchases and vendors.
Keeps copy of documentation of all cardholders.
Notify Division Card Administrators/Reconciler/AP of any PCard discrepancies
in transactions or payments.
Roles for Division Card
Administrator
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Division/Facility Card Administrators
must be appointed before an Agency is
issued PCards.
Helps develop internal policy and
procedures of PCard.
Administrators submit requests to add,
change, delete cardholders. They also
have the authority to terminate a card for
misuse.
Receive PCards from Department PCard
Administrator and issue to cardholders.
Ensures each cardholder, manager and/or
reconciler are trained before issuing a
card.
Keeps documentation of all cardholder
forms and list of authorized signatures.
Provide a updated signature list to
Reconcilers, A/P and Department PCard
Administrator.
Reviews the NCAS PCard System to
ensure reconciliation is done within the
established guidelines.
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Act as a liaison between vendor and
cardholder to resolve PCard issues.
Ensures the monthly invoice for agency is
reviewed and signed by the assigned
official and forward to controllers office
to pay.
Notify Department Card Administrator,
Reconciler or AP of any PCard
discrepancies in transactions or
payments.
Administrators are also added in “Works”
the PCard maintenance system of Bank of
America.
Administrators can run detailed card
reports of active and inactive cardholders,
purchase reports, and declined purchase
reports.
Perform reviews of division purchases on
PCard at least weekly.
Administrators must provide access to
PCard records in the event of an audit
request.
Roles and Responsibilities for
Managers and Supervisors
Managers and/or Supervisors are required to attend training provided by the Department or Division
before a card is issued.
Initiate card request for permanent employees and submit to Division Card Administrator.
Review each purchase transaction receipt to justify necessary purchase.
Make sure cardholder’s signature is present, sign and date the receipt and
forward the receipt to reconciler within 2-3 business days.
Review NCAS transactions weekly if available, to insure you are receiving proper
receipts from your staff.
Review and approve the monthly statement for each employee with your signature
and forward to reconciler.
Notify Division Card Administrator of any changes to accounts.
Retrieve card from cardholder when an employee is leaving your department.
Destroy the card and notify the Division Card Administrator to deactivate the card.
Roles and Responsibilities of
Cardholder
The cardholder is responsible for all use of his/her card and safeguarding the card.
Cardholder is required to adhere to the Purchasing Card Procedures.
Cardholder is required to check Correction Enterprises, State Term
Contracts and HUB Vendor Listing for purchasing preferences. (Give
preference to Correction Enterprises on their commodities)
Keep a copy of each transaction to reconcile your monthly statement.
The Cardholder should receive a monthly statement if purchases have been made during the
statement cycle.
Forward each transaction receipt immediately (1 to 2 business days) to
supervisor upon signing with date and make a copy.
Review your monthly statement approving all charges, sign, date, and
forward to supervisor.
Roles for Reconciler and
Accounts Payable
RECONCILER
Reconciler reconciles the receipt in
NCAS with proper documentation,
receipts must have valid signatures
(cardholder/supervisor).
Reconciler is responsible for ensuring
statements have detailed receipts before
filing.
PCard documents are required to be
retained for five years and available for
auditing.
If a receipt is not available, a Transaction
Reconciliation form must be submitted.
Reconciliation for the statement period
should be done by the 7th of the
following month.
ACCOUNTS PAYABLE
Bank statements are verified for authorized
signatures before processing payments.
A/P Administrator verifies bank statement
and NCAS pay module match before
creating invoice.
Contact Department Card Administrator if
amounts do not match.
A/P Administrator creates invoice through
the NCAS once per month and submits
payment to the bank.
Roles for Purchasing
(Internal Auditing)
PURCHASING
 Purchasing should audit Procurement Card transactions
periodically for use of state term contracts, Correction
Enterprise, etc.
 Assist cardholders upon request of agency’s purchasing
policies.
 Purchasing should also occasionally audit the NCAS
module by cardholder to verify employees are not
superseding the DHHS’s purchasing policy.
Cardholder Enrollment Form
This form collects information required to
establish an individual’s account within the
system. All information is required on the form to
obtain accuracy in NCAS for reporting
requirements.
The Manager initiates form and forwards to the
Division PCard Administrator to submit to
Department PCard Administrator for processing.
Information from this form is entered into the
Works program to create an PCard account, and
within days the PCard is sent to Department
PCard Administrator to finish processing the
information into NCAS. Once all the information
is entered the PCard is sent to the Division PCard
Administrator for issuance.
NOTE: The PCard will not be issued before
training or signing the Employee Agreement
form.
Use of the Card
Cardholder is the only individual
authorized to make purchases using the
card.
Reference your P-Card Manual for
DHHS Purchasing Policy and Procedures
before making purchases.
The card does not supercede any State
P&C rules or Direct Pay Policies which
are already in place. (contact your
Purchasing Agent and/or Budget Officer, if
needed.)
Inform Vendor of agency’s tax exempt
status and provide the number which is
located on your card before purchasing
items. Verify that Sales Tax was not added
before leaving store.
The Cardholder shall be formally trained
to use the PCard and instructed in
proper purchasing procedures. After
training, you are required to sign an
Employee Agreement form to
acknowledge your responsibilities and
understanding the use of the card.
When a purchase is made, the Cardholder
must obtain an itemized receipt.
Your Division PCard Administrator will
issue you the PCard Manual at training.
Upon leaving employment, return PCard to
Supervisor to destroy and deactivate by Division
Card Administrator. If changing to new section,
notify PCard Administrator to update card
information or replace card.
Procurement Card Process
CARDHOLDER:
BEFORE PURCHASING ITEMS CHECK:
A. SUFFICIENT FUNDS IN ACCOUNT
B. ALLOWABLE PURCHASES
C. DEPARTMENT OF CORRECTION ENTERPRISES
D. STATE TERM CONTRACT LIST
E. HUB VENDOR LIST
When in doubt contact your PC Administrator or
Purchasing Agent
PURCHASING ITEMS:
*NOTIFY VENDOR OF TAX EXEMPT STATUS
AFTER PURCHASING ITEMS:
OBTAIN PROPER DOCUMENTATION FROM THE VENDOR:
1. OVER THE COUNTER
2. TELEPHONE
3. ON LINE *For security purposes you should only buy from websites that
begin with https:// as they are secure.
Procurement Card Process
UPON COMPLETION OF PURCHASES WITH PROPER SIGNATURES SEND
ORIGINAL RECEIPTS TO RECONCILER WITHIN 2-3 DAYS:
1. ORIGINAL RECEIPTS and/or
2. PACKING SLIP / WITH ITEMIZED PRICES and/or
3. PRINT ONLINE RECEIPT
CARDHOLDER AND SUPERVISOR MUST SIGN
KEEP A COPY FOR YOUR FILE
CARDHOLDER REVIEWS BANK STATEMENT
AND CHECK AGAINST RECEIPTS.
NOTIFY SUPERVISOR and/or P-CARD AMINISTRATOR OF ANY
UNAUTHORIZED TRANSACTIONS
CARDHOLDER AND SUPERVISOR MUST SIGN
STATEMENT, SEND ORIGINAL TO RECONCILER
KEEP A COPY FOR YOUR FILE
Merchant Category Codes
CARDHOLDER
Cardholder that is approved to purchase materials to complete their tasks within
their approved card limits. Examples: STC supplies, equipment repair,
Miscellaneous repair parts, postage/shipping
PURCHASING CARDHOLDER
Cardholder that is designated by purchasing to acquire goods and some services.
Examples: degree verifications, renewable subscriptions, advertisements, recycling,
shredding, post office boxes
BUDGETARY CARDHOLDER
Cardholder that is designated by budget to pay services that require special
approvals. Examples: conference registrations, booth rentals, license renewals,
organization fees, courses, teleconferences, memberships, dues, registrations,
similar fees
Merchant Category Codes
All cards are modified by MCC Codes that are opened or blocked to
goods and/or services. Your card is allowed to purchase commodities that
are permitted within your profile.
Agencies requiring special purchasing needs outside of their card profile
must obtain approval from OPCS and Controller’s office.
Agencies can submit the MCC Exception Request form to their Division
PCard Administrator for approval and forward to the Department PCard
Administrator for review and approval. The form is then sent to the
Controller’s Office for final approval.
Card Usage Authorized
The following are examples of potential purchases that can be made with the card up to the
cardholder’s delegated transaction amount:
*Office Supplies
*Cleaning Supplies
*Facilities maintenance, repair, operational supplies
*Auto fleet maintenance repair, operational supplies (not motor fleet vehicles) examples of
potential purchases that can be made with the card
*Other miscellaneous repair parts
*State Term Contract items
*Computer Hardware/Software/Printer (Emergency only must obtain approval from Purchasing
and DIRM and/or ITS)
*Purchases that have been granted prior approval from the Controller’s office are permissible
(see MCC Exception Request form)
Remember: Contracts constantly change so if there is any question regarding your
purchase you should contact your Purchasing office for guidance.
Card Usage - Unauthorized
The following purchases are NOT permitted with the Card:
*Purchases from State Agencies have been restricted from use including Correction
Enterprises, NC State McKimmon Center, UNC School of Government, etc
*Personal purchases
*Cash advances/Gift Cards
* Purchase over the Cardholder's transaction limit (controlled by the system)
*Meals, Travel and Entertainment (the card is not to be used for business travel or
entertainment unless approved by DHHS Controller's Office)
* Contractual or consulting services
*Motor Fleet Vehicles – services, gas, etc.
NOTE: If an PCard is declined and the vendor’s merchant category
(MCC) code is blocked, they should contact their PCard Administrator for assistance.
We will only open special (blocked) MCC’s when approved by DHHS Controller’s
Office and if the vendor does not accept a Purchase Order or Direct Pay.
STATE CONTRACT ITEMS
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CHECK WEBSITE FOR AUTHORIZED VENDORS:
http://www.pandc.nc.gov/numlistt.asp
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CORRECTION ENTERPRISES PRODUCTS (001A)
OFFICE SUPPLIES/EQUIPMENT (615A)
PAPER/ENVELOPES (645A):
SMALL PACKAGE DELIVERY (958A)
BATTERIES (450A)
TOOLS, HAND, and Related ACCESORIES (445A)
STATE CONTRACT ITEMS-615A
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Office equipment: Small office machines such as non-scientific calculators, adding
machines, typewriters, fax machines, and shredders. Computer periferals (including
flashdrives, disks, mouse, keyboard), headphones, clocks, powered telephone equipment
(including electrical connectors), and electrically corded devices such as surge protectors,
battery chargers, AC/DC adapters, and lamps also are within this category. Generally, office
equipment items will be non-consumable goods and operate by means of electricity,
including via battery power.
Paper/Envelopes: Small quantities of cut-sheet multi-purpose paper (total for same must be
less than $250 for any single order) used for printers, copiers, and certain fax machines.
Printer/fax cartridges/Remanufactured Toner: Toner, inkjet, and cartridges used in faxmachines, copiers and printers.
Office supplies: Pens, pencils, paper clips, ribbons, file folders, sticky note pads, in/out
boxes, waste baskets, floor mats, batteries of all types, handbooks and booksets, and any
other office supplies not identified in the three above categories. First aid kits, light bulbs,
flashlights, certain cabinets, electrical extension cords, various special file containment units
(such as small mobile file cabinets not covered by State contract 425G), and video and
computer data storage media of all types are in this category as well.
Delivery is two business days after receipt of an order. The minimum purchase to
qualify for fee shipping is $25. Orders less than $25 will be charged a $5 shipping fee.
If you have any questions about your order, please contact your Purchasing Officer at OPCS.
STATE CONTRACT ITEMS-645A
 PAPER:
Dual Purpose Paper - Virgin Paper
Dual Purpose Paper – Recycled Paper (30% Recycled with 30% Post
Consumer Content)
Bond Copy Paper, Recycled (50% PC Content/Non-Chlorine Bleached
Paper)
Bond Copy Paper, Recycled (100% PC Content/Non-Chlorine
Bleached Paper)
Dual Purpose Paper, Colors – Recycled Paper (30% Recycled with
30% Post Consumer Waste)
Offset Paper, Virgin, White
Offset Paper, Colors
This contract will be for a minimum order of $250.00 for any single
order. Agencies are authorized to purchase from STC 615A below
the minimum order.
STATE CONTRACT ITEMS
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STC 958A
Small Package Delivery
Fedex
UPS
 STC 450A
Dry cell alkaline, general-purpose dry cell, lithium and rechargeable batteries
The minimum order, qualifying for prepaid transportation, is $25.00 for any single order.
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STC 445A
Tools, Hand, and Related Accessories
The minimum order, qualifying for prepaid transportation, is $100.00 for any single order.
Procedures for
Returns and Problems
If card is lost or stolen, immediately notify the bank
and your Division Card Administrator.
In the event of fraud, any charges posted to NCAS
will be credited back to the PCard. An Affidavit
Of Fraud Claim will be completed by the cardholder
and submitted to the bank.
Fraud charges will need to be reconciled as the other
valid transactions. A Transaction Reconciliation
Form must be completed and forward to Reconciler
to process as a receipt.
All transactions (debits or credits) should have a
receipt. Cardholders should contact vendor for
missing or lost receipts. If a receipt is not available
a Transaction Reconciliation Form should be
completed.
Return items should be returned to vendor and a
credit issued on one receipt. The receipt must
have signatures and forwarded to supervisor
and reconciled just like all other transactions.
If item is damaged, the cardholder is responsible
for working with vendor to correct. If after a
reasonable time problems still exists, notify the
departmental administrator to resolve with the
bank and/or vendor.
Misuse or Abuse of the Card
If a Cardholder is making unauthorized
purchases for which the card is not
intended, he or she may be liable for the
total dollar amount and may be subject to
appropriate action up to dismissal.
A PCard Violation form will be completed
by the Supervisor and forward to the
Division PCard Administrator.
GS114-15.1 requires state employees report
any information or evidence of an attempted
arson, or arson, damage of , theft from or
theft of, or embezzlement from, or misuse
of any state-owned personal property,
building or other real property and must
complete State Property Misuse Report
Form.
PCard Violation Form
Type of violations that must be reported on the PCard Violation
form:
*Failure to provide documentation on time and/or review transactions on time
*Lack of documentation
*Split transaction to circumvent card limits and/or bidding requirements
*Failure to follow DHHS purchasing guidelines for purchasing goods and services
*Inappropriate purchase (not within the DHHS purchasing guidelines)
*Personal purchase
If Division Card Administrator or Department Card Administrator suspect a PCard
violation, the Division will contact the Supervisor about the possible
violation. The Supervisor and Cardholder will complete and submit the form to
Division PCard Administrator for approval and forward to DHHS Department
PCard Administrator.
Maintenance Forms
The Maintenance Form should be completed by the Supervisor and used
for the following:
*Name Change
*Address Change
*Transaction Limit Changes
*Credit Limit Changes
*MCC Change
*Suspend Accounts
*Close Accounts
*Accounting Code Change
Submit to Division Card Administrator for approval and forward to
Department Card Administrator.
NCAS Cardholder Enrollment
This screen demonstrates how a new card holder is loaded into the North Carolina Accounting
System
N23 PC
NCAS PROCUREMENT CARD SYSTEM
CARDHOLDER POLICY
PCCP
NEXT FUNCTION: ________ ACTION: ________
07/16/2009 10:35:51
REQUEST: ________
===============================================================================
AGENCY
: 20
LOCATION NO: 2002
CARD NUMBER : 1234567801239899
ADM NO: ____
FIRST NAME
: JANE
MIDDLE INITIAL : _
LAST NAME
: DOE
CARDHOLDER PHONE : 919-855-4089
CARDHOLDER ACTIVE INDICATOR : Y
CARDHOLDER ACTIVATE DATE : 07/16/2009
CARDHOLDER INACTIVATE DATE : 07/16/9999
DEFAULT GL DATA
CARDHOLDER GL COMPANY
: 2001
CARDHOLDER GL ACCOUNT
: 533110
CARDHOLDER GL CENTER
: 11012105
TAX COUNTY CODE
: 92
Bank of AmericaWorks System
Once the card request has been entered into the Works system, a card is assigned and this information is
created. Cardholders should check their card for correct spelling, assigned agency and their credit limits.
Your PCard Administrator can give you your card purchasing limits and list of approved purchasing.
Division PCard Administrators can access the Works system and check purchases by individuals
or vendors and run card reports.
Embossed Name JANE DOE (as shown on card)
Card ID 1234567801239899 (card number)
Group Name DHHS VOC REHAB CLIENT (assigned agency)
Profile COC82 (general mcc codes for approved purchases)
Credit Limit CL$ 750 (monthly card limit-renewable on the 28th of the
month)
TXN Limit STL$ 500 (maximum single limit purchase of card per vendor)
NCAS P- Card Module
This screen identifies how transactions are transferred from the bank as the cardholders make
their daily purchases
N23 PC
NCAS PROCUREMENT CARD SYSTEM
PUTL
UNRECONCILED TRANSACTION
040 - NO MORE RECORDS TO DISPLAY
NEXT FUNCTION: ________ ACTION: ________
07/16/2009 10:44:17
REQUEST: ________
==============================================================================
AGENCY
: 20
LOCATION : 2002
AGENCY NAME : DHHS-CENTRAL ADMIN
ADMIN # : ____
TRANS. I.D. : _________
CARD NUMBER : ________________ CARDHOLDER : _____________________________
TRANS. DATE : __________
POST DATE : __________ __________
SEL TRANS.
TRANS.
PAY TRANS. POSTING
DATE
AMOUNT
VENDOR NAME
IND. I.D.
DATE
_ 07/07/2009
199.00 DRI WWW.ELEMENT5.INF _ 003820190 07/08/2009
_ 07/09/2009
29.00 LIBERTY NAMES OF AME _ 011119195 07/13/2009
_ 07/13/2009
.23 INTERNATIONAL TRANSA _ 011219195 07/13/2009
_ 07/02/2009
197.90 FORMS AND SUPPLY - A _ 006719188 07/06/2009
_ 07/02/2009
14.34 USPS 366370016310020 _ 006819188 07/03/2009
_ 06/29/2009
199.98 STAPLES
001072 _ 004619183 07/01/2009
_ 06/29/2009
8.99 STAPLES
001072 _ 004719183 07/01/2009
_ __________ _________________ ____________________ _ _________ __________
PAGE NO:
1 SCREEN STATUS: END OF LIST
Card Holder Purchases
This screen shows how we can identify one cardholder with any specific dates to see all their purchases
N23 PC
NCAS PROCUREMENT CARD SYSTEM
INVOICE LIABILITY SCREEN
PILS
NEXT FUNCTION: ________ ACTION: ________
07/16/2009 10:48:14
REQUEST: ________
===============================================================================
AGENCY : 20
LOCATION # : 2002 SHOW OPT: _
AGENCY NAME : DHHS-CENTRAL ADMIN
ADM #
: ____
TRANS. I.D. : _________
CARD NUMBER : 1234567801239899 CARDHOLDER : Jane Doe
TRANS. DATE : __________
POST DATE : 04/28/2009 06/27/2009
SEL TRANS.
TRANS.
PAY TRANS. POSTING ST
DATE
AMOUNT
VENDOR NAME IND. I.D.
DATE
_ 04/27/2009
32.83 OFFICE DEPOT #1220 P 001719119 04/28/2009 1
_ 05/05/2009
-32.83 OFFICE DEPOT #1220 P 004319128 05/07/2009 1
_ 05/06/2009
-19.28 SYX TIGERDIRECTINC P 004419128 05/07/2009 1
_ 04/28/2009
82.95 DURALINE IMAGING I P 003218121 04/30/2009 1
_ 05/13/2009
114.95 NETWORK SOLUTIONS, P 010618139 05/15/2009 1
_ 05/29/2009
95.00 K M DATA, INC.
P 008619153 06/01/2009 1
_ 06/03/2009
330.00 NIGP.ORG
P 009120160 06/05/2009 1
_ 04/29/2009
-71.18 FORMS AND SUPPLY-A P 008020125 05/01/2009 1
PAGE NO:
1 SCREEN STATUS: MORE
Reconciling
This screen shows how we distribute the funding to different accounts and cost centers when
reconciled.
N23 PC
NCAS PROCUREMENT CARD SYSTEM
PTRM
TRANSACTION RECONCILING AND MAINTENANCE
040 - NO MORE RECORDS TO DISPLAY
NEXT FUNCTION: ________ ACTION: ________
07/16/2009 10:57:53
REQUEST: ________
===============================================================================
CARD NUMBER : 1234567801239899 VENDOR : NIGP.ORG
CARDHOLDER
: JANE DOE
800-367-6447 /VA/20170 /
POSTING DATE : 06/05/2009
ALLOCATED TOTAL :
330.00
TRANSACTION DATE : 06/03/2009
TRANSACTION TOTAL:
330.00
TRANSACTION ID : 009120160
COUNTY CODE
: 92 WAKE
S LINE TAX AMOUNT
COMP ACCOUNT
CENTER RECYCLE STC SVC
NO. IND PCT TAX AMT ACCR TAX
ITEM DESCRIPTION
_ 01
330.00 2001 533110
1011030100 _ _ _
_ .000
.00
.00 Government Membership Organization_ 02 _________________ ____ __________________ ____________ _ _ _
_ ______ _________ _________ ________________________________________
_ 03 _________________ ____ __________________ ____________ _ _ _
_ ______ _________ _________ ________________________________________
_ 04 _________________ ____ __________________ ____________ _ _ _
_ ______ _________ _________ ________________________________________
CONTINUE TO PTR2 : _
Employee Agreement Form
This agreement form when
signed & dated by the employee,
hereby acknowledge and agree to
abide by the policies and
procedures pertaining to the
Procurement Card.
The Supervisor/Manager signature also
acknowledges that the employee has
been trained and understand the
requirements of the PCard.
Issuance of Card
After the Employee Agreement
Form has been signed, the PCard is
given to the trained cardholder.
The Card is now ready to be used.
Please check your name for the
correct spelling and assigned
agency.
Inform your PCard Administrator
for inaccuracies.
You are now a Cardholder
Now that you are aware of
the policy and procedures
your lives will be simpler
with the integration of The
PCard. Please keep a copy
of your signed agreement
and P-Card Manual.
You are now authorized to
use your P-Card for small
purchases.
PCard Test Review
 You have been given a short test to provide
documentation of your training.
 Please Submit your completed test to your
Division PCard Admininstrator.