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State of OklahomaState of OklahomaPurchase Card ProceduresPurchase Card ProceduresEffective December 14, 2010Effective December 14, 2010
Issued by Central Purchasing
Last update 7/26/12
IntroductionIntroductionThe State of Oklahoma P-Card is a Visa
Purchasing Card issued by the Bank of America (BOA)
The BOA P-Card contract is administered by Central Purchasing
There are no fees associated with the programThe terms of the Statewide Contract allow
Higher Education and Political Subdivisions to participate in the program; however they are entitled to implement their own policy governing the use of the card;
It is the only credit card authorized by the State of Oklahoma
Implementation & Implementation & MaintenanceMaintenance
To Join the Program:
◦ Submit a request on entity letterhead, signed by
the Entity’s Chief Administrative Officer, to the
State P/Card Administrator via email or fax and
include the Entity’s P/Card Administrator name and
contact information
◦ State P/Card Administrator will forward an
“Implementation Actions” worksheet advising the
next steps
Implementation & Implementation & MaintenanceMaintenanceChanging the Entity’s P/Card Administrator
or Back-up:
◦ Submit a request on entity letterhead, signed by
the Entity’s Chief Administrative Officer, to the
State P/Card Administrator via email or fax advising
of the changes
Executive Steering Group
State Purchasing Director
State P/Card Administrator
State Entity P/Card
Administrator
State EntityApproving Officials
State EntityApproving Officials
P/Cardholders P/CardholdersP/Cardholders P/Cardholders
OrganizationOrganization
Conditions of Conditions of ParticipationParticipationState Entities must abide by the terms of
these ProceduresA “Request for Exception” form can be
completed requesting to make a purchase contrary to the Procedures
◦ Found on the DCS website at www.dcs.ok.gov,
Central Purchasing > P/Card Information > P/Card
Forms > Form 030
◦ Forward to the State P/Card Administrator by email
or fax for approval prior to making the purchase (if
declined, cardholder will not be able to make the
purchase with the P/Card)
Conditions of Conditions of ParticipationParticipationState Entity’s P/Card Procedures must be
included in Entity’s Internal Purchasing procedures
◦ Must designate where P/Card transaction
documentation is securely retained
Revised Internal Purchasing Procedures must be submitted to Central Purchasing within six (6) months of completing P/Card implementation
Conditions of Conditions of ParticipationParticipationAudit
◦ All transactions are subject to audit by
State Auditor and Inspector
DCS
OSF
◦ Detailed transaction documentation supporting
P/Card transactions shall be securely retained by
the State Entity and made available upon request
◦ State Entity P/Card Procedures shall designate
where P/Card transaction documentation is securely
retained
Open BooksOpen Books◦ All transactions are listed on the State of Oklahoma
Open Books website, listing
Cardholder’s last name, first initial
Vendor
Amount of transaction
Itemized Description if vendor is a “Level 3” vendor
Open BooksOpen Books
Revenue SharingRevenue SharingProvided to all participants based on
◦ Total Dollar Spend
◦ Average Transaction Size
◦ Speed of Pay
Divided among participants based on agency spend
DefinitionsDefinitions Cycle – means the period of time between billings; our
cycle closing date is the last business day of the month;
Low Dollar Acquisition – means an open market acquisition
that is fair and reasonable and does not exceed
$5,000.00;
Merchant Category Code (MCC) – means a standard code
the credit card industry uses to categorize merchants
based on the type of goods or services provided by the
merchant;
Merchant Category Code Group (MCCG) – means a defined
group of merchant category codes. MCCGs are used to
control whether or not P/Cardholders can make purchases
from particular types of merchants;
DefinitionsDefinitionsSingle Purchase Limit means the maximum
spending limit a P/Cardholder is authorized to charge in a single transaction.
◦ Cannot split purchases for the purpose of evading:
Statutory Single Purchase Limit of $5,000 (not including
Central Purchasing Statewide Contracts, Regulated
Utilities, Interagency Payments, & Professional Services
as defined in 18 O.S. § 803)
Limits established for an individual P/Card;
A competitive bidding requirement
DefinitionsDefinitionsSplit Purchase means dividing a known
quantity or failing to consolidate a known quantity of an acquisition for the purpose of evading a competitive bidding requirement;
Statewide Contract means a contract issued by DCS Central Purchasing for specific acquisitions for a specified period, with a provision allowing the agencies and Political Subdivisions to place orders as acquisitions are needed;
Transaction Documentation means all documents pertaining to a transaction
ParticipantsParticipantsState Entity P/Card Administrator and Back-upsState Entity Approving Officials and Back-ups
◦ Must be one level above P/Cardholder
P/Cardholders
◦ Includes Lodging Only P/Cardholders
Does not include
◦ Those assigned to create the P/Card voucher or
payment
◦ Those designated as Accountants in Works
when this is their only role in the P/Card program
Employee StatusEmployee StatusP/Card participants must be a full time or
permanent part time employee of a State Agency
◦ Cannot be a temporary or contract employee
TrainingTraining All P/Card participants must complete initial training
conducted by Central Purchasing;
All participants must complete refresher training every
five (5) years:
◦ Conducted by Central Purchasing; or
◦ Conducted by State Entity P/Card Administrator (must provide
Central Purchasing with proof of attendance)
If P/Cardholder will be making “Lodging” purchases only,
training may be conducted by State Entity P/Card
Administrator (must provide Central Purchasing with
proof of attendance)
State Entities new to the P/Card program must attend
OSF P/Card Voucher Training
Purchase Card Employee Purchase Card Employee AgreementAgreement All participants must read and sign the
Purchase Card Employee Agreement
If participant holds multiple roles, separate agreements must be completed for each role
State Entity P/Card Administrator is responsible for completing and maintaining page 2 of the Agreement
State Entity P/Card Administrator retains original and provides P/Card participant with a copy
P/Card Management & P/Card Management & ReportsReportsState EntityP/Card Administrator is
responsible for performance or appropriate delegation of the following duties:
◦ Processing and retaining P/Card Program Reports:
Monthly Statement;
Invoice;
RPT 170 Transaction Report
TXN Detail w/Level 3 - Gen Purchase Report
◦ Other reports are available in Works and urge P/Card
Administrators to utilize these as well
◦ Processing and retaining P/Card Employee
Agreements
P/Card Management & P/Card Management & ReportsReports State Entity P/Card Administrator is responsible for
performance or appropriate delegation of the following
duties:
◦ Establishing written P/Card program policies and procedures;
◦ Processing authorized requests for P/Cards, maintaining control
over active cards, and closing accounts;
◦ Establishing and maintaining usage controls and determining
cardholder’s need for the P/Card;
◦ Auditing of reports and transactions to identify unauthorized use;
◦ Auditing a random selection of cardholder’s monthly statements
for accuracy
◦ Setting Lodging Only P/Cards in “Suspense” status in Works with
Credit Limits at $0.00 when not in use
P/Card Management & P/Card Management & ReportsReports State Entity P/Card Administrator is responsible
for performance or appropriate delegation of the following duties:
◦ Retaining detailed transaction documentation
supporting P/Card transactions
Make available upon request
◦ Establish procedures for maintaining necessary
data before it is removed from Works
Paper Copies
Electronic Copies, must meet OSF Information Security Policies, Procedures and Guidelines Oklahoma Archive Commission Rules
P/Card Management & P/Card Management & ReportsReportsPayment Center
◦ Official VISA Site
◦ https://www.centresuite.com/Centre/Public/Logon.aspx?ReturnUrl=%2fcentre%2fDefault.aspx%3fpaymentcenter&paymentcenter
◦ P/Card Administrators Only Print Company Statement
Compare to Works Totals
File with Monthly P/Card Records
Issuing the P/CardIssuing the P/CardOnce training is completed, the
State Entity P/Card Administrator
orders the card online
Must provide:
◦ Monthly credit limit;
◦ Single Transaction limit;
◦ MCCGs
Issuing the P/CardIssuing the P/CardFront of P/Card includes:
◦ Cardholder’s name and agency name
◦ “State of Oklahoma” and State Seal
◦ State Tax ID Number
Issuing the P/CardIssuing the P/CardOnce P/Card is ordered, it is
◦ Delivered to the State P/Card Administrator
Checked for accuracy
Training is verified
◦ Forwarded to State Entity P/Card Administrator for
distribution
◦ Must sign the Employee P/Card Agreement upon
receipt of the P/Card
Property of the StateProperty of the StateCorporate Liability card;Upon termination of employment with the state
agency, cardholder must surrender the card to the State Entity P/Card Administrator prior to leaving;
State Agency and State P/Card Administrator may also request the cardholder to surrender the card;
Upon surrendering of card; State Entity P/Card Administrator shall document page 2 of the Employee P/Card Agreement and destroy the card;
◦ State Entity P/Card Administrator shall also deactivate the
card in Works and delete the User information
Card ReplacementCard Replacement
Expired Cards
◦ BOA will automatically issue a replacement card
prior to expiration
Defective Cards
◦ State Entity P/Card Administrator can order
replacement cards online
Cut expired, defective, or canceled cards through magnetic strip and forward to Approving Official who forwards it to the State Entity P/Card Administrator for documentation and destruction
Card SecurityCard SecurityP/Card is limited to person whose
name is on the card;Do not loan your card;Do not use another person’s card; If possible, file card in a secure, locked place
when not in use;Must return card to the State Entity P/Card
Administrator if leave employment
◦ State Entity P/Card Administrator must close out
page 2 of the Employee P/Card Agreement
Lost, Stolen or Lost, Stolen or CompromisedCompromisedCardsCards Immediately report any lost, stolen or compromised
cards to BOA at (888) 449-2273
Complete a Lost/Stolen P/Card Notification form found
on the DCS website at www.dcs.ok.gov, Central
Purchasing > P/Card Information > P/Card Forms >
Form 31
◦ Forward the original to your State Entity P/Card
Administrator, keep a copy of the form with your Statement,
and forward a copy to your Approving Official
◦ Remember – the State Agency is responsible for
purchases on lost, stolen or compromised P/Cards
until BOA is notified
Statutory ReferencesStatutory ReferencesAll purchases shall be made in accordance
with State statutes, rules, and these Procedures, which include but may not be limited to:
◦ Central Purchasing Act, 74 O.S. § 85.1 et seq.
◦ State Travel Reimbursement Act, 74 O.S. § 500 et
seq.
◦ DCS, Central Purchasing Codified Rules, OAC 580:16
◦ Office of State Finance (OSF) State Travel Procedures
◦ State Agency Internal Purchasing and P/Card
Procedures
Purchasing RequirementsPurchasing RequirementsP/Card purchases must comply with statutes,
rules, and procedures, as well as:
◦ State Use Contracts
◦ Mandatory Statewide Contracts
◦ Oklahoma Corrections Industries (OCI)
◦ Internal Purchasing Procedures
Remember required forms
◦ OSF Form 115 for IT or Telecommunications
◦ Accessibility
◦ Inventory requirements
Using the P/CardUsing the P/Card P/Card is issued in your name and shall be used only by
you;
P/Card can be used at merchants accepting VISA.
Merchants may require a minimum purchase amount of
$10.00 (does not include Statewide contracts);
Purchases can only be made within your Single
Transaction Limit and Credit Limit assigned to your card;
Cardholder is responsible for reconciling all transactions;
P/Card is not intended to avoid or bypass appropriate
purchasing or payment procedures;
P/Card is not for personal use
P/Cardholder shall ensure prices paid are
fair and reasonable
Methods of PurchaseMethods of PurchaseWalk-In;Telephone; Internet
◦ Make certain internet site is a secure location, for
example:
“s” on the end of https means it is a secure site; or
Lockbox will appear on the site
P/Card LimitsP/Card LimitsThere is no limit on the amount of a P/Card
transaction for the following:
◦ Statewide Contract purchases
◦ Regulated Utilities
◦ Interagency Payments
◦ Professional Services as defined in 18 O.S. § 803
For any other transaction with a state purchase card, the transaction shall not exceed $5,000
P/Card LimitsP/Card LimitsP/Card limits shall be based on need and/or
past usage
◦ May set the Single Transaction Limit less than $5,000
◦ May set the Single Transaction Limit greater than
$5,000
Statewide Contract purchases
Regulated Utilities
Interagency Payments
Professional Services in accordance with 18 O.S. § 803
◦ Do not set Single Transaction Limit inappropriately
high
Utility BillsUtility BillsP/Card may be used to pay utilities:
◦ Regulated Utilities:
Unlimited Dollar Amount;
Print page verifying it’s a regulated utility and file with
statement;
◦ Non-Regulated Utilities:
Yearly total must be less than $5,000;
◦ Identification of Regulated vs Non-Regulated Utilities
Oklahoma Corporation Commission website –
www.occ.state.ok.us
Divisions > Public Utility then select the applicable utility
Interagency PaymentsInteragency Payments Interagency is defined according to 74 O.S. § 1003
(Interlocal Cooperation Act) and includes, but not limited to:
◦ Political subdivisions
◦ Federal Government
◦ Public Trusts
Interagency payments between State Agencies,
Universities, and Colleges:
◦ Should be made by voucher, selecting the payment method “WIR”
◦ DCAR Newsletter, Vol. 21, No. 7, dated February 18, 2011 (page 3)
◦ Agencies can choose to take P-Card payments from other agencies.
Advance (Pre-)PaymentsAdvance (Pre-)PaymentsP/card purchases are subject to Office of
State Finance Procedures Manual, Section 319, Special Procedures, Chapter L., Advance Prepayments
Can use p/card for conference registration when:
◦ Discount is provided for paying in advance;
◦ Can substitute a participant;
◦ If event is canceled, cardholder receives a full
refund
State Sales TaxState Sales Tax State of Oklahoma is exempt from Oklahoma State Sales
Tax
State Entities also have immunity from taxes imposed by
Oklahoma municipalities, which includes, but not limited
to:
◦ City Sales tax;
◦ Occupancy tax;
◦ Tourism tax;
See DCAR Newsletter Vol 20, No. 6, dated 03/11/2010
regarding immunity from local taxes
Convenience FeesConvenience FeesConvenience Fees are fees that might be
charged by vendors for accepting credit cardsStrictly regulated by Visa and MasterCardConvenience Fees may be allowed for certain
transactions if charged in compliance with Visa rules
The following fees are NOT allowed by Visa regulations:
◦ Credit Card Fees
◦ Processing Fees
◦ Surcharges
Convenience FeesConvenience Fees Convenience fees may be allowed by merchants
who offer an alternate payment channel (i.e., mail, telephone, or e-commerce)
Merchant must adhere to the following rules:
◦ Fee is being charged for a bona fide convenience of
using an alternative payment channel outside the
merchant’s normal business practice
◦ The customer must be given the opportunity to cancel
prior to the completion of the transactions
Convenience FeesConvenience Fees Merchant must adhere to the following rules
(Cont’d.):
◦ The fee:
Must be disclosed to the customer as a charge for the
alternative payment channel convenience
Is applied only to non face-to-face transactions
Must be a flat or fixed amount, regardless of the amount of
payment due
Is applied to all forms of payment products accepted in the
alternative payment channel
Is included as part of the total transaction amount
Cannot be added to a recurring transaction
Is assessed by the merchant that provides the goods or services
to the cardholder and not a third party
Convenience FeesConvenience FeesVisa is very clear about what a convenience
fee is and how and when they can be charged. As a result, many vendors that charge fees do so incorrectly and are therefore out of compliance with Visa regulations
Convenience FeesConvenience Fees Examples of common violations
◦ Charging a tiered or percentage based fee
◦ Charging a fee for transaction below or above a certain dollar amount
◦ Charging the fee in person, for face-to-face or point of sale transactions
◦ Charging only for Visa or credit card transactions. Convenience fees
must be applied to all payment methods accepted via that channel
◦ Calling the fee a processing fee, credit card fee or surcharge
◦ Charging higher prices for credit card purchases versus checks or cash
◦ Charging a convenience fee via the internet when that is the vendor’s
only “normal business practice”.
Convenience FeesConvenience FeesExample of an allowable convenience fee:
A utility that charges a convenience fee for paying a bill via the phone or internet versus having to come to an office and drop off a payment. As long as the convenience fee is a flat fee and is charged to all transactions accepted via the phone or internet (such as all card types, electronic checks, etc), it is acceptable on a P/Card transaction
Prohibited PurchasesProhibited Purchases Split Purchasing;
Entertainment;
Per diem food;
Transportation – except airfare and vehicle rental on SW
contract;
Cash or cash advances;
Purchase of goods or services for personal use or not
for official State use;
Any transaction or series of transactions exceeding your
p/card limits;
Motor fuel and automotive general maintenance;
Automatic Drafts;
Gift Certificates except for employee recognition in §74-
4121
Travel PurchasesTravel PurchasesExcept for airfare and lodging, all other
travel-related expenses are prohibited on the P/Card, such as:
◦ Meals, including room service
◦ Hotel Telephone or Internet
◦ Parking
◦ Taxi Cabs
Traveler must pay out of pocket for all other travel related expenses
Travel Claim may be submitted by the Traveler for reimbursement of travel related purchases prohibited on the P/Card
Travel PurchasesTravel Purchases In the case of inadvertent personal charges,
the Traveler shall reimburse the State for any and all personal expenses charged to the P/Card
Repayment can be made by
◦ Check or cash submitted to the State Entity; or
◦ By an adjustment reducing a subsequent travel
voucher
Travel PurchasesTravel PurchasesProcedures to reimburse the State for
personal charges Actual check or cash to the Agency
Deposits must be cross-referenced to the P/Card voucher with erroneous charge Voucher comment field must reference deposit
number and enter brief description
Travel PurchasesTravel PurchasesProcedures to reimburse the State for personal
charges
◦ Adjustment reducing a subsequent travel voucher
Reduction made as a negative amount on subsequent
travel voucher to appropriate hotel accounting code
Must cross-reference the erroneous P/Card voucher with the
subsequent travel voucher being reduced Enter brief description in Comment field on Invoice page
on both vouchers On subsequent travel voucher being reduced, enter
voucher number of P/Card voucher having the over-payment
On P/Card voucher having over-payment, enter voucher number of subsequent travel voucher having the adjustment
Travel PurchasesTravel Purchases Inadvertent personal charges placed on
P/Card
◦ Non-repayment shall result in loss of lodging P/Card
privileges and other disciplinary or criminal actions
◦ The travel agent can put the Frequent Flyer Account
number on the itinerary again as they used to. The
responsibility is on the traveler to not use State miles
for personal trips and they have to sign the affidavit
saying they won’t. The burden is placed on them.
Travel PurchasesTravel Purchases Airfare and Lodging considered separate transactions
Active State Employees or Officials of the State
Non-State Employees (as allowed by STRA) when
◦ Performing substantial and necessary services to the State
and
◦ Directed or approved by appropriate department official
Does not apply to Contractors or their agents
Must follow the STRA statutes and OSF State Travel
Procedures
◦ OSF may audit travel documentation
◦ Non-compliance may result in loss of P/Card travel privileges
and/or additional travel training being required
Travel Purchases - AirfareTravel Purchases - AirfareReservations made through Agency Travel
Coordinator
◦ Use a Travel Agent on Statewide Contract (SW100)
Unlimited Dollar amount
◦ Travel Agent searches airfare and compares the
lowest fare found to what is on Statewide Contract
SW100B City Pairs and books whichever fare is the
lowest meeting the traveler’s needs
SW100B City Pairs is Refundable airfare
◦ Use statutory exception (74 O.S. § 85.45k(B)) to
Travel Agent on Statewide Contract (SW100)
$5,000 per employee per transaction
Travel Purchases - AirfareTravel Purchases - Airfare Statutory exceptions (74 O.S. § 85.45k(B)) to using SW
Travel Agent:
◦ State agency can acquire air travel at less cost
Must get a quote from the Travel Agent and keep with
transaction documentation
◦ Air travel originates outside the state and it is impractical
for the agency;
◦ Air travel is due to an emergency and time does not permit
use of the contract travel agency;
◦ Air travel is part of a package arrangement by an
organization that schedules a meeting or conference
Reason for the exception must be documented in the
Allocation description field in Works.
Travel Purchases - Travel Purchases - LodgingLodging Reservations made by:
◦ Agency Travel Coordinator
Card is in Travel Coordinator’s name
Must complete Lodging Letter and send to hotel
◦ Traveler
Card is in the Traveler’s name
◦ Limit of $5,000 per employee per transaction
◦ State Entity P/Card Administrator must set limits to
$0.00 and place cards in “Suspense” status when
not in use
Travel Purchases - Travel Purchases - LodgingLodging Reservation made by State Entity Travel
Coordinator:
◦ Travel Coordinator verifies lodging establishment and
price is in compliance with the STRA and OSF State
Travel Procedures
Designated Hotel
GSA established per diem rates
◦ Travel Coordinator makes reservation and supplies
lodging establishment with letter
Found on DCS website
Identifies traveler
Advises traveler will not have a card
Provide traveler with a copy of the letter
Travel Purchases - Travel Purchases - LodgingLodging Reservation made by State Entity Travel
Coordinator (Cont’d)
◦ Lodging may be charged in advance
Print out cancelation policy
Place with the cardholder’s statement
◦ Traveler receives itemized receipt
Provides receipt to Travel Coordinator
◦ Travel Coordinator reconciles statement with
transaction documentation
Signs and dates statement
Forwards statement to their Approving Official for
review and signature
Travel Purchases - Travel Purchases - LodgingLodging Reservation made by Traveler:
◦ Card issued to Traveler
Prior training is required
◦ Obtain approval in writing from the Travel
Coordinator verifying lodging establishment and
price is in compliance with the STRA and OSF State
Travel Procedures
Designated Hotel
GSA established per diem rates
◦ Traveler makes lodging reservation
Travel Purchases - Travel Purchases - LodgingLodging Reservation made by Traveler (Cont’d)
◦ Lodging may be charged in advance
Print out cancelation policy
Place with the cardholder’s statement
◦ Traveler receives itemized receipt from lodging
establishment;
◦ Traveler reconciles statement with transaction
documentation
Signs and dates statement
Forwards statement to their Approving Official for
review and signature
Documentation in WorksDocumentation in WorksThe Allocation Description field must be
populated with a brief description for the following purchases:
◦ Statewide Contract – must also include the
Statewide Contract Number (specific field for this);
◦ Regulated Utility;
◦ Professional Service;
◦ Interagency Payment;
◦ Travel
Documentation in Works - Documentation in Works - TravelTravelMust list the following information for travel
in the Allocation Description field in Works:
◦ Airline Purchases
Traveler’s Name and Employee ID Number
Itinerary or Ticket Number
Date of Travel and Purpose of Travel
If authorized non-state personnel, include traveler’s
name, justification for travel; to and from destination;
and dates of travel
If reservation is not made through a Travel Agent on
Statewide Contract, must list applicable statutory
exception
Documentation in Works - Documentation in Works - TravelTravel Must list the following information for travel in
the Description field in the Allocation tab in Works:
◦ Lodging Purchases
Traveler’s Name and Employee ID Number
Number of Nights
City and State
Purpose of Travel
Room Rate: Designated hotel Standard GSA lodging rate Federal high GSA lodging rate
ReceiptsReceipts Itemized Receipt must be obtained for all
purchases
◦ Vendor
◦ Date of Purchase
◦ Description
◦ Unit price and quantity
◦ Transaction total
Include with Statement at end of cycle
Receiving DocumentsReceiving DocumentsGoods or services received at time of purchase
◦ Receipt for purchase will serve as the receiving document
◦ Must be signed and dated (original signature not required)
Goods or services received after time of purchase
◦ The document accompanying the goods or services (such as
packing slip) serves as the receiving document
◦ Must be signed and dated (original signature not required)
◦ Itinerary shall serve as the receiving document for airfare
(traveler’s signature not required)
Include with Statement at end of cycleSignature stamps are not permitted
ReturnsReturns
Return item to merchant in manner agreed upon
Merchant issues credit Merchant provides credit receipt
documentation
◦ Place with end of month transaction documentation
for reconciling
Include with the payment at end of month
◦ Credit may not appear until subsequent statement
DisputesDisputesDisputes may be reported to BOA who will
assist the State in resolving the dispute;Must be initiated within 30 days of the
purchase date;Always try to resolve with the vendor first
prior to contacting the bank if possible; Include with the payment at the end of the
month – if win the dispute, a credit will appear in a subsequent statement.
Records RetentionRecords Retention Maintain in a central and secure location; Records include any transaction documentation, such
as, statements, receipts, disputes, correspondence, etc.;
Includes documentation in paper or electronic form and must meet:
◦ OSF Information Security Policies, Procedures & Guidelines
◦ Oklahoma Archive Commissions Rules
Must be maintained for seven (7) years;
◦ If audit or litigation occurs, the records are required to be
retained for two (2) years after issues are resolved or until
the end of the seven (7) year period, whichever is longer
Reconciliation - Reconciliation - CardholderCardholder
Cardholder makes purchase of goods or services in
compliance with these procedures and retains transaction
documentation for reconciling at end of month;
Merchant delivers goods and submits transaction to bank;
Allocation Description field in Works is updated;
Statement is printed from Works;
Cardholder reconciles statement with transaction
documentation;
Cardholder signs, & dates statement, attaches transaction
documentation;
Cardholder forwards statement and documentation to
Approving Official for review
Reconciliation – Approving Reconciliation – Approving OfficialOfficial Approving Official reviews Cardholder’s reconciled
statement and transaction documentation for: Accuracy;
Completeness;
Appropriateness of the purchase;
Verifying transactions were conducted according to Statutes, Rules and Procedures
◦ Issues between Approving Official and Cardholder are to be resolved with the State Entity P/Card Administrator and may be escalated to the State P/Card Administrator, if needed;
◦ To indicate concurrence, Approving Official shall sign and date the statement and forward the statement and documentation for payment
Encumbering FundsEncumbering Funds Purchase Order
◦ PO should have sufficient encumbrance to cover all
transactions prior to making the transaction (Encumbrance
Law §62-34.62)
Change Orders to amend the encumbrance may be processed as
necessary
◦ Establish a Purchase Order in PeopleSoft using:
Vendor ID - 0000001101
Vendor Location – 0002
Item Number – 1000010910
Category Number – 84141602 (defaults in with Item Number)
Set Matching to “No Match”
Account Number – 601100
Mark as “Amount Only”
General Ledger General Ledger InformationInformation All transactions must be coded with the correct GL
information in Works for downloading to PeopleSoft;
Can be performed by the Cardholder, Manager, or
Accountant;
Codes may default into the transaction, but must
verify they are correct;
Must complete at a minimum:
◦ Account Number
◦ Fund Type and Class
◦ Dept ID
◦ Business Unit
◦ PO Number and Lines
PaymentPaymentProcessing Schedule
◦ P/Card closing period is last business day of the
month
◦ Billing and closing cycles are posted on the DCS
website
www.dcs.ok.gov, Central Purchasing > P/Card
Information > P/Card Cycle Dates
◦ Must meet due dates in order to make payment to
BOA by required due date
PaymentPayment
The State makes one combined payment to the bank each month;
Disputes are included in the payment and will receive a credit in a subsequent statement (if win dispute)
Late payment or non-payment of P/Card purchases will result in State Entity’s P/Cards being frozen or canceled, and may include additional action to obtain the payment and/or interest accrued
PaymentPayment Voucher Procedures:
◦ Create the accounts payable voucher for full amount of
invoice using the PeopleSoft batch voucher request
process for “Procurement Card”
◦ Actual payee will be automatically populated on the
voucher payment page with the bank’s Vendor ID and
Location
◦ Review the process error reports online, correct any
errors, and rerun the process if necessary
◦ Submit the voucher, invoice and batch slip to OSF by the
time specified
If operating in accordance with the OSF Voucher Imaging
Program, only the Voucher Register Batch Slip Notice for the
P/Card payment will be submitted
PaymentPaymentCredit Balance
◦ Payment will not be processed for a State Entity
with a cumulative credit balance
However, the agency must build the voucher and
attach the invoice;
Retain the voucher, invoice, and batch slip until there
are debit vouchers sufficient to offset the credit;
Once there are sufficient charges to recoup the credit,
the batch slip listing the unpaid vouchers from the prior
and current billing cycles should accompany the
vouchers with the required invoice documentation
PaymentPaymentPeopleSoft Voucher class
◦ Class is offered by OSF usually each month during
the p/card payment cycle;
◦ New agencies are required to attend this class
Contact InformationContact InformationState P/Card Team: Tammy Howard, CPO
◦ 405-522-1654
Vickie Rivas, CPO
◦ 405-522-4970
Contact InformationContact InformationBank of America Customer Service and
Lost/Stolen Notification
◦ (888) 449-2273
Technical Help Desk
◦ (800) 822-5985, option 3
For State Entity P/Card Administrators
◦ Debra Sullivan, Account Specialist
◦ (800) 822-5985, Ext. 67616 or
◦ Press Option 2 and ask Team Servicing for “Debbie”
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