PCARD TRAINING for Cardholders Office of

Transcript:PCARD TRAINING for Cardholders Office of:
PCARD TRAINING for Cardholders Office of Procurement & Real Property Management July 24, 2014 New Policy – PCard Preferred Method for Small Dollar Purchases PCard will be Preferred Method of Small Dollar Purchases <$2,500 To Improve Efficiency & Effectiveness of UH’s Small-Dollar Procurements New Policy – PCard Preferred Method for Small Dollar Purchases Issues & Concerns: Increased Potential for Misuse Exposure to Financial Losses Maintaining Control Over Spending New Policy – Preferred Method for Small Dollar Purchases Justification Required for Purchases <$2,500 that are Made on PO Enter Statement or Pull Common Reason from Justification Table Common Reasons on Justification Table Justification Will Not Appear on PO Preferred Method for Small Dollar Purchases - Exceptions to New Policy Vendor does not accept credit card or MasterCard Purchase above Cardholder’s Limit Vendor assesses fee for credit card purchase Real Property Leases & Rentals Legal Services High Risk purchase Vendor requests payment to a third party Other reasons where PCard is not a viable option for purchase Stipend payments Payments for scholarship & fellowship New Policy – PCard Preferred Method for Small Dollar Purchases Purpose of New Policy to Improve Efficiency & Effectiveness of UH’s Small-Dollar Procurements Streamline & Improve Process While Maintaining Prudent Fiscal Control Revise Purchasing Card Program Goals Update Purchasing Card Policies & Procedures Transition to More Robust Electronic Processes PCard Goals Revised Old: Simplify & Expedite Procurement Process for Small Dollar Goods & Services New: Provide Operational Efficiency for Purchase of Small-Dollar Goods & Services w/out Sacrificing Fiduciary Control PCard is a Privilege Transition to Newer & More Robust Electronic Processes - PCDO PCDO New Kuali Module for Purchasing Cards Facilitates Business Workflow Eliminates Need for Manual Logs Provides Electronic Routing of PCard Transactions for Approval Allows PCard Transactions to be Reallocated Directly in UH’s Financial System Accounts & Object Codes Validated Immediately Charges Can Post to General Ledger Balances More Promptly Transition to Newer & More Robust Electronic Processes - CentreSuite Discontinuing PVSNet Using CentreSuite to Supplement PCDO Newer, Improved Card Management Tool Real-Time Data Higher Level of Self Service Easy to Use View Transactions Prior to KFS Feed Transaction Details (Level 3 Data) View Approvals & Declines View Statements CentreSuite CentreSuite Expense Module CentreSuite – Expense Module New PCard Button on Requisition New “Issue by PCard” Button on Requisition Allows FA to use requisition to obtain pre-approval for PCard transaction Built-In Controls – Card Limits PCardholder