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Department of Department of Community AffairsCommunity Affairs

Purchasing Card Cardholder Purchasing Card Cardholder

TrainingTraining

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The Purchasing Card The Purchasing Card ProgramProgram

The purchasing card works like a The purchasing card works like a personal credit card or corporate card.personal credit card or corporate card.

It may be presented to any merchant who It may be presented to any merchant who accepts Visa.accepts Visa.

All your transactions (charges & credits) All your transactions (charges & credits) are applied directly to your cost center are applied directly to your cost center and paid by the agency.and paid by the agency.

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How does the Purchasing How does the Purchasing Card Work?Card Work?

When you use your Purchasing card, the When you use your Purchasing card, the vendor is paid electronically by Bank of vendor is paid electronically by Bank of America, usually within 72 hours. (No PO America, usually within 72 hours. (No PO required, but vendor must be in MFMP)required, but vendor must be in MFMP)

Bank of America then transfers the charge to Bank of America then transfers the charge to our agency within FLAIR. (SAMAS)our agency within FLAIR. (SAMAS)

The Approval process authorizes FLAIR to The Approval process authorizes FLAIR to create the appropriate disbursement create the appropriate disbursement transaction to repay Bank of America,transaction to repay Bank of America,

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Cardholder Cardholder ResponsibilitiesResponsibilities

The card is the property of Bank of America and the The card is the property of Bank of America and the state. Only YOU, the cardholder can use the card.state. Only YOU, the cardholder can use the card.

If the card is lost or stolen, the bank must be informed If the card is lost or stolen, the bank must be informed immediately. Be prepared to give your security code immediately. Be prepared to give your security code which is your mother’s maiden name.which is your mother’s maiden name.

Do not order a replacement card, notify your Do not order a replacement card, notify your Purchasing Administrator who will order the Purchasing Administrator who will order the replacement card for you.replacement card for you.

You may also need to comply with financial disclosure You may also need to comply with financial disclosure requirements, if you have been authorized for requirements, if you have been authorized for purchases over $1,000.purchases over $1,000.

Upon notification of termination, discontinue using the Upon notification of termination, discontinue using the card to allow sufficient time to turn in all your receipts.card to allow sufficient time to turn in all your receipts.

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Cardholder Cardholder Responsibilities Responsibilities ContinuedContinued

Prior to making a purchase, remind vendor of Prior to making a purchase, remind vendor of Tax exempt status.Tax exempt status.

Obtain, sign and forward receipts with a Obtain, sign and forward receipts with a receiving date to approver within 3 working receiving date to approver within 3 working days.days.

Identify disputed items and attempt to reach a Identify disputed items and attempt to reach a resolution directly with vendor.resolution directly with vendor.

If the merchant refuses to resolve the dispute, If the merchant refuses to resolve the dispute, a Disputed items form must be completed and a Disputed items form must be completed and forward to the Purchasing Administrator.forward to the Purchasing Administrator.

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Card Treatment & Card Treatment & ReplacementReplacement

Treat the card just as you would a personal Treat the card just as you would a personal credit card – w/ care, respect and credit card – w/ care, respect and confidentiality.confidentiality.

When your card is about to expire, Bank of When your card is about to expire, Bank of America will automatically mail a replacement America will automatically mail a replacement card to the P-Card Administrator. You must card to the P-Card Administrator. You must submit your old card to the P-Card submit your old card to the P-Card Administrator, who will destroy your old card Administrator, who will destroy your old card and issue the new one.and issue the new one.

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Charge and Credit LimitsCharge and Credit Limits

Each card is issued with a single transaction Each card is issued with a single transaction limit, and a monthly limit.limit, and a monthly limit.

The limit is stated on the cardholder agreement The limit is stated on the cardholder agreement form that you and your supervisor signed. If form that you and your supervisor signed. If your limit needs to be changed due to changes your limit needs to be changed due to changes in your job duties or an unexpected agency in your job duties or an unexpected agency event or emergency, your supervisor will be event or emergency, your supervisor will be required to send an email to the Purchasing required to send an email to the Purchasing Administrator before the change can be Administrator before the change can be authorized.authorized.

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Purchasing RulesPurchasing Rules

The same purchasing rules apply when using The same purchasing rules apply when using the card as when using other forms of the card as when using other forms of procurement.procurement.

You are expected to follow appropriate Florida You are expected to follow appropriate Florida statute, state laws and guidelines.statute, state laws and guidelines.

You must provide the documentation (the You must provide the documentation (the receipts) to support payment of a charge. Keep receipts) to support payment of a charge. Keep a copy of the receipt and submit the original to a copy of the receipt and submit the original to your reviewer or reconciler.your reviewer or reconciler.

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The Purchasing Card is The Purchasing Card is FlexibleFlexible

Allows each P-Card group to map out its Allows each P-Card group to map out its own plan for using the card.own plan for using the card.

Commodities and ServiceCommodities and Service TravelTravel BothBoth

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Prohibited ChargesProhibited Charges

Cash advancesCash advances Cash refundsCash refunds Non-business or Personal ItemsNon-business or Personal Items OCO (Operating Capital Outlay) ItemsOCO (Operating Capital Outlay) Items Employee Moving expensesEmployee Moving expenses Gasoline & petroleum productsGasoline & petroleum products TollsTolls Services $25,000 & above (Including Services $25,000 & above (Including

Manpower)Manpower) PerquisitesPerquisites

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More Prohibited More Prohibited PurchasesPurchases

Per Rule 3A-40.103, F.A.C., expenditures from state Per Rule 3A-40.103, F.A.C., expenditures from state funds for the items listed are prohibited unless funds for the items listed are prohibited unless “expressly provided“expressly provided by law”: by law”:

(a) Congratulatory telegrams.(a) Congratulatory telegrams.(b) Flowers and/or telegraphic condolences.(b) Flowers and/or telegraphic condolences.(c) Presentment of plaques for outstanding service.(c) Presentment of plaques for outstanding service.(d) Entertainment for visiting dignitaries.(d) Entertainment for visiting dignitaries.(e) Refreshments such as coffee and doughnuts.(e) Refreshments such as coffee and doughnuts.(f) Decorative items (globe, statues, potted plants, (f) Decorative items (globe, statues, potted plants, picture frames, etc). picture frames, etc).

(h) Greeting Cards, per Section 286.27, F.S.(h) Greeting Cards, per Section 286.27, F.S.

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Allowable Charges:Allowable Charges:Business-Related Purchases OnlyBusiness-Related Purchases Only

Purchase of CommoditiesPurchase of Commodities Repairs & maintenanceRepairs & maintenance Training registrationsTraining registrations Newspaper adsNewspaper ads Transportation (airfare, auto rental, bus & rail services.)Transportation (airfare, auto rental, bus & rail services.) Lodging Only (disallowed: hotel room service, movies, Lodging Only (disallowed: hotel room service, movies,

hotel bar, and personal phone calls)hotel bar, and personal phone calls) ParkingParking

(Personal items must never be purchased using the P-(Personal items must never be purchased using the P-Card.)Card.)

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Merchant DisputeMerchant Dispute

Typically all transactions can be resolved Typically all transactions can be resolved with a merchant. However, you may find with a merchant. However, you may find a merchant who doesn’t follow the rules a merchant who doesn’t follow the rules and correct the issue timely. If this and correct the issue timely. If this happens you must complete the Bank of happens you must complete the Bank of America dispute form within America dispute form within 60 60 days of days of the transaction date.the transaction date.

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Cancelations & Lost Cancelations & Lost ReceiptsReceipts

If a cardholder makes a reservation and If a cardholder makes a reservation and the trip is canceled, it is the cardholders the trip is canceled, it is the cardholders responsibility to cancel the reservation.responsibility to cancel the reservation.

If a receipt is lost or the cardholder can’t If a receipt is lost or the cardholder can’t obtain a receipt, the cardholder must obtain a receipt, the cardholder must complete the, “Replacement Receipt” complete the, “Replacement Receipt” form, and have the form signed by their form, and have the form signed by their supervisor.supervisor.

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Level of ApproversLevel of Approvers

Number of Approval Levels:Number of Approval Levels: Level 1 – Cardholder-Approve the charges Level 1 – Cardholder-Approve the charges

made on their P-Card.made on their P-Card. Level 2 - 7 – Division Approvers-The line of Level 2 - 7 – Division Approvers-The line of

reviewers and approvers assigned to a single reviewers and approvers assigned to a single cardholder who review the receipts and any cardholder who review the receipts and any supporting documentation. supporting documentation.

Level 8 – Finance and Accounting-Reconciles Level 8 – Finance and Accounting-Reconciles the charges and is the final approver.the charges and is the final approver.

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Reasons for DeclineReasons for Decline

Over charge limits: Single transaction per Over charge limits: Single transaction per day, Monthly & Cycle limit. day, Monthly & Cycle limit.

Type of merchant being used.Type of merchant being used. Card is no longer active.Card is no longer active. Security check with billing address.Security check with billing address.

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Finance and Accounting Finance and Accounting 008 Approver 008 Approver

This Approver level is required and is the This Approver level is required and is the last approver.last approver.

The Finance and Accounting office will The Finance and Accounting office will audit the charge to ensure proper audit the charge to ensure proper financial data is used.financial data is used.

Charge is approved by F/A and then an Charge is approved by F/A and then an EFT payment is sent to Bank of America.EFT payment is sent to Bank of America.

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The Purchasing Card has been a great The Purchasing Card has been a great success, so do your part and let’s keep success, so do your part and let’s keep it successful!it successful!

Cardholders are encouraged to use Cardholders are encouraged to use minority merchants, vendors registered in minority merchants, vendors registered in MFMP and purchase commodities that MFMP and purchase commodities that are made to recycled materials.are made to recycled materials.

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FormsForms

Cardholder Profile Information: Must be filled Cardholder Profile Information: Must be filled out with all the required information and out with all the required information and signatures before a card can be ordered.signatures before a card can be ordered.

FLAIR Password Access Request: You must FLAIR Password Access Request: You must have access to your charges to approve them: have access to your charges to approve them: Contact Connie Smith at 921-2270Contact Connie Smith at 921-2270

Travel Reimbursement RequestTravel Reimbursement Request Cardholder Agreement: Must be sign and date Cardholder Agreement: Must be sign and date

after you have received your purchasing card after you have received your purchasing card training.training.

2020

ContactsContacts

Tammie KuhnTammie Kuhn Purchasing Card AdministratorPurchasing Card Administrator tammie.kuhn@dca.state.fl.ustammie.kuhn@dca.state.fl.us (850) 922-1622(850) 922-1622 (Fax) 922-2979(Fax) 922-2979

Christine Savage, SupervisorChristine Savage, Supervisor Budget & Revenue ManagerBudget & Revenue Manager (850) 922-1658(850) 922-1658