Department of Community
Affairs
Purchasing Card Cardholder
Training
1
Introduction
The objective of this State Purchasing
Card training is to instruct cardholders on
the proper usage of the State Purchasing
Card (PCard).
 Periodically throughout this training
session you will be required to answer
questions that test your knowledge of the
PCard program. Each question will need
to be answered correctly before you are
able to proceed with the training session.

2
AGENDA

Part 1 – GENERAL INFORMATION

Part 2 – TRAVELERS

Part 3 - BUYERS
3
Part 1 – General Information

The topics that will be covered are:
 The
P-Card Program
 Cardholder
 General
Responsibilities
Information
4
P-card Program
Allows each P-Card group to map out its
own plan for using the card.
 Travel
 Buyer (Commodities and Service)
 Both (Buyer & Traveler)

5
The Purchasing Card Program
 The
Purchasing Cards are
restricted use, non-revolving credit
cards issued to state employees for
official state business only.
 It may be presented to any Merchant
who accepts Visa.
 The Purchasing Card is the property of
Bank of America and the state. Only
YOU, the cardholder can use the card.
6
The Purchasing Card Program

When possible, use Merchants that are
nationwide.

The Purchasing Card works like a
personal credit card or corporate card,
treat the card with care, respect and
confidentiality.
7
How does the Purchasing
Card Work?


When you use your Purchasing Card, the
vendor is paid electronically by Bank of
America, usually within 72 hours. Bank of
America then transfers the charge to our
agency within FLAIR. (SAMAS)
The Agency approval process authorizes
FLAIR to create the appropriate
disbursement transaction to repay Bank of
America.
8
P-Card Program

Each card is issued with transaction limits




Single Purchase
Per Day
Per Month
The limit is stated on the Cardholder Profile form
that you and your supervisor signed. If your limit
needs to be changed due to changes in your job
duties or an unexpected agency event or emergency,
your supervisor will be required to send an email to
the Purchasing Card Administrator requesting the
change in transactions limits.
9
P-Card Program
Reasons for Decline

Over allowable credit limits:
 Per
transaction
 Daily
 Monthly


Type of merchant being used. You may be
unable to use certain Merchants as a result of
conflict between Merchant codes assigned to
your cardholder account and those assigned
to the Vendor.
Card is no longer active.
10
How does the Purchasing Card
Work?

All your transactions (charges & credits)
are applied directly to your cost center and
paid by the agency.

When a zip code is required to complete a
transaction, use zip code 32399.
11
Cardholder
Responsibilities



If the card is lost or stolen, the bank must be
informed immediately. Be prepared to give your
security code, which is your Mother’s maiden
name. Do not order a replacement card, notify
your Purchasing Card Administrator, who will
order the replacement card for you.
You may also need to comply with financial
disclosure requirements, if you have been
authorized for purchases over $1,000.
Upon notification of Employment termination,
discontinue using the card to allow sufficient
time to turn in all your receipts.
12
Cardholder
Responsibilities - continued

Prior to making a purchase, remind the vendor of
your Agency’s Tax Exempt status. The Agency’s
Tax Exempt # is printed on the face of your
Purchasing Card. A “Consumer’s Certificate of
Exemption” card may be issued to you as well
that indicates the Agency’s Tax Exempt number.

Obtain, sign and forward receipts with a
receiving date to your Agency within 3 working
days of each transaction. Keep a copy of the
receipt and submit the original to your reconciler.
13
Cardholder Responsibilities
Identify disputed items and attempt to
reach a resolution directly with the vendor.
 If the Vendor refuses to resolve the
dispute, you must complete the
“Commercial Card Claims Statement of
Disputed Item” form within 60 days of the
transaction date of the dispute and forward
the completed form to the Purchasing
Card Administrator.

14
Cardholder Responsibilities
The same purchasing rules apply when
using the card as when using other forms
of procurement.
 You are expected to know and follow
appropriate Florida statutes, state laws,
and guidelines.

15
Cardholder Responsibilities

Cardholder Profile Information: Must be
completed with all the required information
and signatures before a card can be
ordered.

Cardholder Agreement: Must be signed
and dated after you have received your
purchasing card training and your p-card.
16
Cardholder Responsibilities
If a cardholder makes a reservation and
the trip is canceled, it is the cardholder’s
responsibility to cancel the reservation.
 If a receipt is lost or the cardholder can’t
obtain a receipt, the cardholder must
complete the, “Replacement Receipt” form,
and have the form signed by their
supervisor.

17
Cardholder Responsibilities

When your card is about to expire,
Bank of America will automatically mail
a replacement card to the Purchasing
Card Administrator. You should submit
your old card to the Purchasing Card
Administrator, who will destroy your
old card and issue the new one to you.
18
Part 2 – TRAVELERS

The topics that will be covered are:
 General
information
 Cardholder Responsibilities
 Prohibited P-Card purchases
 Allowable P-Card purchases
 Receipt Requirements
 Timeframes
 Required Paperwork and Forms
 Penalties for Improper Use
19
General Information

Intended use - Official State Business ONLY
 traveler purchasing card transactions must be
in compliance with Section 112.061, F.S.

Traveler may decline or accept the P-Card.

When declined, traveler will not be eligible for …
 travel advances or
 use of DCA’s central billing accounts.
20
Cardholder
Responsibilities

Travel Voucher must be submitted to resolve any
outstanding advances prior to receipt of your P-Card.

Have you previously used DCA Central Billing Accounts
. . . Alpha?
 If so, have them change your ID in their system to
reflect that future charges will be placed on your PCard.
. . . Avis?
 If so, have them change your Wizard ID in their
system to reflect that future charges will be placed on
your P-Card.
21
Prohibited P-card Purchases

FOOD/MEALS

TOLLS and Associated Fees

VALET PARKING (non-mandatory)

FUEL, except for a rental vehicle in your
name for official state business

Hotel charges other than room cost and
mandatory hotel parking
22
Prohibited P-Card Purchases







Cash advances from ATM machines
Cash refunds for returns
Non-business or Personal Items
Laundry
Internet or Telephone Charges
Maps
Supplies
23
Allowable P-card Purchases
Transportation
Airfare Charges
Responsibility of traveler to find the most
economical fare possible.
 If you book your flight over the phone or
on-line, make sure to get a print out of
your confirmation and receipt.

24
Allowable P-card Purchases
Transportation
Avis Car Rentals


Reservations for vehicles should be made using the
AVIS contract - Class B compact car.
Any upgrade requires …


pre-approval from your supervisor and
written justification when your receipt is submitted for
processing.
25
Allowable P-card Purchases
Transportation
Avis Car Rentals – Fuel



The P-Card may be used for fuel purchases only
for Avis Car Rentals, while on official state
business.
The receipt for fuel purchases must show vendor
name, price per gallon, total gallons, and total
cost of fuel purchased.
If a Zip Code is requested, use 32399.
26
Allowable P-card Purchases
LODGING


Cost of the Room ONLY
REMEMBER:
Non-mandatory charges are not allowed. . .
 Some
examples: non-mandatory valet parking, room
service, phone charges, internet charges, hotel
restaurant charges, safe charges, or movies;
 must be charged to your personal card or paid with
cash;
 Request that non-mandatory charges be put on a
separate invoice/receipt from any other charges
27
Allowable P-card Purchases
Parking

Airport Parking

Mandatory parking at hotels
28
Allowable P-Card Purchases
Registration Fees for
Conference/Convention

If this charge is denied . . .




The problem may be the vendor merchant code
Contact the Purchasing Card Administrator for further direction
Charges must be pre-approved
An approved “Authorization to Incur Travel Expenses”
form must be submitted with your receipt for processing
29
Receipt Requirements
It is required that . . .

Original receipts are submitted to the agency

Every receipt must be legible in order to audit
and process the charges.
(Reference - Department of Financial Services - Reference Guide for
State Expenditures, Purchasing Card Transactions)
30
Receipt Requirements

Receipt must clearly reflect . .

description of goods or services acquired,
 number of units and cost per unit.

When the vendor uses a
statement/invoice as a receipt . . .

it must provide the same info as a receipt,
 clearly indicate a “0” balance and
 reference as a Visa payment.
31
Receipt Requirements

All receipts must be signed and dated by the
cardholder
 per
Section 215.422, F.S., to indicate the receipt,
inspection and acceptance of the goods or services

Acronyms and non-standard abbreviations for
programs or organizational units within an
agency should not be used in the supporting
documentation unless an explanation is also
included.
32
Timeframes

Department of Financial Services and Bank of
America (BOA) timeframes:
 Payment
is due to BOA within 10 days
 Clock starts when your card is charged


A signed “Authorization to Incur Travel
Expenses” form and the receipts must be
sent to your Approver within three business
days.
Timely compliance at each level of the
approval process is very important.
33
Required Paperwork and Forms

Monthly P-Card Reconciliation Report is submitted
to the General Accounting Office for processing



Original P-Card receipts for each cardholder are attached to
this report by your approver or division liaison
Purchasing card transactions must be supported by
itemized merchant/vendor sales receipts (i.e.,
documentation that identifies items purchased and amount
paid for each item).
Purchasing card transactions are post-audited by the
Bureau of Auditing for compliance with applicable
guidelines and disbursement rules and regulations
34
Required Paperwork and Forms


Complete the Voucher for Reimbursement of Travel
Expenses form
 See your division liaison for assistance in completing
this form
Voucher for Reimbursement of Travel Expenses must
include
 the original receipts of the allowable travel expenses
to be reimbursed, and
 a copy of the receipts for charges made to your PCard
35
Penalties for Improper Use


The cardholder is responsible for . . .
 proper use of the P-Card in accordance with state
law and agency policies and procedures.
 reimbursing the state if charges are determined to
be Unauthorized/Invalid/Prohibited
Misuse of the P-Card may result in . . .
 suspension of the card
 possible disciplinary action
36
Penalties for Improper Use

If P-Card is revoked, the employee will . . .
 be
responsible for paying all travel expenses out
of pocket and
 not be eligible for advances or use of DCA central
billing accounts.
37
The Purchasing Card has been a great success,
so do your part and let’s keep it successful!
Questions and Answers
Any travel questions?
38
Part 3 – BUYERS

The topics that will be covered are:
 Levels
of Approvers
 Prohibited Charges
 Allowable Charges
39
Level of Approvers



Level 1 – Cardholder-Approve the charges
made on their P-Card. (Varies between travel
charges and commodity charges.)
Level 2 - 7 – Division Approvers-The line of
approvers assigned to a single cardholder who
review the receipts and any supporting
documentation.
Level 8 – General Accounting
40
General Accounting:
The 008 Approver

This Approver level is required and is the final
approver.

The General Accounting Office will
reconcile/audit the charge to ensure proper
financial data is used.

Charge is approved by the General Accounting
Office and then an EFT payment is sent to Bank
of America by DFS.
41
Prohibited Charges









Cash advances from ATM machines
Cash refunds for returns
Non-business or Personal Items
OCO (Operating Capital Outlay) Items
Employee Moving expenses
Gasoline & petroleum products-Employees on official
travel business may purchase fuel only with the P-Card
when using a rental vehicle.
Tolls
Services $35,000 & above (Including Manpower)
Perquisites
42
More
Prohibited Purchases

Per Rule 69I-40.103, F.A.C., expenditures from state
funds for the items listed are prohibited unless
“expressly provided by law”:

(a) Congratulatory telegrams.
(b) Flowers and/or telegraphic condolences.
(c) Presentment of plaques for outstanding service.
(d) Entertainment for visiting dignitaries.
(e) Refreshments such as coffee and doughnuts.
(f) Decorative items (globe, statues, potted plants,
picture frames, etc).
(h) Greeting Cards, per Section 286.27, F.S.

43
Allowable Charges:
Business-Related Purchases Only
BUYERS
 Purchase of Commodities
 Repairs & maintenance-Not Allowed for
personal owned or rental vehicles.
 Training registrations
 Newspaper ads
(Personal items must never be purchased using
the P-Card.)
44
The Purchasing Card has been a great success,
so do your part and let’s keep it successful!
Cardholders are encouraged to:
1. Use Minority merchants.
2. Use vendor’s registered in MFMP.
3. Purchase commodities that are made
from recycled materials.
45
Contacts
PURCHASING
Steve Schmidt
Purchasing Administrator
stephen.schmidt@dca.state.fl.
us
(850) 922-1622
(Fax) 922-2979
Christine Savage, Supervisor
Budget & Revenue Manager
(850) 922-1658
General Accounting
Nancy Quaney
General Accounting Manager
nancy.quaney@dca.state.fl.us
(850)922-1717
DEM Finance
Pat Smith, Supervisor
Finance Manager
(850)413-9875
Pat.smith@em.myflorida.co
Michelle Riley, DEM P-card
Administrator
(850)413-9944
Michelle.riley@em.myflorida.com46