East Carolina UniversityEast Carolina UniversityDept of Materials Management

ECUECUProCard

ProgramProgram

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YOUR PROCARD STAFFYOUR PROCARD STAFFFrances FlowersFrances Flowers

ProCard ManagerProCard Managerflowersf@ecu.edu

328-2761328-2761

Melissa EakesMelissa Eakes

ProCard Assistant ManagerProCard Assistant Managereakesm14@ecu.edu

737-1852737-1852

Debbie SteinmetzDebbie Steinmetz

ProCard Assistant ManagerProCard Assistant ManagerSteinmetzd@ecu.edu

328-5636328-5636

Materials Management 328-6434Materials Management 328-6434www.ecu.edu/purchasing - Click “ProCard” - Click “ProCard”

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WHAT YOU WILL LEARN TODAYWHAT YOU WILL LEARN TODAY What is a ProCard?What is a ProCard? Purpose and BenefitsPurpose and Benefits Costs and RequirementsCosts and Requirements Policy and ProcedurePolicy and Procedure ResponsibilitiesResponsibilities Conference RegistrationsConference Registrations Airline, Bus and Train FaresAirline, Bus and Train Fares LodgingLodging DocumentationDocumentation ReconciliationReconciliation Works Payment ManagerWorks Payment Manager

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A “PROCARD” IS……A “PROCARD” IS…… Short for Procurement Card Short for Procurement Card

– (may also be referred to as Purchasing Card or Pcard)(may also be referred to as Purchasing Card or Pcard)

Corporate VISA credit cardCorporate VISA credit card

For business use onlyFor business use only

Issued in employee’s nameIssued in employee’s name

Charges are billed to the UniversityCharges are billed to the University

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… here to save you from frustration!

PURPOSE OF THE PROCARDPURPOSE OF THE PROCARD

CARD HOLDER / UNIVERSITY BENEFITSCARD HOLDER / UNIVERSITY BENEFITS

Reduces forms, paperwork, data entry, processing time, costs, Reduces forms, paperwork, data entry, processing time, costs,

number of invoices and checks processed, need for reimbursements number of invoices and checks processed, need for reimbursements

and petty cash accountsand petty cash accounts

Replaces purchase orders, standing orders and direct pays for most Replaces purchase orders, standing orders and direct pays for most

small dollar purchasessmall dollar purchases Allows rapid turnaround on low dollar goods and services Allows rapid turnaround on low dollar goods and services Easier to make allowable purchases.Easier to make allowable purchases. Most merchants accept VISAMost merchants accept VISA Does not require use of personal fundsDoes not require use of personal funds A purchase requisition is not requiredA purchase requisition is not required ECU is not charged to use the cardECU is not charged to use the card Research shows that it costs ~$74 to process a check.Research shows that it costs ~$74 to process a check. 55

Required purchases on ProCard: Conference Registrations, Required purchases on ProCard: Conference Registrations, Membership Dues, Certifications, Publications, Examination Membership Dues, Certifications, Publications, Examination Fees and SubscriptionsFees and Subscriptions

For these reasons, every department needs at least one For these reasons, every department needs at least one cardholdercardholder

CONTROLS:CONTROLS:– Merchant categories (MCC codes) can be restricted or blockedMerchant categories (MCC codes) can be restricted or blocked– Spending limits are set for each cardSpending limits are set for each card– Provides reconciler oversightProvides reconciler oversight– Audit of transactionsAudit of transactions

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PURPOSE & BENEFITS cont.

Policy and ProceduresPolicy and Procedures

Responsible individuals who have regular purchasing needs Responsible individuals who have regular purchasing needs should have a ProCard. should have a ProCard.

Cardholders must be ECU staff or faculty with “permanent” Cardholders must be ECU staff or faculty with “permanent” or “time-limited” employment statusor “time-limited” employment status

Department Head approval of card and selected spending Department Head approval of card and selected spending limit is requiredlimit is required

The ProCard must be used ONLY by the named cardholder. The ProCard must be used ONLY by the named cardholder.

There are NO “departmental” cards. There are NO “departmental” cards. NO SHARING!NO SHARING!

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Policy & Procedures – ContinuedPolicy & Procedures – Continued

State, Grant, Practice Plan, Special funds and Foundation State, Grant, Practice Plan, Special funds and Foundation Funds are allowed. All purchases must follow funding Funds are allowed. All purchases must follow funding allowances. If in question, contact the funding office for allowances. If in question, contact the funding office for prior approval.prior approval.

NO PERSONAL purchases allowedNO PERSONAL purchases allowed Cardholders sign a “Card Use Agreement”Cardholders sign a “Card Use Agreement” Cards must be returned to the ProCard Office to be Cards must be returned to the ProCard Office to be

cancelled and destroyed if you transfer to another cancelled and destroyed if you transfer to another department OR leave the University. Cards are ECU department OR leave the University. Cards are ECU property.property.

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Budget Office – See “ECU Spending Budget Office – See “ECU Spending Guidelines” Guidelines” http://www.ecu.edu/financial_serv/budget.cfm

Foundation Fund transactions require Foundation Fund transactions require you to attach receipts and other you to attach receipts and other documentation in WORKS for review. documentation in WORKS for review. See User’s Guide.See User’s Guide.

What do my funds allow?What do my funds allow?

Policy & Procedures – ContinuedPolicy & Procedures – Continued

Never accept cash, checks or gift cards for returnsNever accept cash, checks or gift cards for returns State Contract items must be purchased throughState Contract items must be purchased through

the contract source(s)the contract source(s) Original, priced, itemized receipts or invoices are Original, priced, itemized receipts or invoices are

required for each transactionrequired for each transaction Splitting transactions to avoid spending limits are Splitting transactions to avoid spending limits are

strictly prohibitedstrictly prohibited Funding authority…The ProCard doesn’t change what Funding authority…The ProCard doesn’t change what

you can buy, but how you pay for it!you can buy, but how you pay for it! All Departmental, Travel and University policies and All Departmental, Travel and University policies and

procedures must be followed.procedures must be followed.

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University RequirementsUniversity Requirements All transactions are uploaded to Banner monthly All transactions are uploaded to Banner monthly

(Accounting System of record); posted to the GL {J63 (Accounting System of record); posted to the GL {J63 entries}; and payments issued to the bank monthlyentries}; and payments issued to the bank monthly

The University conducts an on-going audit of The University conducts an on-going audit of purchases to insure a high degree of integrity and purchases to insure a high degree of integrity and confidence in the systemconfidence in the system

University must pay the bank within 10 days after University must pay the bank within 10 days after close of the monthly billing cycleclose of the monthly billing cycle

Charges are Charges are paid in fullpaid in full each billing cycle each billing cycle1111

Vendor Benefits & RequirementsVendor Benefits & Requirements

Improves vendor’s cash flowImproves vendor’s cash flow[[Bank pays vendors within 2-3 days]Bank pays vendors within 2-3 days]

The vendor has a higher confidence level in VISA The vendor has a higher confidence level in VISA than a purchase orderthan a purchase order

Card eliminates need for additional accounts Card eliminates need for additional accounts receivable processingreceivable processing

Requires no special enrollmentRequires no special enrollment[If vendor accepts VISA, not restricted] [If vendor accepts VISA, not restricted]

Vendor pays a transaction fee to VISAVendor pays a transaction fee to VISA

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TYPES OF CARDSWe allow transactions for ECU business purposes only. Your card can be used for the “Type of Spending” requested and approved on your ProCard application and upgrade forms, if needed:

1.Basic – Includes items such as routine supplies, materials, books, memberships, subscriptions, registration fees and service expenses.

2.Air/Bus/Train Upgrade – Includes air/bus/train fare allowances, in addition to Basic purchases.

3.Lodging Upgrade – Includes lodging allowances, in addition to Basic and Air/bus/train allowances.

ProCard Spending LevelsProCard Spending LevelsSingle

TransactionDaily

TransactionMonthly

Transaction

ECU – 2 $500 $2,500 $5,000

ECU – 3 $1,500 $3,000 $10,000

ECU – 4 $2,500 $5,000 $15,000

ECU – 5 $5,000 $10,000 $25,0001414* No splitting of charges is allowed.

Sample Purchases Allowed

State contract items purchased through State contract vendors Memberships and organization dues* Licenses such as nurses, doctors, etc. Subscriptions – To a business address / Annual Only / includes software subscriptions* Conference registrations (all ECU Travel policies apply)* Publications* Interlibrary Loans Postage and stamps Express shipping & freight Advertising Certifications* Office, lab supplies and equipment, accessories, peripherals (contract vendors) Software (must be approved by ITCS or Materials Management; cpo@ecu.edu), Maintenance contract / agreement payments with initial contract approval by Materials Management

on file and documented with statement. Air, bus and train fares (Additional approval required. One checked bag allowed each way.) Lodging, including Internet and Parking (Additional approval required.) Promotional items with approval from funding source and logo review, as required.

http://www.ecu.edu/cs-admin/mktg/logo_review.cfm Student group functions including travel, events and group meals (Additional approval required.)

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* Required to be paid on ProCard (Some exceptions apply.)

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Effective January 27, 2013, vendors can legally charge a transaction fee on VISA/MasterCard credit card purchases.  The “check-out fee,” if any, will be determined by the merchant, but cannot exceed 4% of the transaction amount.  The vendor must inform you at the time of sale that there will be a surcharge and the amount of the fee.  The charge should be shown on your receipt as well.  It is up to your department’s discretion whether they are willing to accept the fee or prefer to submit a requisition in PORT.  For the University, the cost savings of using the ProCard still outweighs the potential fees charged and the costs of submitting requisitions for low dollar purchases.

If you feel the surcharge is in excess of the 4% or wasn’t communicated to the cardholder in advance, you may file a merchant violation form online https://usa.visa.com/checkoutfees/contact.jsp

VENDOR SURCHARGE

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International transaction fees are a legit charge, but you will not receive a receipt for them.  It is a fee that is approximately 1% of the purchase price that the bank charges when you make a purchase outside of the U.S.  Sometimes, when purchasing items online, you will not even realize that the vendor is not in the U.S., so it’s easy to get them confused. 

To find out what charge your fee goes with, login to WORKS and click on your vendors.  Then, under “transaction” tab, click the number beside Vendor ID.  That will show you the address of the vendor.  If the vendor is not in the U.S., the fee goes with it. 

The international transaction fee must be coded to the same FOAP as the transaction it belongs with.

INTERNATIONAL TRANSACTION FEE

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TRAVEL AND THE PROCARD Approved University Business Only

All ECU Travel and ProCard policies and procedures apply. Contact the ECU Travel Office with travel questions or for travel instructions. (traveloffice@ecu.edu) http://www.ecu.edu/cs-admin/financial_serv/indextraveloffice.cfm Travel must be approved and TRA form must be on file before paying for travel related items.Do NOT request reimbursement for expenses paid on your ProCard.

– Note that it was paid on ProCard on Travel Request Authorization.

Attach original priced documentation with the ProCard statement.– Include: dates of travel, cost of ticket, travel itinerary.

No rental cars, gas, toll fees or taxis. Shuttles are allowed from airport to hotel and back only.No meals allowed, due to per diem rates.

Non-business and personal expenses must be handled on the traveler’s personal credit card.

Paying Conference RegistrationsPaying Conference Registrations

Use correct Banner Accts (change in WORKS, if needed)Use correct Banner Accts (change in WORKS, if needed)– In State Registration Fees 73551In State Registration Fees 73551– Out of State Registration Fees 73552Out of State Registration Fees 73552– Out of Country Registration Fees 73553Out of Country Registration Fees 73553

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Registrations may be paid using the ProCard. Extra events / items are only allowed if business-related and fund approved. Meals cannot be paid with the ProCard, due to per diem rates.

– Exception: If it’s included in the registration fee or if combined with an approved event.

– Optional, non-business related, meals added to registrations must be paid using personal funds, as you may only receive the per diem rate.

Copy of registration form showing who, what, when, where and how much needs to be included with ProCard statement.

If you cannot use the ProCard, write reason on Direct Pay Form

Air, Bus and Train FaresAir, Bus and Train Fares Requires upgrade request form approved by your Dept. Head. Requires upgrade request form approved by your Dept. Head. University business only. Business purpose must be documented.University business only. Business purpose must be documented. If you are extending your business trip to include vacation time, you If you are extending your business trip to include vacation time, you

MUST obtain two quotes: One showing how much your ticket would MUST obtain two quotes: One showing how much your ticket would be if you only go for the required days and another showing how be if you only go for the required days and another showing how much the ticket is with your extra days. Both quotes must be from much the ticket is with your extra days. Both quotes must be from same vendor and you may only pay on the ProCard if the ticket is the same vendor and you may only pay on the ProCard if the ticket is the same amount or less.same amount or less.

““Combined Business and Personal Travel Memo” must be approved Combined Business and Personal Travel Memo” must be approved and submitted with ProCard statement if paid on ProCard and to the and submitted with ProCard statement if paid on ProCard and to the Travel Office with the reimbursement request, if paid out of pocket. Travel Office with the reimbursement request, if paid out of pocket. http://www.ecu.edu/cs-admin/financial_serv/indextraveloffice.cfm http://www.ecu.edu/cs-admin/financial_serv/indextraveloffice.cfm

Do not accept insurance/trip protection or early check-in fees. Do not accept insurance/trip protection or early check-in fees. Choice/upgrade seat fees are not allowed without a medical reason Choice/upgrade seat fees are not allowed without a medical reason

that is documented and approved by an ADA coordinator. Contact that is documented and approved by an ADA coordinator. Contact the Department for Disability Support Services at 737-1016.the Department for Disability Support Services at 737-1016.

One personal bag each way is allowed. Documented business One personal bag each way is allowed. Documented business purpose is required for more than one bag.purpose is required for more than one bag.

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Air, Bus and Train Fares cont.Air, Bus and Train Fares cont.

Cardholder and/or Reconciler need to use the correct Banner Cardholder and/or Reconciler need to use the correct Banner Account codes for transportationAccount codes for transportation– In state – Air 73201In state – Air 73201– In state – Ground 73211In state – Ground 73211– Out-of-state – Air 73205Out-of-state – Air 73205– Out-of-state – Ground 73215Out-of-state – Ground 73215– Out-of-country – Air 73209Out-of-country – Air 73209– Out-of-country – Ground 73219Out-of-country – Ground 73219

http://author.ecu.edu/cs-admin/purchasing/http://author.ecu.edu/cs-admin/purchasing/pcard/ProCardHome.cfm pcard/ProCardHome.cfm

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Suggested air/bus/train fare vendors: AAA, Orbitz, Expedia, Travelocity, American Airlines, Delta, etc.

LodgingLodging

Requires upgrade request form approved by your Dept. Head. Room, Parking and Internet only (Occupancy tax is ok, but we are

exempt from NC sales tax.) No valet parking unless that is all that is available.

No charges such as incidentals, movies, room service, spa services, tips, telephone calls, laundry, alcohol, meals, newspapers, etc.

If you are making this payment for someone else, you will need to inform the hotel know that the traveler will not have the card with them. You may be required to complete a 3rd party reservation form with the hotel. Be sure to inform the hotel that this card can only be used for lodging and if there is a fee for parking. Internet allowed with documented business purpose.

Ask hotel if they will honor the state per diem rate. Receipt needs to be itemized and show dates.

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Lodging Cont.Lodging Cont. Any lodging accommodations that are with a 3rd party (not hotel,

motel) must have prior approval in addition to Procard approvals. A 3rd party lodging request form must be completed and approved prior to booking, then attached to the ProCard statement.

This must be completed prior to paying for an item that is not labeled a hotel/motel. Includes: Condos, apartments, AirBnB, HomeAway, VRBO, Bed and Breakfasts, etc.

Cardholder and/or Reconciler must use the correct Banner Account Cardholder and/or Reconciler must use the correct Banner Account codes for lodging.codes for lodging.– In state Lodging – 73231In state Lodging – 73231– Out of State Lodging - 73235Out of State Lodging - 73235– Out of Country Lodging – 73239Out of Country Lodging – 73239

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Review backup for Review backup for registrations and registrations and

airfareairfare

Attachments A-IAttachments A-I

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A - RRS 2004B - AUCCCDC - ETSD - Continued ETSE – TravelocityF – Quixote (now AAA)

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AUCCCDAUCCCD

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2727

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Quixote Travels – 2 pagesQuixote Travels – 2 pages

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TRAVELOCITY – 3 pagesTRAVELOCITY – 3 pages

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ANSWERS ANSWERS For backup for For backup for

registrations and airfareregistrations and airfare

A - RRS 2004 – Good! Shows who, what, where, when, how muchB – AUCCCD – No meals allowed on ProCard! (ONLY registration fee allowed)C – ETS – If registration already includes meal, it is ok.D - Continued ETS – Good receipt! Shows who, what, where, when, how muchE – Quixote Travels – Good! F – Continued Quixote – Fees are ok. (NO insurance, extra fees allowed)G – Travelocity – Good – complete itineraryH – Continued Travelocity I – Continued Travelocity

UNAUTHORIZED PURCHASESUNAUTHORIZED PURCHASES NO purchases for personal use NO purchases over designated spending limits NO split ticket purchases to circumvent the single purchase limit NO animals NO weapons and ammunition NO purchases from pawn shops NO controlled substances (Drugs, Alcohol, Fireworks) NO payments to individuals, consultants or employees (Vendor must provide a FEIN number versus a SSN) NO purchases from University storerooms (must go through PORT) NO vehicle rentals, gas, trip protection/insurance, seat charges/upgrades, early check-in, taxis/shuttles (except to/from

airport/hotel) NO tours, additional functions, events, banquets, etc. without documented funding approval / business purpose. NO meals, restaurants, caterers or fast food vendors, etc.  Approved food from grocery stores requires a legit business

purpose, itemized receipt, flier/meeting announcement and list of attendees. NO entertainment NO cash advances NO gifts (Including: flowers, cards, holiday items, etc.) NO donations / contributions NO gift cards, incentives or prize purchases without prior approval per the “Gift Cards, Incentives and Prize Purchases”

procedure found at http://www.ecu.edu/purchasing/ NO computers or laptops (Due to CPI, must be purchased through PORT) NO software, unless approved by ITCS. Check with ITCS prior to purchasing. (cpo@ecu.edu) NO items requiring the signing or click-to-agree of a vendor agreement or terms and conditions in order to complete the

purchase, except those vendors whose terms have been approved by Materials Management and/or ITCS, as required. Include approval/documentation with the statement.

NO cellular service or devices NO payments to ECU for classes or parking. NO payments that involve making changes to facilities NO beverages other than Coca-Cola products in small quantities. (Coke has the exclusive rights on campus.) NO drone services / payments

Exceptions may apply

AuditsAudits Transactions may be audited by Materials Management, Transactions may be audited by Materials Management,

Internal Audit, Office of the State Auditor and the Internal Audit, Office of the State Auditor and the Purchase & Contract Compliance TeamPurchase & Contract Compliance Team

ProCard Manager reviews all transactions dailyProCard Manager reviews all transactions daily Cardholders may receive an email requesting additional Cardholders may receive an email requesting additional

informationinformation Must make every effort to resolve any issues promptlyMust make every effort to resolve any issues promptly Insufficient statement documentation is considered a Insufficient statement documentation is considered a

violationviolation Consistent problems and errors may result in card Consistent problems and errors may result in card

cancellationcancellation See section See section 8.0 Compliance8.0 Compliance from the ECU Purchasing from the ECU Purchasing

Card User’s Guide Card User’s Guide 3333

Your CardYour Card

Issued by Bank of AmericaIssued by Bank of AmericaCall to activateCall to activateActivation code is Activation code is 123451006123451006Call the ProCard Staff if you have problemsCall the ProCard Staff if you have problems

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Tax Exempt StatusTax Exempt Status ECU is NC sales tax exempt for most purchasesECU is NC sales tax exempt for most purchases All ProCards display the tax ID number All ProCards display the tax ID number Cardholder must inform the vendor of the tax exempt Cardholder must inform the vendor of the tax exempt

status at time of purchasestatus at time of purchase If tax is charged, it is the cardholder’s responsibility to If tax is charged, it is the cardholder’s responsibility to

obtain a credit from the vendor to his/her ProCardobtain a credit from the vendor to his/her ProCard Some vendors have the tax exempt status listed under a different Some vendors have the tax exempt status listed under a different

number:number:– Lowes – “East C Greenville, NC” or 059800021. Key fobs give 5% off

business purchase, but do NOT replace contracts.– Office Depot – 39120714– Radioshack – 252-328-2761– Walmart – 1003978 (Online: 182544908)

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Reasons your Reasons your card may be declinedcard may be declined

Single transaction limitSingle transaction limit Daily limitDaily limit Monthly limitMonthly limit Merchant Category Code (MCC)Merchant Category Code (MCC) Invalid information (cvc/cv2 number)Invalid information (cvc/cv2 number) Cards cannot be used for air/bus/train fare or Cards cannot be used for air/bus/train fare or

lodging until the appropriate upgrade has been lodging until the appropriate upgrade has been processedprocessed

Call the ProCard Office at 328-6434Call the ProCard Office at 328-6434

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Cardholder Requirements Cardholder Requirements

Protect and secure your card and paperwork at all times. Do not share card Protect and secure your card and paperwork at all times. Do not share card number with anyone, besides the vendor you are purchasing from.number with anyone, besides the vendor you are purchasing from.

Provide a Provide a defaultdefault Banner Fund, Organization and Program on your ProCard Banner Fund, Organization and Program on your ProCard application. Notify ProCard office if this should ever change.application. Notify ProCard office if this should ever change.

Must have Org security for all orgs used for transactions.Must have Org security for all orgs used for transactions. The cardholder must be aware of State Contract Vendors or know who to The cardholder must be aware of State Contract Vendors or know who to

contact. contact. Provide vendors with billing address (pre-set) and a complete delivery addressProvide vendors with billing address (pre-set) and a complete delivery address Alert vendor that we are tax exempt when placing order.Alert vendor that we are tax exempt when placing order. Report fraudulent charges to your ProCard StaffReport fraudulent charges to your ProCard Staff Cardholders must work closely with their reconcilers and/or accounting Cardholders must work closely with their reconcilers and/or accounting

personnel to learn appropriate departmental procedures to ensure proper personnel to learn appropriate departmental procedures to ensure proper oversight and processing of card transactionsoversight and processing of card transactions

Charges are not encumbered in advance;Charges are not encumbered in advance; do not over-spend your budgetdo not over-spend your budget

Extended leave – notify us to put a hold on the card.Extended leave – notify us to put a hold on the card.

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Cardholder Responsibilities Cardholder Responsibilities & Processing& Processing

See Purchasing Pointers. Once an approved order or payment is placed on their ProCard, the cardholder must do the

following: View transactions electronically in WORKS Payment Manager Reconcile monthly by logging into WORKS. Review all transactions. Make FOAPAL code

changes, if needed. FOAPALs can be changed in WORKS up to a specified date. Change Account numbers based on what was purchased/paid. Sign Off (approve) transactions once everything is correct. This must be done in a timely manner to allow the reconciler adequate time to review/approve by the deadline provided by the ProCard Office. Follow departmental deadlines.

Provide a business purpose for all charges, ESPECIALLY any FOOD products (**many restrictions on food** No meals.) If business purposes are put in WORKS, print off GL memo at the end of the cycle and include with statement or hand-write them on the receipts.

Keep all original receipts and records. Suggestion: Keep everything together in one folder. Match itemized receipts and staple IN ORDER at left-top corner behind the hard copy bank

statement. Sign statements in ink (full signatures required, no signature designees allowed); print name

underneath if signature is illegible. Forward statement and receipts to reconciler or department head, depending on set-up, by

the 30th

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Cardholder Responsibilities & Cardholder Responsibilities & Processing - ContinuedProcessing - Continued

Lost or Stolen CardsLost or Stolen Cards1.1. Report to Bank of America Report to Bank of America

immediately 1-888-449-2273immediately 1-888-449-2273

2.2. Notify ProCard staff Notify ProCard staff

328-6434328-6434

3.3. Review transactions carefully Review transactions carefully and notify ProCard staff if there and notify ProCard staff if there are any fraudulent chargesare any fraudulent charges

4.4. Disputes must be submitted Disputes must be submitted within 30 days of the within 30 days of the transaction date. Contact transaction date. Contact ProCard Office.ProCard Office.

ReturnsReturns1.1. Credit must be issued Credit must be issued

back against your cardback against your card

2.2. Never accept cash or cash Never accept cash or cash equivalentsequivalents

3.3. Handle with vendor and Handle with vendor and follow return instructionsfollow return instructions

4.4. Utilize ECU Central Stores Utilize ECU Central Stores & Receiving for shipping & Receiving for shipping needs (328-9932)needs (328-9932)

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Reconciler Responsibilities & Processing

The Reconciler over-sees ProCard transactions and verifies FOAPAL information. A Reconciler can be an Administrative Assistant, Budget person, Cardholder, Department Head or person authorized to approve purchases.

The Reconciler is a pivotal point of oversight for ProCard transactions.

The RECONCILER must:

1- Review and approve each transaction on-line monthly

2- Verify and edit FOAPAL codes, if needed, to ensure transactions are charged to the appropriate budget codes in Banner

3- Review documentation

4- Counter-sign statements

5- Forward all statements to Materials Management by 10th of the month following the cycle

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Reconciler Processing - Reconciler Processing - ContinuedContinued

All statements for the Division of Health Sciences are due to Cathy Alphin by the 1st of each month (do not send directly to Materials Management).

If the cardholder and the reconciler are the If the cardholder and the reconciler are the samesame individual, individual,the department head must counter-sign his/her approval of the the department head must counter-sign his/her approval of the statementstatement. .

Note: Note: The designated reconciler should not report directly to the The designated reconciler should not report directly to the cardholder {i.e. Department Head has a card}. If you have this cardholder {i.e. Department Head has a card}. If you have this situation, please designate someone in the division office to sign situation, please designate someone in the division office to sign off on the cardholder’s purchases. Contact the ProCard Manager off on the cardholder’s purchases. Contact the ProCard Manager for guidance if necessary.for guidance if necessary.

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Reconciler Responsibilities &Reconciler Responsibilities & Processing – Continued Processing – Continued

Reconciler must report any changes in employee status to Reconciler must report any changes in employee status to the card administratorthe card administrator

Reconciler must report any unusual cardholder spending Reconciler must report any unusual cardholder spending activityactivity

Reconciler must monitor card spending levels closely to Reconciler must monitor card spending levels closely to ensure sufficient funds are available to cover departmental ensure sufficient funds are available to cover departmental chargescharges

NOTE: NOTE: DEPARTMENTS ARE RESPONSIBLE FOR ANY CARDHOLDER DEPARTMENTS ARE RESPONSIBLE FOR ANY CARDHOLDER SPENDING BEYOND THE SET BUDGET LIMITSSPENDING BEYOND THE SET BUDGET LIMITS

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PROCESSING CYCLE PROCESSING CYCLE  •ProCard user initiates a transaction on their card •Email notification sent from WORKS to cardholder informing a transaction(s) posted on the ProCard system. Transactions are typically posted on the system 24-72 hours after purchase.•Cardholder will log into WORKS Payment Manager and review transactions and account coding.•Cardholder makes changes to FOAPALs, if needed. •Cardholder signs-off to approve transaction and leaves business purpose•Transaction is routed to the Approver (reconciler) for approval •Approver logs into WORKS system and reviews transaction•Approver edits FOAPAL code(s), as needed, if cardholder has not. •Approver signs off on transaction or requests additional information from user.•Credit line is restored only after transactions are signed off in the WORKS system by the Cardholder and/or Approver.•ProCard office will sweep transactions for the monthly billing cycle and import into Banner.•The Cardholder will receive a hard-copy bank statement monthly and attach receipts, then forward to reconciler and/or department head. The monthly statements with attached receipts are signed and forwarded to ECU Materials Management by the 10th of the following month.• 

StatementsStatements

Cardholders will receive a hard copy Cardholders will receive a hard copy statement from Bank of America 5 – statement from Bank of America 5 – 10 days after the close of each cycle10 days after the close of each cycle

Billing/Statement addresses are Billing/Statement addresses are predetermined predetermined – East campus: 1000 E 5East campus: 1000 E 5thth St St– West campus: 600 Moye BlvdWest campus: 600 Moye Blvd

Cardholder is responsible for delivery Cardholder is responsible for delivery address, which is your actual address, which is your actual location.location.

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DocumentationDocumentation Original, itemized receipt or invoice for each transactionOriginal, itemized receipt or invoice for each transaction

– VendorVendor– DescriptionDescription– Unit PriceUnit Price– Extended PriceExtended Price– No Sales Tax No Sales Tax – ShippingShipping– Total AmountTotal Amount

Types of Receipts: Vendor Letterhead, Detailed & Priced Packing Slip, Types of Receipts: Vendor Letterhead, Detailed & Priced Packing Slip, Courier Receipts (FedEx or UPS), Web Print-Out. Courier Receipts (FedEx or UPS), Web Print-Out.

Business purpose clear for each transaction (Written or GL Memo Report)Business purpose clear for each transaction (Written or GL Memo Report)

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Statement Requirements & ReviewStatement Requirements & Review Be sure all receipts are attached to the statement and itemized in order. Be sure all receipts are attached to the statement and itemized in order.

(Staple in top, left-hand corner.)(Staple in top, left-hand corner.) All receipts must be itemized and show what was purchasedAll receipts must be itemized and show what was purchased Tape small receipts to 8.5”x11” paper. Be sure tape is not covering details.Tape small receipts to 8.5”x11” paper. Be sure tape is not covering details. Copies of thermal paper (shiny) receipts attachedCopies of thermal paper (shiny) receipts attached Verify Amounts ($) MatchVerify Amounts ($) Match Verify tax was not charged, as we are tax exempt.Verify tax was not charged, as we are tax exempt. No splitting of chargesNo splitting of charges Confirm purchase is supported by fundConfirm purchase is supported by fund Business purpose is clear for every purchase. No food on State Funds.Business purpose is clear for every purchase. No food on State Funds. State Contract Vendors being utilized.State Contract Vendors being utilized. Minimum of two signatures on each statement. Signatures are to be in ink Minimum of two signatures on each statement. Signatures are to be in ink

and legible. (Ex. Cardholder & reconciler; Cardholder & Department Head; and legible. (Ex. Cardholder & reconciler; Cardholder & Department Head; Cardholder, reconciler & department head/division head.)Cardholder, reconciler & department head/division head.)

Statement is due to Materials Management by the 10Statement is due to Materials Management by the 10thth of the month of the month following the close of the billing cyclefollowing the close of the billing cycle

Card will be suspended or closed if multiple violations.Card will be suspended or closed if multiple violations.

4646

Statement & DocumentationStatement & DocumentationSamples AttachedSamples Attached

J – ProCard StatementJ – ProCard Statement

K – Golden SoftwareK – Golden Software

L – Barnes & Noble BooksellerL – Barnes & Noble Bookseller

M – Thomson M – Thomson

N – MacromediaN – Macromedia

O – Staples (www.stapleslink.com)O – Staples (www.stapleslink.com)

http://www.ecu.edu/cs-admin/purchasing/HowToOrderOfficeSupplies.cfm http://www.ecu.edu/cs-admin/purchasing/HowToOrderOfficeSupplies.cfm

P – PrimeraP – Primera

Q – AmazonQ – Amazon

R – North Carolina Medical Group ManagersR – North Carolina Medical Group Managers

S – University Book ExchangeS – University Book Exchange

T – The Trophy CaseT – The Trophy Case

U – Bender BurkotU – Bender Burkot

V – McGee ReprographicsV – McGee Reprographics

W – PaypalW – Paypal

X – USPS Express MailX – USPS Express Mail

Y – Post OfficeY – Post Office

Z – UPS StoreZ – UPS Store

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4848

4949

5050

5151

5252

5353

5454

AmazonAmazon

5555

5656

5757

5858

5959

Roll Bar SlipRoll Bar Slip

6060

6161

6262

6363

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Record RetentionRecord Retention Original statements and receipts are kept by ProCard OfficeOriginal statements and receipts are kept by ProCard Office

Archived for a period of 5 years in University ArchivesArchived for a period of 5 years in University Archives

ECU Internal Audit has recommended: Departments should ECU Internal Audit has recommended: Departments should maintain copies of all documentation long enough to be assured maintain copies of all documentation long enough to be assured ProCard Administration has the original documentation and to ProCard Administration has the original documentation and to cover an adequate audit cycle, which is suggested to be cover an adequate audit cycle, which is suggested to be three three years.years.

Keep files secure and confidential as card account numbers Keep files secure and confidential as card account numbers may be visiblemay be visible

Shred all discarded ProCard documentationShred all discarded ProCard documentation6565

Works Payment ManagerWorks Payment Manager Online system provided by Bank of AmericaOnline system provided by Bank of America

– Help manage your charges and budgetHelp manage your charges and budget– Review charges and transaction detailsReview charges and transaction details– Edit FOAPAL codesEdit FOAPAL codes– Add online commentsAdd online comments– Online reportingOnline reporting– Electronic approval / Sign off on transactionsElectronic approval / Sign off on transactions

6666

Works System FeaturesWorks System Features

Charges can be reconciled (approved) Charges can be reconciled (approved) and FOAPAL codes changed as soon as and FOAPAL codes changed as soon as the transaction posts in Works the transaction posts in Works

System generated email notificationsSystem generated email notifications Charges can be split codedCharges can be split coded

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Getting StartedGetting Started

All participants will receive a All participants will receive a “Welcome email” from Works Payment “Welcome email” from Works Payment Manager once we’ve activated youManager once we’ve activated you

DO NOT DELETE THIS EMAILDO NOT DELETE THIS EMAIL Email will contain your username, Email will contain your username,

password validation steps, and password validation steps, and instructions on changing your instructions on changing your passwordpassword

Email will be deleted after 60 daysEmail will be deleted after 60 days6868

6969

DEMO/Logging InDEMO/Logging In

Bank of AmericaBank of America

Works Payment Manager Site:Works Payment Manager Site:

https://www.bankofamerica.chttps://www.bankofamerica.c

om/worksonline om/worksonline

7070

7171

7272

This person is a cardholder and a reconciler/approver. The Accountholder queue shows all cardholder transactions. The Approver queue shows all transactions that the cardholders have signed off/approved.

Acting as Accountholder: Reconciler can see her charges, plus her Cardholders charges

Acting as Approver: Reconciler sees the charges her Cardholders

have approved

7373

This is the Accountholder queue. It shows all cardholder transactions that have not been approved.

Can sort all columns by clicking the grey area at the top. You can also click and drag columns to regroup.

7474

This is the Approver queue.

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It shows all cardholder transactions that have been approved. If you look in the “Sign Off” column, the AH means that the accountholder/cardholder has signed off/approved.

The ACT means that the Accountant/Approver/Reconciler has signed off/approved.

Approvers should not sign-off until the cardholder has had a chance to review/approve and/or all information is correct.

7676

Review FOAPAL, especially account number.Click on Document name “TXN….”If all is correct with the FOAP, click “sign off” and put business purpose in.If changes need to be made, click “Allocate / Edit.”

7777

When you click “Allocate / Edit,” this screen will pop up.

In this example, the account needs to be changed. Click in box of item you need to change, then click “See More…”

7878

If you know the number, type it in under value, select it, then click OK.

If you know a word in the description, type it in under description, select it, then click OK.

Click “Save” when complete and correct.

7979

Once all is correct, click “Sign Off” and put the business purpose in the box that pops up.

Example of good comment/business purpose.

8080

THE NEXT SLIDES THE NEXT SLIDES ARE NOT REQUIRED, ARE NOT REQUIRED,

BUT ARE INCLUDED FOR BUT ARE INCLUDED FOR GENERAL INFORMATIONGENERAL INFORMATION

8181

Some merchants provide detailed information called “Level 3 Data.” Click on charges & you can explore!

8282

Level 3 Detail

If you would like to sign-off (approve) on more than one charge at a time, click the box at the top left-hand corner or click the box beside each charge you would like to select.

If the FOAPAL codes and comments are correct, click “SIGN OFF.

8383

If changes need to be made and all are the same FOAPAL/comment, click “Mass Allocate.” Once FOAPs are correct, click “sign off.”

Comment box will pop up. Put business purpose in box.

8484

To Split Code (charge one transaction to more than one FOAP): Click TXN number and “Allocate / edit,” then “Add.” Add as many lines as you need.

Adjust amounts, as needed, and follow previous instructions for changing FOAPAL codes.

8585

To run GL Memo Statement (shows business purposes)

Click Reports Tab, search “GL Memo Statement – Configured for everyone’s Use.”

Place mouse over the report name and a drop-down arrow will appear.

Click “Modify / Run”

8686

8787

Click the calendar beside post date and choose the cycle you need.You can also change card if you have multiple cardholders. Click Submit Report at the bottom of the page.

8888

Click Reports, then completed.

Click “PDF”

Open the report and print. This can be put with your statement and receipts in lieu of handwriting the business purpose and FOAP on each receipt.

Monthly ProcessMonthly Process Cycle ends on the 15Cycle ends on the 15thth of each month of each month Cardholders and Reconcilers have 4 Cardholders and Reconcilers have 4

business days to process approvals and business days to process approvals and complete FOAPAL reallocation, if not complete FOAPAL reallocation, if not already completedalready completed

On the 5On the 5thth business day (normally at 9am on business day (normally at 9am on the 22the 22ndnd) charges are “locked” so that no ) charges are “locked” so that no further FOAPAL updates can be madefurther FOAPAL updates can be made

Restore credit lines by signing off on Restore credit lines by signing off on transactionstransactions

RECONCILERS need to complete approvals RECONCILERS need to complete approvals to satisfy audit trailto satisfy audit trail

Statements arrive 5 – 10 days and follow Statements arrive 5 – 10 days and follow normal processing normal processing

8989

Purchasing PointersPurchasing Pointers

IS IT ALLOWED BY YOUR FUNDING SOURCE?IS IT ALLOWED BY YOUR FUNDING SOURCE?

IS IT STOCKED IN A CAMPUS STOREROOMIS IT STOCKED IN A CAMPUS STOREROOM? ?

IS IT A STATE CONTRACT ITEMIS IT A STATE CONTRACT ITEM?? (If so,am I purchasing thru the contract source? If not, am I (If so,am I purchasing thru the contract source? If not, am I

purchasing the best value item through the economical source purchasing the best value item through the economical source reasonably available?) reasonably available?)

DOES IT VIOLATE ECU OR STATE POLICYDOES IT VIOLATE ECU OR STATE POLICY?? (Check the ECU Business Manual/Contact Materials Mgmt)(Check the ECU Business Manual/Contact Materials Mgmt)

HAVE I REQUESTED AN ITEMIZED RECEIPTHAVE I REQUESTED AN ITEMIZED RECEIPT??

HAVE I KEPT A RECORD OF THIS TRANSACTION?HAVE I KEPT A RECORD OF THIS TRANSACTION?

YOUR CARD IS LIKE CASH - KEEP IT AND YOUR PAPERWORK YOUR CARD IS LIKE CASH - KEEP IT AND YOUR PAPERWORK SECURESECURE

9090

SuggestionsSuggestions Keep a logKeep a log Make a folderMake a folder Be sure your Internet Be sure your Internet

sites are secure (https: or padlock locked)sites are secure (https: or padlock locked) Mark your calendarMark your calendar Review your transactionsReview your transactions Don’t be scammedDon’t be scammed Keep the Purchasing Card User’s Guide and Training Guide Keep the Purchasing Card User’s Guide and Training Guide

handy!handy! Reconcilers need to attend Banner TrainingReconcilers need to attend Banner Training If unsure, ask!If unsure, ask!

9191

ResourcesResources Training GuideTraining Guide

– ECU ProCard Home PageECU ProCard Home Pagehttp://www.ecu.edu/cs-admin/purchasing/pcard/http://www.ecu.edu/cs-admin/purchasing/pcard/

ProCardHome.cfm ProCardHome.cfm

WORKS online trainingWORKS online training– Tools – Reference – TrainingTools – Reference – Training

Contact ProCard Staff for:Contact ProCard Staff for:– QuestionsQuestions– Report lost or stolen cardsReport lost or stolen cards– Problems with your cardProblems with your card– DisputesDisputes– Day-to-day operationsDay-to-day operations

9292

REMEMBERREMEMBER What you can purchase has not changedWhat you can purchase has not changed - all - all

State of NC purchasing rules and ECU State of NC purchasing rules and ECU purchasing policies still apply.purchasing policies still apply.

ONLYONLY the the method of paymentmethod of payment has changed. has changed.

9393

Steps to receive a ProCardSteps to receive a ProCard

AAttend class / pass testttend class / pass test BBanner Org Security – access to all orgs you will anner Org Security – access to all orgs you will

need to useneed to use CComplete Application. omplete Application.

Upgrade Options: Complete appropriate forms, if Upgrade Options: Complete appropriate forms, if needed. needed. – Air/bus/train fare OR Lodging/Air/Bus/TrainAir/bus/train fare OR Lodging/Air/Bus/Train

www.ecu.edu/purchasing (Click ProCard in left-hand column). www.ecu.edu/purchasing (Click ProCard in left-hand column).

Under “ProCard Forms,” application and upgrade are there.Under “ProCard Forms,” application and upgrade are there.

You will receive an email You will receive an email

when your card has arrived and is ready for pick up.when your card has arrived and is ready for pick up.

9494

Processes ~ Org SecurityProcesses ~ Org Security

Transactions can only be charged to ORGs the Transactions can only be charged to ORGs the cardholdercardholder has access to. Banner Organization has access to. Banner Organization (Org) security is (Org) security is based on the cardholderbased on the cardholder, NOT , NOT the reconciler.the reconciler.

If you do not have Org access to an Org you need If you do not have Org access to an Org you need to use, you need to let it stay on your default to use, you need to let it stay on your default FOAP and change it by preparing a Banner FOAP and change it by preparing a Banner Interdepartmental Transfer (IDT).Interdepartmental Transfer (IDT).

We will divert charges to the cardholder’s default We will divert charges to the cardholder’s default ORGN if you attempt to use an ORGN the ORGN if you attempt to use an ORGN the cardholdercardholder does not have permission to in Banner does not have permission to in Banner

9595

Setting up your Banner SecuritySetting up your Banner Security

The The Banner Security RequestBanner Security Request is found under the Tools tab on is found under the Tools tab on https://onestop.ecu.edu/onestop/https://onestop.ecu.edu/onestop/

Verify all employee information is correct. If incorrect, contact HR Verify all employee information is correct. If incorrect, contact HR at 328-9891. Verify that supervisor information is correct and at 328-9891. Verify that supervisor information is correct and update if not.update if not.

FOLLOW INSTRUCTIONS THAT WERE EMAILED TO YOU OR FOLLOW INSTRUCTIONS THAT WERE EMAILED TO YOU OR CONTACT THE PROCARD OFFICE FOR INSTRUCTIONS.CONTACT THE PROCARD OFFICE FOR INSTRUCTIONS.

New employees, departmental transfers or those that do not access PORT, GL or SSB will need to complete this form.

9696

YOU CAN CALL YOU CAN CALL OR EMAIL US ANY TIME! OR EMAIL US ANY TIME!

9797Saved on Materials Management Drive in “Training” folder

Questions?Comments?

Look for new things to come!

Thank you for your support!