1	UM Purchasing Card Reviewer Training
2	UM Purchasing Card For Purchase of Goods and Services Up to $5,000 Not for Personal Purchases Not for Travel or Restaurants For Travel Card Information visit www.dbs.umd.edu/travel Click on Help Desk Click on Travel Card
3	Good Uses for Purchasing Card Subscriptions, Conference Registrations, Books Retail Stores Instead of Blanket Orders Catalog Purchases On Campus Purchases (Business Services, Dining Services, University Book Center, Physics Stores) University Master Contract Purchases Grocery Store Purchases as long as it is well documented
4	How Does UM Purchasing Card Work? Much like Personal Credit Card Bank Sends Cardholder Statement But State Pays Bank Automatically Each Purchase Reflected on Default FRS Account
5	Reviewers Who Should Review? Cardholder Supervisor Business Manager Ensure Proper Documentation Supervisor to Authorize Purchase
6	Reviewer Responsibilities Appropriateness of Purchases Proper Documentation Description of Purchase Signed Transaction Log Reconciled Visa Statement Log Signed by Reviewer
7	Know Your Cardholders Keep List of Cardholders Monthly Credit Limits Single Purchase Limits Pre-authorization Required? We can Provide List
8	Making Changes to Cardholder Information Cardholder Name, Address Changes (use Maintenance Form) Notify Program Administrator in Writing Credit or Transaction Limit Changes Department Head Sends to Program Administrator in Writing Leave Department Employment Surrender Card to Department Representative Who Sends Card to Procurement
9	Is the Purchasing Card Safe?
10	Safeguards Cardholders Sign Agreement Department Head Approves Cardholder Agreement Purchases are Tracked to Cardholder Transaction Log/VISA Statement Reviewed for Appropriateness
11	Reviews Electronic Reviews State Audits Assistance Visits
12	Card Security Use of the Purchasing Card or Account Number by Anyone Other Than the Cardholder is Prohibited Secure the Card and Account Number at All Times REMEMBER: THE CARDHOLDER IS RESPONSIBLE FOR ALL CHARGES MADE TO THE CARD!!
13	What if the Card is Lost or Stolen? Immediately Contact the Program Administrator in Procurement and Supply If after hours Contact US Bank at: 1-800-344-5696 This number is Available 24 Hours a Day, 7 Days a Week Contact the police Complete disputed item form No Personal Liability if Card is Lost or Stolen
14	Card Controls & Restrictions Point of Sale Other than Point of Sale
15	State of Maryland Restrictions at Point of Sale Exceeds Single Purchase Limit Cash Advances Restrictions by Merchant Category Travel and Lodging (Airlines, Car Rentals, etc.) Restaurants, Liquor Entertainment (Recreational Services, etc.) Some Personal Services such as Photographic Studios
16	Restrictions Other Than at Point of Sale Alcohol, Gifts of Sentiment Hotels for Lodging Purposes Unincorporated Businesses (Mom and Pop establishments, individuals) - Specific to Services Do Not “String” Purchases to Avoid the Single Purchase Limit “Stringing” depends on what the cardholder knows at the time of the purchase
17	State Requirement Purchase From State Preference Programs If Need Can Be Met Certified Minority Vendors (www.purchase.umd.edu) Sheltered Workshops Prison Industries Printed Forms - Purchase on Campus or from State Use Industries Furniture - Purchase from State Use Industries (see Appendix E)
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19	UM Purchasing Policies and Procedures Same as Delegated Small Purchase Orders Do Not Use VISA for: Boise Office Products UM Purchasing Card User’s Guide Quick Reference Guide Follow Your Department’s Purchase Authorization Procedures
20	Send Requisition to Purchasing All Purchases Over Single Limit Any Purchase Involving Signing of Agreements, Licenses and Contracts Any Purchase for Delivery to a Non-University Address Center for Disease Control Select Agents: Radioisotopes, Dioxin Furniture Purchases Unless You Accept Responsibility for Documentation (see Appendix E)
21	Send Requisition to Purchasing (Cont.) Telecommunications equipment, antenna, satellite installations 2-way radios Modifications to building structure, mechanical, electrical or life safety systems (contact Work Control X52222)
22	Minority Business Participation Certified Minority Vendors Listed on Website (www.purchase.umd.edu) Small and Disadvantaged Businesses Suggestions Welcome!
23	University Master Contracts University Master Contracts are Expected to be Used Refer to Contract Summaries on www.purchase.umd.edu Most Master Contract Vendors Accept VISA
24	Code of Ethics Give Vendors Equal Consideration Do not Auction Prices Do not Accept Gifts or Gratuities such as Tickets to sporting or entertainment events Golf outings Expensive after hours dinners Avoid Perception of Conflict of Interest Do not place orders with relatives or firms with whom you have some ownership or relationship
25	Accounting and Record Keeping
26	Accounting and Record Keeping The Purchasing Card Management System is available for online reallocations All reallocations will be performed online in lieu of manual journal vouchers Your department decides who is responsible for the reallocation process
27	Purchasing Card Management System (PCMS)
28	What is the PCard Management System? A web-based software application that allows users to: Reallocate charges Record descriptive comments Display reports Download transaction log
29	Who has Access to the System? Cardholder - Has access to his/her own account Reviewer - does not have access to accounts unless also a cardholder Updater - Has access to all accounts for which he/she is responsible www.purchase.umd.edu Discrepancies
30	Who is Responsible for What? Cardholder - Person responsible for charges on the card and completing description of purchase for the transaction log Reviewer - Person responsible for reviewing appropriateness of charges Updater - Person responsible for assuring charges posted to correct account (must fill out “Access for Account Updaters” form) Remember: A reviewer may not review his/her own transactions
31	Daily Record Keeping Complete UM Transaction Log (required) Show enough detail to answer to an auditor why the purchase was made Food purchases are well documented Furniture purchases see exhibit E Keep all Documentation - Receipts, Packing Slips, Credits, etc. for each purchase May Want to Use Envelope
32	End of Month Be Sure Cardholder Was Billed Correctly VISA Statement Reconciled Detailed Receipt for Every Charge Description for Every Charge Sign the Purchasing Card Transaction Log All Receipts, Related Papers & Visa Statement Together File in Central Location Retain 3 Years/5 Years for Grant Accounts
33	Discrepancies No Receipt - Cardholder to Get Copy Questionable Purchase - Clarify 60 Days to Dispute a Charge Suspect Unauthorized Purchase Require Additional Information/Documentation Fraud is Revealed Contact Marty Newman Immediately 75 Days to File Insurance Claim Procedures Followed
34	Questions? Purchasing Card Program Administrator Marty Newman Voice:301-405-5834 Fax:301-314-9565 email address: menewman@purchase.umd.edu Kristina Libby Voice:301-405-5839 Fax:301-314-9565 email address: klibby@purchase.umd.edu Access ARES or Procurement & Supply’s website, choose Purchasing Card Management System, click on Feedback