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Charge CardSupervisor/Review
er Training 2014
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Agenda
• Purpose of training• Purchase Card (PCard) Program• Agency Travel Card (ATC)
Program• Responsibilities• Review Checklist• Resources• Review• Conclusion
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Purpose of Training
• Required annually of anyone who signs off on a cardholder’s reconciliation
• Updates on the Purchase Card Program (SPCC and Gold)
• Updates on the Agency Airline Travel Card (ATC)
• Designed to provide guidance on what to look for in your review
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Purchase Card Program
• Agencies assume ultimate liability for use of the card
• Purchasing cards must be used for official State Business only!
• Airline tickets and Mass Rail tickets are allowed on the Purchase card
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Limits:Set at $4,999 per transaction and up to $100,000 per month
Procedures:JMU Financial Procedures Manual Section 4220: http://www.jmu.edu/finprocedures/4000/4220.shtml
State CAPP Manual, topic 20355
Purchase Card Program
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Responsibilities
• Reviewer is a critical role in the reconciliation process
• Ensure that all purchases made are valid business expenses
• Ensure that the reconciliation is supported with sufficient documentation
• Ensure the reconciliation is completed timely and accurately
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Limits– Transaction Limits– Monthly Limits
Orders– Compliance with Procurement policies– No split orders– Report non compliance to Program
Administrator
Responsibilities
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Audits– By you signing and dating a
reconciliation, you are agreeing that every item on the log is accurate and complete and for official state business only.
– Auditors are very particular about the Supervisor/Reviewer role in reconciliations
Responsibilities
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Review Checklist
• Receive reconciliations timely– Contact your cardholder’s if you do not receive
their reconciliation by your agency’s due date
• Cardholder signature and date – If the reconciliation is not signed and dated,
return to the cardholder
• Bank of America monthly statement attached– If the monthly statement is not attached,
request it from the cardholder– Billing statement must be paid in full monthly.
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• Compare the transaction amounts documented on the reconciliation to the monthly statement
– Contact the cardholder for an explanation of any variance not documented and return for correction
• Verify that the reconciled total on the reconciliation matches the amount due on the Statement
– If not, contact the cardholder for an explanation of the variance and return for correction
• Validate that each transaction is a valid business purchase
– If you have any questions, contact the cardholder for more information
Review Checklist
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• Verify that no Sales Tax was charged on purchase card purchases– If there was tax charged, contact the cardholder and
instruct that a credit from the vendor be requested immediately. Ensure a notation to this effect is included on the reconciliation.
• Accounting information correct– Contact the cardholder to correct any org or account
codes
• If there are any outstanding issues which cannot be corrected before sending the certified reconciliation to the Fiscal Office:– Attach documentation recapping disposition and
identifying the responsible party.
Review Checklist
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• Sign and Date the Reconciliation
• Keep track of any outstanding items awaiting resolution
• Scan and email reconciliaton to [email protected]
Review Checklist
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Policies and Procedures
Past Due Invoices• Agencies are not permitted to use the
Pcard or ATC to circumvent prompt payment.
• Invoices that are past due cannot be paid using the Purchase Card or ATC unless prior approval from DOA's Charge Card Administration Team is given, otherwise the only acceptable means of payment are by check or EDI.
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Resources
• JMU Program Administrators• Jennifer Dellinger, [email protected]• Tanya Shifflett, [email protected]
• Department of Accounts Charge Card Administration Team
• JMU Financial Procedures Manual Section 4220
• CAPP Manual Topic 20355
• CAPP Manual Topic 20336
• CAPP Manual Topic 20360
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Review
• All reconciliations must be reviewed
• Your signature certifies you have completed the review
• Document any issues with charges
• Use available resources
Quiz Question 1
It is my responsibility to make sure all charges I am signing off on are legitimate expenditures for the university.
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True False
Quiz Question 1
Wrong answer, please try again.
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Quiz Question 2
After monthly small purchase card review I am to sign and date the coversheet.
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True False
Quiz Question 2
Wrong answer, please try again
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You have completed the annual Supervisor/Review Training for 2014. Please go to this linkwww.jmu.edu/financeoffice/training/Certificate-super-reviewer.pdf and print out the certificate to send into Accounts Payable. All certificates are due in Accounts Payable by April 15th, 2014.
Thank You.
Congratulations!
