purchasing overview this card is only for orders under $5000. $5000 and above will be processed by...

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Payment Overview The bill is paid each month from a clearing account and is paid exactly as billed. By the 15 th of each month an entry is prepared by Accounting and Financial Reporting to record the transactions on Banner.

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Page 1: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Payment OverviewThe bill is paid each

month from a clearing account and is paid exactly as billed. By the 15th of each month an entry is prepared by Accounting and Financial Reporting to record the transactions on Banner.

Page 2: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Payment OverviewoOnly items paid for with state funds may

be purchased using this card.oAgency, local, SGA, Foundation and Club

funds may not be used with this card.oPersonal items, cash advances, and

business expenses are not allowed (with the exception of air and rail tickets).

Page 3: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Log SheetsA log sheet must

be started on the 16th day of each month.

This log is to be filled out as items are ordered.

The log sheet is mandatory.

Page 4: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Log Sheets

DateDepartment NameCard HolderBanner IndexDate Ordered

Vendor NameDescriptionAccount CodePriceeVA Information

Page 5: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Account CodesAccount codes are specific to the type of

expense. The Hierarchy Report in the Banner Chart of

Accounts lists the specific account codes. http://www.longwood.edu/finance/acct.htm

The CAPP Manual at the Department of Accounts also gives a list of available codes. This list gives an explanation of each one.

http://www.longwood.edu/finance/acct.htm

Page 6: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Log Sheets

The log sheet will be completed on the 16th of each month.

Complete a separate log sheet for each Banner account that has purchases.

If an item is on the log sheet and not on the bill highlight and note on the log sheet (NOS) and make a copy of the log sheet to use for next month.

Page 7: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Log SheetsNote any discrepancies directly on the log

sheet.Attach all packing slips, invoices,notes,etc.

to back of log sheet.Each transaction must have some type of

documentation that shows a detail of what was purchased and what price was charged.

eVA documentation must be kept with your copies but you do not need to send to Accounting with your package.

Page 8: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Cover Sheet

Dept Name/PhoneCardholderClosing DateTotal Amount

Page 9: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Cover Sheet

Fill in total amount of each Banner Index adding like account codes.

Fill in eVA information on bottom of form.

Sign as Cardholder.Have your Supervisor approve.

Page 10: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

VISA Card PackageAssemble the package in the following sequence:1. Cover Sheet2. Log Sheet3. Invoices or packing slips, notes, PO copies, RTA, etc.

4. Purchasing check off sheet

Page 11: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

VISA Card Package

Send the entire original package to Sylvia Schutt in Accounting and Financial Reporting by the 7th of the month.

Page 12: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

VISA Card Package

If your paperwork is not received in Accounting by the 7th of the month and you have not given prior notice that your report will be late you will be notified by an email that will also be sent to your Supervisor as well as the Vice President for Administration and Finance.

Page 13: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

VISA Card Package

If your paperwork is still not received in a timely manner the email will be resent and will also go to your area Vice President.

Keep a copy of the entire package for your records.

Page 14: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Discrepancies

It is the cardholder’s responsibility to notify the vendor of any problems with the order or statement.

You may contact VISA Bank of America directly at 1-888-449-2273.

Page 15: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Tax

Purchases on this card are tax exempt with the exception of air/rail fares and special hotel charges.

It is the cardholder’s responsibility to ensure that any tax charged in error is credited.

Page 16: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Registrations

Please charge all registration fees for conferences, etc. to the VISA Card. The approved RTA must accompany the VISA Card package.

Page 17: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Air/Rail Tickets

Use your VISA Card to purchase Air or rail tickets.

A copy of the itinerary or ticket must be attached to the package as well as a copy of the RTA.

Page 18: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Special Hotel Arrangements

No tax is allowed except for on air/rail tickets or special hotel arrangements.

Special hotel arrangements refers to speakers or candidates housed in Farmville.

This may be secured by sending an email to [email protected] with the date, hotel, purpose and name of person housed.

Page 19: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Special Hotel ArrangementsIf you use this card

for special hotel arrangements you must have a copy of the release and the approved RTA with your package.

Page 20: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Special Hotel Arrangements

If your hotel charges exceed the state rate you must attach a copy of the approved overage documentation from the RTA.

Page 21: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Aramark InvoicesPlease use this card for all Aramark

purchases made with state funds.Meal payments require a list of names of all

persons fed.Only business meals are reimbursable and

there must be documentation showing the nature of the business.

Per diem rates must be adhered to.

Page 22: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Aramark Invoices

For invoices involving refreshments include the announcement/invitation if a list of persons is not available.

Remember refreshments are allowed only when an outside person is present.

A reason for the function is also required.

Page 23: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Internet PurchasesItems may be purchased

over the internet through a secure site.

This is noted by the site address as “HTTPS”.

This will not appear until you get to the ordering screen. A screen print of the secure site must be included in your package.

Page 24: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

CreditsCredits must be

documented with a copy of the invoice and credit and any notes you may made.

If you have a $0.00 balance you don’t turn in any paperwork.

Page 25: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Special HelpsYour package is due

on the 7th of each month.

The amount on your package must match the statement.

If you have a $0.00 balance you do not send in any paperwork.

Securely staple your package together.

Only one cover sheet is allowed per cardholder.

Page 26: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Special HelpsWe are tax exempt.You may purchase over the internet.Use this card for Air/rail purchases.

Page 27: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Special HelpsDocument any

unusual purchases directly on the log sheet.

Make sure your paperwork is approved.

Documentation is of the greatest importance!!!!

Page 28: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Special Helps Card sharing is not allowed. Faxing of your account number is not permitted.

Do not email your account number.

Page 29: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Special HelpsIf you can’t make the 7th deadline, CALL ME.

Page 30: Purchasing Overview This card is only for orders under $5000. $5000 and above will be processed by Materiel Management. All procurement regulations

Policy on Web

The policy and procedures for the VISA Bank of America Card may be viewed at:

http://www.longwood.edu/finance/