university of regina mastercard procurement card program

Supply Management Services &Information Services

University of Regina Mastercard

Procurement Card Program


Participants

• CARD ADMINISTRATORSupply Management Services (SMS)

• CARD HOLDERU of R Employee


SMS Responsibilities• Provides general information on Purchasing Card Program• Maintain cardholders and limits, etc.• Evaluate buying patterns and customer satisfaction• Liaison with Bank of Montreal (BMO) and detailsOnline• Provide updates on GST and PST policies• Assists in rectifying disputed charges with suppliers and

BMO


Card Holder Responsibilities• Agree to the program, regulations, and monthly deadlines• Take action to resolve problems• Keep the card secure to avoid unauthorized use• The card is not a departmental card. The card information

(number and expiry date) and processed transactions are the responsibility of the card holder

• Return card upon request, termination of the FOAPAL or termination of employment

Presenter

Presentation Notes

FOAPAL 10000(FUND)-XXXX(ORG)-XXXX(ACCT)-XXX(PROGRAM)-ACTIVITY Management per project works well with activity codes.


The Process

1. Apply2. Sign cardholder

agreement3. Be approved


Step 1: Apply Complete the application online:

http://www.uregina.ca/sms/pcardapp.shtml

Presenter

Presentation Notes

p-card Application request form may be found at http://uregina.ca/~woytuik/purchase.html

http://www.uregina.ca/sms/pcardapp.shtml�


Cardholder agreement• By applying you agree to the responsibilities and

restrictions of the program as described in the purchasing card training session today.

• As a cardholder, you will sign a cardholder agreement and employee acknowledgement form for each card issued. This will be sent to the purchasing card administrator.


Step 2: Approval

• All purchasing card applications must be approved by a department head or dean and then forwarded to Supply Management Services.


Step 3: Card Account(FOAPAL)

• The card holder must designate a FOAPAL. • The FOAPAL needs a minimum life span of six months and a

minimum budget of at least $3,500 for non-salary expenditures.

• It is the cardholder’s responsibility to ensure the FOAPAL has sufficient funds to pay for card purchases.


Step 4: Card Limits

• The monthly credit card limit is $20,000.• The maximum limit is $3,500 CND per transaction

(taxes/shipping included). • This includes University supported computers, laptops and

computer related equipment - see policy #150.40.• Limit change request should be directed to Supply

Management Services.


Purchasing Card Flow


Purchasing Card Guidelines

• Sign the back of the card• Choose the proper FOAPAL for each transaction • Only make authorized University purchases within the U of R

established policies and procedures• Ensure internal or external guidelines which govern the

account are complied with• Comply with the purchasing card deadlines (Ex. 18th & 25th of

the month)

http://www.uregina.ca/presoff/vpadmin/policymanual/�


Purchasing Card Guidelines (Cont)

• The card is issued to an individual employee and should only be used by that person.

• For research grants/contracts, information on card holders shall be forwarded to the research administrator for record keeping.

• If cards are to be issued to individuals other than the principal investigator, the principal investigator must provide written approval documenting the delegation of signing authority and the acceptance of responsibility for items charged to the research FOAPAL.


Restrictions• The purchasing card must NOT be used for the following:

1. PERSONAL AND PRIVATE USE2. SPLIT PURCHASES3. INAPPROPRIATE PURCHASES


1. Personal Purchases• Personal purchases jeopardize the University's tax status,

permits or supplier contracts. • The purchasing card will be cancelled and usage will be

revoked.• The University must be reimbursed immediately for the

amount of the personal purchase.• Any violation of this policy may be investigated and could

result in termination and/or criminal prosecution.


2. Split Transactions

• Purchase card transactions must not be split to divide a large purchase over the cardholder’s single purchase limit.


3. Inappropriate Purchases• To obtain cash• Transactions valued over $3,500 CDN (an individual card limit

may be lower)• Controlled items such as hazardous material, radioactive

material, laboratory and research animals• Contracted goods and services• Maintenance contracts• Extended rentals or leasing of equipment• Direct employment of individuals• Services provided through Facilities Management work orders


Discrepancies• NO DISCREPANCIES: Review all transactions. If no

discrepancies are found, proceed as usual.

• DISPUTED CHARGES: If discrepancies are found, contact the supplier to correct. If there still is a dispute with the supplier, contact BMO client services immediately. Payments for the purchase card transactions will be made on time, which means any disputed transactions will be paid and dealt with after, if necessary.


Disputed Charges• Cardholder shall determine whether it has been a supplier

or a bank posting error.

SUPPLIER ERROR:

The cardholder will contact the supplier immediately to rectify the billing problem and ensure that an adjustment for the transaction appears on the next monthly statement. The cardholder should request that the supplier issue and send a MasterCard credit transaction slip to verify that credit was given.


Disputed Charges• BANK ERROR:

Immediately provide BMO Client Services rergarding the dispute. BMO will contact the supplier who will be required to produce verification of the transaction made by the cardholder. If valid documentation is provided to the purchase card administrator, the transaction will be considered resolved and the charge will stand. If the supplier is unable to produce a signed transaction slip, the charge will be removed and a credit will appear on the following month’s statement.


Purchase LogEach cardholder is strongly advised to keep a log of purchases:

• Order date• Name of the supplier• Description of the purchase• FOAPAL number(s)• Dollar amount of the purchase• Purchase appeared on the cardholder monthly statement• Transaction has supporting documentation


Receipts and ReturnsCardholders shall:

• Ensure receipt of goods or services• Follow up with suppliers to resolve problems (delivery,

discrepancies or damaged goods) and coordinate returns.

• Request credit transaction slip to verify that credit was given


OrderingORDER BY PHONE, FAX OR MAIL:• Give accurate delivery information, including:

o Contact nameo Faculty/departmento Addresso Phone numbero Request priced packing slip or a detailed sales receipt be enclosed

• E-mail purchases are prohibited• Internet purchases should be made on secure sites only. If

unsure of a site’s authenticity, contact IT Support Centre at 585-4685 or Supply Management Services at 585-5003.


Ordering (Con’t)IN PERSON:

• Inform the supplier the purchase is for the University of Regina.

• Obtain the MasterCard transaction slip from the supplier at the time of the purchase.


Card RejectionIf a Supplier rejects the purchase card, it will be for one of the

following reasons:

• The expiry date has been entered incorrectly.• Exceeds transaction or monthly limit.• The supplier has been purposely excluded from the

University of Regina’s p-card program.• The supplier is not currently a MasterCard merchant.


Imports, Customs and ExciseNOTE: When making purchases outside of Canada, there may be extra costs applied to your FOAPAL regarding the purchase that do not show up on your statement

Out of country orders will have applicable duty/taxes incurred in one of the following ways:

o THROUGH THE UNIVERSITY’S CUSTOMS BROKERS

o VIA COURIER - Couriers will issue an invoice for payment that will be sent to Financial Services and charges will be made to the appropriate FOAPAL.

o THROUGH CANADA POST - Submit the Canada Post import form to the Financial Services for payment against the appropriate FOAPAL.


TaxesTaxes and rebates will be calculated using the following basic

assumptions:

• Saskatchewan purchases have been charged both GST and PST.• Out of Saskatchewan (Canadian) purchases have been charged

GST, but not PST.• Out of Canada purchases will not have been charged either GST or

PST.• Taxes will be processed through Banner in the following manner:

* The GST on any imported good is being charged separately by Canada Post or the Courier company handling the delivery, or by the University's custom brokers.

ORIGIN GST PST

In Saskatchewan Process GST rebate Charge as Invoiced

Out of Saskatchewan (Canada) Process GST rebate Self Assess

Out of Canada Charge as Invoiced* Self Assess


Transaction Documentation• EACH transaction must be supported by valid

documentation: o Supplier identification (merchant name)o Date purchase was madeo Description and quantity of each item purchasedo Per item cost if availableo Cardholder identification (name and card number)

• If not included in the supporting documentation, then it must be written directly on the documentation by the cardholder.


Transaction DocumentationAcceptable supporting documentation:

• Receipt and MasterCard transaction slip from the supplier.• Priced packing slip.• Order forms, or a copy of the form, for dues, subscriptions,

registrations and similar items.• Invoice showing credit card payment.• Copies of MasterCard transaction records sent directly

from the bank.


Transaction Documentation

• If original supporting documentation is lost:

– Contact the supplier to provide a copy of the original documentation.

– If the supplier is unable to provide documentation, contact MasterCard directly using the number available on the back of the card. This request can take up to 45 days to process.


Failure To Provide Documentation

• Failure to provide required documentation is a cardholder violation.

• Transactions where the supplier does not provide original documentation are not considered a violation. However, this must be substantiated by notifying the purchase card administrator that a request for documentation from MasterCard has been issued.


Payments

• The University will pay the total amount owing against all credit cards within seven (7) days from the BMO statement date.

• The monies will be paid using a clearing account. After cardholder reconciliation, the appropriate FOAPALS will be debited, and the clearing account credited.


Reconciliation - Deadlines• The statement period is from the 5th of the month to the 4th

of the next month.• Cardholders review transactions, add descriptions, and

adjust FOAPALs for the current monthly cycle prior to the 18th of each month, via the BMO details Online system.

• All supporting documentation must be handed in to Financial Services by the 25th of each month. This includes a supervisor signed statement of account report and all receipts.


Retention of Records• Records of purchases are retained for audit purposes

and centrally stored by Financial Services

• Retention period for these records is six (6) years plus the current year.


Lost or Stolen Card

• The cardholder must notify the bank and the purchase card administrator immediately of any lost or stolen cards. The lost or stolen card will be cancelled and a replacement card will be issued within five business days.

• MasterCard emergency customer service representatives are available 24 hours a day, 365 days a year at 1-800-263-2263.


Purchasing CarddetailsOnline

Effective January 25, 2010


Locationwww.bmodetailsonline.com


Sign In• Go to: www.bmodetailsonline.com

o Enter: User IDo Enter: Password o Enter: Languageo Select: Go

• Username example: d136952ltataryn• Passwords are temporary• detailsOnline will display a prompt to reset password


Password• BMO details online will automatically take you to the

change password screen upon your first sign in. • Password restrictions are:

o 6-20 characterso Cannot be a single character repeatedo At least one numeric and one alpha characterso Must not be the same as previous o Passwords are case sensitive


Password Reset• Go to www.bmodetailsonline.com• Enter User ID, Temporary Password and Language• Select Go• Enter Current Password• Enter New Password and Verify• Complete the Password Reset section to receive a

temporary password if you should forget • Select Save Changes from side menu


Password Reset (Cont)


Forgotten Password?

• The Forgotten Password link appears on the login page.

• After three attempts please contact Supply Management Services at 585-5003.


Forgotten Password? (Cont)


Home Quick and easy access REPORTS and TRANSACTIONS

from the HOME page.


Quick Links• Quick and easy access Run/View REPORTS and

View/Modify TRANSACTIONS


Transactions• Go to www.bmodetailsonline.com and Login• Select TRANSACTION from top menu• Set View to General Ledger to access FOAPAL information • Select the Date (Ex: 05/05/10 to 06/04/10)• Select Locate Transactions from side menu• On the General Ledger screen edit FOAPAL information • Add meaningful Description for each transaction• Save BEFORE leaving each page• This MUST be done by the 18th of each month


Transactions (Cont)


General Ledger


Statement• Log on to detailsOnline• Select REPORT in the menu selection• Click on the Custom folder• Click on Statement of Account Report• Under Parameters: Date Switch should be Processing Date• From Date December 5, 2009• To Date January 4, 2010• These dates will change for each statement period• Select the Submit button


Statements (Cont)


Statements cont.Statement of Account


Statements (Cont)Enter From and To Date then Submit


Statements (Cont)


Statements (Cont)

• The report will include supplier, dollar amount, FOAPALS, and transaction descriptions.

• Split transactions are listed.• Two signature lines appear:

o cardholder o supervisor


Print Report

• Go to www.bmodetailsonline.com and Login• Select REPORTS from top menu• Run ‘Statement of Account Report’• Select Print from top menu• A new browser window opens with a print box• Select number of copies and change to Landscape• Click the print button


Download• Go to www.bmodetailsonline.com and Login• Select REPORTS from top menu• Select ‘Custom Report’• Run ‘Statement of Account Report’• Select Download from top menu• A new browser window opens • Select Export Type. Example: RTF• Select Page Range ‘All’• Select View Report OR Save Report


Download


Charging One Expense To Multiple FOAPALs

• Go to www.bmodetailsonline.com and Login• Select TRANSACTIONS from top menu• View MUST be set to General Ledger to access

FOAPAL information • Select Dates From 5th To 4th of each month• Select Locate Transactions from side menu


Splits• In the General Ledger module checkbox the desired transaction by

ticking the transaction number.• Select Split Record from the side menu.• On the Split Record screen enter the # of Splits to apply.

o Example: 2• Select Add Split from the Split side menu• Enter Description and a Percentage or Amount for each line.• Select Save from the side menu to access General Ledger

Information• Click on Blue FOAPAL code, edit and Save Changes from side

menu. • Repeat for each FOAPAL• Ensure the Split Remainder is $0.0000 before exit


Splits (Cont)


Splits (Cont)• Return to General Ledger to view split• Split enabled icon will appear• Select to view split information


Tips• detailsOnline times out after thirty (30) minutes of

inactivity .• Save BEFORE each page of transactions.• Splits are only viewable in the General Ledger area,

NOT the statement area.• Do not use reject, decline, or any other status when in

detailsOnline.


Tips (Cont)• Turn off pop-up blockers. • While in a browser:

o toolsopop-up blockerso turn off pop-up blockers

• Browser back button may be used to navigate.


Log Out

Click on blue “x”


Purchase Card Program• Purchase Card program rules have NOT changed.• Maximum limit per transaction is $3500.• The card must not be used for personal or private

use, inappropriate purchases, or splits. Splits defined as dividing a large purchase over a single purchase limit.


Purchasing Card Program (Cont)

• detailsOnline cut off date for FOAPAL or account changes is the 18th of each month.

• Description are mandatory and must describe what was purchased and provide enough detail to understand the nature of the transaction.

• Forward original receipts, and a supervisor & employee signed statement to Financial Services by the 25th of the month.

• The on-line ‘Statement of Account’ report replaces the paper statement sent by Bank of Montreal.


Documentation

• Each transaction requires a MasterCard slip and detailed invoice or till receipt.

• The receipt must clearly show where, when and what was purchased.


Supply Management Service Support

Provides the following support to faculty and departments:o Tendering and contractual agreementso Research and sourcing of products and serviceso Consultative serviceso Import and export serviceso Returns and disputeso General Information

**Supply Management Services will be available to help where ever possible to insure the benefits of the purchase card program are achieved.


Thank You For Attending

Questions?Contact us anytime for assistance:

Technology Learning [email protected]

Phone: 337-2421

Supply Management [email protected]

Phone: 585-5003

university of regina mastercard procurement card program

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