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Version 3.4 November 2011

VALENCIA COLLEGE

Procurement Office

Procurement Card

Procedures & Guidelines

VALENCIA COLLEGE

PCard Procedures & Guidelines

Procurement Office 1800 South Kirkman Road Building 14 MC 4-42 Orlando, FL 32811 Phone 407.582.5527 • Fax 407.582.1209

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Table of Contents Section

Title

Page

1

Valencia PCard Program Introduction

3

2

Valencia PCard Program Contacts

5

3

Definitions

6

4

Roles & Responsibilities

10

5

Restrictions

15

6

Infractions

16

7

Making a Purchase & Documentation

18

8

Reconciliation & Returns

20

9

Fraud, Abuse, Misuse & Lost or Stolen PCards

22

Tabs Tab 1

PCard Forms

Tab 2

JPMorgan PaymentNet Instructions

Tab 3

Report: Available Limit (Monthly Credit Limits)

Tab 4

Report: Cardholder Status (Balance on Card)

Tab 5

Report: Transaction Detail w/Account Codes & Notes

Tab 6

Running Queries

Tab 7

Banner Queries

Tab 8

Best Practices & Examples

1 Section

Valencia PCard Program Introduction Valencia’s Procurement Card Program was implemented in 2004 with less than 20 card holders. Today we have more than 200 cardholders and continue to grow!

W

elcome to the Valencia College Procurement Card Program. The procurement card (PCard) is a payment tool, which offers an expansion of the existing Valencia procurement processes. The Card will allow departments to make certain transactions without having to submit a requisition for the issuance of a purchase order or a check request. Having a PCard is a privilege that comes with responsibilities. This manual will serve as your guideline when using your PCard. Whenever in doubt, you should always call our office. We are here to help you and to ensure the success of the PCard Program.

The intent of the procurement card program is to provide Valencia and departments with a streamlined method of payment for department related supplies and/or services, thereby reducing the volume of individual check payments to vendors. It is intended to be used by authorized staff for authorized purchases. It is NOT authorization to extend departments purchasing ability to acquire items previously not authorized by policy or procedure. Please refer to the Valencia website for College Policy and Procurement Purchasing Guidelines. http://valenciacollege.edu/generalcounsel/policies.cfm

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The use of the PCard is intended to achieve the following: Reduce the cost and volume of paperwork involved in processing routine transactions Expedite the procurement process for authorized goods and services

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Acquiring a Card  All College employees, excluding temporary employees, designated by their Budget Manager, may be permitted to apply for a Procurement Card.  Each PCard is uniquely assigned to an employee using Valencia funds and is tied to a specific funding source. Applications must have the appropriate Budget Manager’s approval (signature) and the applicant’s direct supervisor.

Completed forms are then sent to the Procurement Office for processing. If Fund 2 is being used, Grant Accounting approval is required.  The Procurement Office will notify the cardholder and card coordinator when the card has been received to set up training. Process usually takes 2-3 weeks.  A Valencia PCard is not tied to an individual’s personal credit line.

Activating the Card  The card can be activated by the cardholder using the 1-800 number on the physical card. The cardholder will be prompted to provide his/her credit card number and any personal information that was included on the PCard application form. Cardholders are only asked to provide the last four (4) numbers of one’s SSN for security purposes.  Cardholders should sign the back of their PCard and include the letters CID. (Check ID) This is a security measure where vendors will check a picture ID against your signature.

Maintaining the Card  All PCards are monitored for usage and need.  Any card that has not been activated 30 days after training may be subject to cancelation.  Any card that has not been used in 60 days may be subject to cancelation.  All new cardholders are subject to a desktop review after 90 days to ensure proper procedures and documentation is in place to substantiate the authorized purchase.

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2 Section

Valencia PCard Program Contacts The Procurement Office is the Administrative office for the PCard Program.

All communication including the main billing address comes through Valencia’s Procurement Office.

  

Physical & Billing Address: 1800 South Kirkman Road Orlando, FL 32811

Main phone: 407.582.5532 PCard Administrator: 407.582.5527 or 5528



Email: mdavies@valenciacollege.edu or eames@valenciacollege.edu

Bank Card Program Customer Service JPMorgan Chase (Available 24 hours a day, 7 days a week)



1-800-270-7760

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3 Section

Definitions Agency- Valencia College Authorized Purchases – Purchases and expenditures made by a cardholder on behalf of the College allowed by law, policy, and procedure within approved budget authority.

Budget Manager- The Valencia College person who oversees the departmental budget and authorizes employees to spend money from a particular department as outlined in the Chart of Accounts.

Budget Transfer- Completed by the Budget Manager or designee to move funds from one organization to another within Valencia. Transfers may be needed prior to a download to ensure proper accounting is maintained.

Card Coordinators- (Approvers) The individual who is responsible to coordinate/reconcile/ and approve each transaction by the card holder in their hierarchy. Approvers are required to file all transactions for easy accessibility for the time period as outlined in Section 4 of this manual.

Consultant – One who gives professional advice or services. Requires a Consultant Agreement to include scope of work and payment. Payment by a PCard is not permitted for this type of expenditure.

Credit Card- Master Card is the credit card for the college.

Cardholder – Valencia College employee whose name is engraved on the PCard and is responsible for all transactions associated with their card.

Cardholder Agreement- Agreement signed by the cardholder and Card Coordinator signifies that the cardholder has had PCard training and acknowledges by their signature that they are aware of the procedures and guidelines governing the use of the Procurement Card.

Cardholder Application Form – The form that initiates the process to allow a Valencia employee to participate in the Procurement Card Program. It must be signed by the Cardholder, Supervisor and Budget Manager. This form can be found on the Procurement Website at http://valenciacollege.edu/procurement/ProcurementCard.cfm

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Collusion- A secret agreement between two (2) or more parties for fraudulent, illegal, or deceitful purposes.

Credit Card limit – Is based initially on departmental budget, then in accordance with average monthly spend.

Delegation - The process of allowing an individual other than the cardholder whose name appears on the PCard to initiate or complete a transaction using the card. Delegation of a Procurement card is not allowed. This includes someone other than the cardholder having physical possession of the card, access to the card number and expiration date, and access to receipts or invoices that display the card number and expiration date.

Disputed Item – Any transaction that was not authorized by the individual cardholder.

Documentation – Proof of purchases made with the PCard. May be any of the following: detailed cash register receipt, invoice, receiving report, packing slip, copy of order form, confirmation slip, and/or procurement card charge slip as long as an itemized description, unit cost, total, Vendor name and date is listed. The receipt must match the total of the transaction in PaymentNet. If none of the documentation mentioned is provided, the cardholder must complete a Valencia Procurement Card Receipt Exception Form found in Atlas under Valencia Forms.

Electronic Statements - Monthly statements generated from the system sent to all Budget Managers with expenditures to their designated organizations as defined in the Chart of Accounts. Must be reviewed monthly.

Journal Entry – Journal entry is an entry made in the financial system to reclassify an expenditure from one organization to another within Valencia.

JPMorgan Chase- The bank entity providing Valencia with procurement card services.

Goods – Material, supplies, commodities, printing, small dollar items and any other articles or items used by a spending unit.

Hospitality – Food, beverages, and related expenses for the reception of guests by a spending agency for a specific event or function relating to conducting Valencia business as defined by Valencia Policy. Hospitality spending requires a signed roster of the attendees in attendance with the exception of Agency Funding (Fund 6) Inappropriate Purchase – Purchases made not following College Policy or as outlined in this Procedures & Guidelines Manual. Included, but not limited to: (a) consultant services or independent contractors; (b) purchases where the item/service is over $5,000 and 3 quotes are required; (c) purchases over $35,000 where a formal bid is required; (d) awards or gifts bought for employees using operational funds; (e) capital equipment and (f) any other items purchased not permitted using operational funding.

Inventoried equipment/furniture – Any item over $1,000 that will be tagged by Property Management or any computer/laptop regardless of its cost. Payment by a PCard is not permitted for this type of expenditure.

Itemized – A detailed list of goods/services purchased with unit cost and total.

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MCC Codes – Merchant Category Codes are assigned and controlled by the bank for different items/services.

PCard – The name used at Valencia for our Procurement Card. It is a Master Card credit card.

PCard Administrator- This position oversees the program and interacts with the Budget Office, Finance Office including Accounts Payable.

PCard Maintenance Form – The form used to update cardholder information including name change, stolen or lost cards, and credit line change., and can be found in Atlas under Valencia Forms. This form must be signed by the Cardholder and Budget Manager.

Point of Sale (POS) – Business furnishing goods and services.

Procurement Card – Credit card issued by the Procurement Card Provider in the name of Valencia College to an individual cardholder.

PaymentNet – The software provided by JPMorgan Chase used to reconcile transactions and run reports.

Personal Reward Cards – Any card or reward given to an individual while using the College’s PCard. Examples include, but are not limited to: Staples Rewards, Airfare mileage, Bonus Cash on your next purchase, etc.

Procurement Card Provider – The entity (JPMorgan Chase) providing the Agency credit line and holding the contract for the Procurement Card Program.

Processing Fee – A fee that is attached to a transaction by a vendor because of the fee accessed to them by their bank institution. Valencia will not pay these fees and will submit a Purchase Order to any vendor who wants to charge us an additional fee.

Stringing – The intentional manipulation of ordering, billing, or payment process in order to circumvent the transaction dollar limit.

Tax – Because the College is Tax Exempt, tax should not be charged by any Florida owned business.

Temporary Employee – Any person who is not a Valencia employee. Staff hired by Adecco, AUE Staffing, or Employment Resources are considered temporary employees in regard to the PCard Program.

Transaction – When the card account is processed by a merchant’s acquiring bank initiating the payment process for goods or services.

Travel– Travel may include: Registration, hotel room, parking and Internet charges and airline tickets. It does not include meals as this expense is reimbursed on per diem basis through the Per Diem and Other that In-District Travel Report Voucher found on Valencia Forms.

Travel GL’s – From the Valencia General Ledger Code list: 605010, 605020, 605030, and 605060 can only be charged with the proper approvals and back up documentation. If using

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SPD money, approval should be made first by the SPD Office. A copy of the PaymentNet transaction page for any expenditure charged to SPD should be sent to the SPD Office.

Utilities – Electricity, gas (natural, propane), heating oil, telephone, water, sewage, and garbage collection.

Vendor/Merchant-Supplier of goods or services to the cardholder.

1099 Vendor – Vendor or independent contractor that is in business for themselves. They may be labeled as consultants, freelancers, self-employed or whoever receives payment for commissions, fees, prizes, awards, etc. The College is required to send 1099 forms to any person making more than $600 per calendar year with the College.

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4 Section

Roles and Responsibilities The Roles and Responsibilities of the Procurement Office, Card Holder, Card Coordinator and Budget Manager are crucial to the success of the PCard Program.

P

rocurement Office – PCard Administrator     

       

Responsible for overseeing the complete PCard Program.

Reviewing new account applications upon receipt.

Facilitating the issuance, replacement, and cancelation of all cards with the provider.

Facilitating card dollar limitations, restrictions, and MCC grouping.

Requiring all cardholders and card coordinators to attend a PCard training session and ensuring that the employee is informed of all the terms and conditions imposed with the privilege of using a card, including the dollar limitations and restrictions placed on his/her card.

Maintain a list of all cardholders, card coordinators, and budget managers.

Communicate with all cardholders, card coordinators and budget managers regarding any changes, updates, or download changes as it affects the PCard process.

Notify all cardholders, card coordinators and budget managers to cease purchasing whenever the administrator sets the cut-off dates for each fiscal year.

Conducting a desk top audit on all new cardholders and card coordinators after ninety (90) days to ensure that proper procedures are being followed.

Maintain a record of infractions by cardholders and notifying the cardholder, card coordinator and Budget Manager of infractions as they occur.

Establishing and maintaining internal controls with the assistance of Internal Audit, Finance and Budget departments.

Reviews all procedures and guidelines, forms used to determine if any need to be revised, enhanced or updated.

Performs credit limit reviews (both single limit and monthly limit) of each cardholders spend and adjusts limits as necessary twice a fiscal year.

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  

C

Keeps detailed spreadsheet as to the changes. Notify cardholder and Budget Manager of changes.

Performs desk audits of active cardholders to ensure procedures and guidelines are followed.

Assists with problem resolution.

Works with Administration to identify and drive future program enhancements.

ardholder             

       

Understanding all the processes as outlined in the PCard Procedure & Guideline Manual.

Understanding all the processes relating to purchasing as outlined in College Policy.

Understanding the importance of account codes and their use.

Knowing what vendors currently have contracts with the college and can be used on their PCard.

Ensuring that any contractual purchases made using the PCard must follow the Terms & Conditions of the contract.

Ensuring that the cardholder is the sole user of the card.

Safeguarding the PCard at all times.

Understanding that the cardholder is responsible for any/all activity on his/her card.

Cardholder credit limit is initially based on the cardholders departmental budget, then in accordance with average monthly spend.

Responsible for tracking spending on the PCard and monitoring monthly credit limits.

Responsible for knowing what your monthly credit limit is prior to purchasing.

Completing a Procurement Card Maintenance Form when a credit limit is needed. Signatures are required by the appropriate Budget Manager.

Cardholder cannot approve their own transactions.

Daily review in PaymentNet all transactions to ensure that the purchase is valid.

If purchase is not theirs, notify PCard Administrator immediately.

Receipts must include the vendor name, date, unit cost, total cost, and an itemized description is included.

Ensuring that the vendor provides a transaction document whenever a transaction is made.

Complete a PCard Receipt Exception Form if a receipt is not given or is lost. If the original receipt is found, file both receipts for audit purposes.

Ensure that the receipt amount matches the transaction amount.

Assigns appropriate account coding per transaction.

If using an index outside of your Budget Managers (jurisdiction, control, responsibility, or area), approval from the new Budget Manager (or designee) should be included with that transaction back up documentation.

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   



    

    

C

Check funds available in Banner (FGIBAVL) prior to download. If funds are not available, cardholder must ensure budget transfer is completed prior to download.

Ensures that all contract pricing is reflected on the itemized receipt.

Realizes that the college is a tax exempt institution and therefore not be charged tax except on out of state travel.

If tax is charged, cardholder is responsible for notifying the vendor for a reimbursement. If reimbursement cannot be made, then the cardholder must pay back the college at any Business Office. A receipt showing the payment should be kept with the original transaction record.

If any credits are given, making sure the index & account is the same as the original transaction. If the vendor will not issue the credit to the PCard, the check must be posted to the same Index and Account through the Business Office. Keep the receipt showing the credit with the original transaction record.

All credits need to be reviewed and approved.

Responsible to make sure credits are received from a vendor.

If multiple or large credits are typical from a vendor, it is suggested that a purchase order be created to that vendor so credit tracking through AP is accountable.

Responsible for coordinating a backup plan in case of an emergency, sickness or on vacation.

Responsible for sending their card coordinator (approver) all documentation prior to the Wednesday noon download. The cardholder can retain a copy of their transactions, but the card coordinator is the one who files and maintains all transactions.

If transaction is not reviewed and or approved for the weekly download, a copy of the receipt signed by the cardholder and approver must be sent to the PCard Administrator within 2 days of the download.

Card holders cannot accept cash as a refund.

If a third party such as Paypal is used, a copy of the receipt must be sent to the PCard Administrator for verification.

If vendor wants to charge the college a convenience fee, then cardholder will not use their PCard, but complete a Banner requisition for the goods or services.

Surrendering the PCard upon the request by the Procurement Office, card coordinator or budget manager.

ard Coordinator (Approver)    

Understanding all the processes as outlined in the PCard Procedure & Guideline Manual.

Understanding all the processes relating to purchasing as outlined in College Policy.

Understanding the importance of account codes and their use.

Verifying Budget Manager approval for any Index used outside of the default budget managers jurisdiction or area. Cardholder should include this with their transaction backup.

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            

B

Knowing what vendors currently have contracts with the college and can be used on their PCard.

Card coordinator cannot review and approve their own transactions.

Ensure that funding is available for all cardholders.

Securely files and maintains all records per cardholder per transaction.

Matches the receipt against the PaymentNet transaction.

Approves reconciled charges for overall legitimacy before each noon Wednesday download provided that documentation is submitted by the cardholder in a timely manner.

If transaction is not reviewed and or approved for the weekly download, a copy of the receipt signed by the cardholder and approver must be sent to the PCard Administrator within 2 days of the download.

Approves and signs the Cardholder Agreement Form.

Received training and has knowledge of PaymentNet software.

Assist and coordinate with cardholder billing errors or disputes.

Follow up and approves all credits in the system with proper documentation.

Assigns duties to an alternate in the event of an absence for the office and notifies the PCard Administrator with the change.

Notifies the PCard Administrator if a cardholder is absent from their job for a period of time because of sabbatical, medical, military, or any other reason. Cards will be suspended during this time to avoid any misuse. Once the cardholder returns to their position, the Card Approver should notify the Procurement Office to have the suspension lifted.

udget Manager           

Understanding all the processes as outlined in the PCard Procedure & Guideline Manual.

Understanding all the processes relating to purchasing as outlined in College Policy.

Understanding the importance of account codes and their use.

Knowing what vendors currently have contracts with the college and can be used on the PCard.

Determines necessity and purpose of each card.

Identifies potential cardholders.

Ensures proper back up during absences from the College for cardholders and approvers on vacation, sick or personal time.

Notifying the Procurement Office immediately when a cardholder or card coordinator has left their position at the college.

Review PCard transactions in Banner FGIBDST for any/all activity associated with their budget.

Request and approve all Credit card increases for your cardholders using the Procurement Card Maintenance Form (found in Atlas under Valencia Forms) Notifies the PCard Administrator if a cardholder is absent from their job for a period of time because of sabbatical, medical, military, or any other reason. Cards will be suspended during this time to avoid any misuse. Once the cardholder returns to their position, the Budget 13



F

Manager should notify the Procurement Office to have the suspension lifted.

Reviews and approves monthly electronic PCard Statements that are charged to their specific budget jurisdiction. Cardholders may be other than who is under their direct report.

inance (including Accounts Payable & Budget Departments)       

Processes payment to the bank.

Researches any/all invoices sent downtown by the supplier to determine ownership of the invoice.

Completes journal entries for any in house registrations including classes offered through Valencia Continuing Education or FACC registrations that would normally be put on a credit card.

Budget Department will notify the Budget Manager via an automatic email of any insufficient funds.

Budget Department will complete any transfers as requested by the budget manager.

Finance Department will reclassify any transaction after a download occurs that needs to be corrected.

Budget Department will maintain and keep records of all College wide Institutional memberships.

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5 Section

Restrictions The PCard is designed for repetitive small commodity type purchases or large purchases that have been approved by the Procurement Office. (Check with Procurement Office for current list) It cannot be used for: P C A R D R E S T R I C T I O N S I N C L U D E

Wire transfers, money orders Consultants or 1099 vendors; any vendor who requires a consultant agreement Temporary services (Adecco, AUE Staffing or Employment Resources) Legal Services (also considered 1099 vendors) Inventoried furniture or equipment Payments to Valencia College, including Valencia Continuing Education courses. (exception: Bookstore) Controlled Substances Insurance Any item or service that falls within bid limitations requiring quotes ($5,000-34,999) Any item or service that is greater than $35,000 and does not have a contract.

Multiple transactions to the same vendor that fall within bid limitations requiring quotes for the same type of item.

Any purchase which requires that a contract be signed When uncertain if a purchase can be made with a PCard, contact the Procurement Office for assistance 15

6 Section

Infractions Infractions are viewed as not adhering to College Policy or procedures outlined in the PCard Procedure & Guideline Manual 3 Infractions

within a three (3) month period will result in the suspension of your PCard for one (1) month

Infractions include, but are not limited to: 1. Accessibility of information – All Card Coordinators are responsible for filing the receipts of their cardholders.

Receipts should be made available within a short period of time for any type of audit.

2. Appropriate account code (GL code) – Goods and services purchased need to be coded (budgeted) to the correct account code for reporting/budgeting reasons.

3. Detailed description – The JPMorgan Chase reconciliation software, PaymentNet provides adequate space for a detailed description of what was purchased. Descriptions must be clear so that anyone who is reviewing the transaction knows exactly what was purchased. (Tip: make sure your description can answer the 5 W’s – What, Where, When, Why and Who) Do not use general words such as supplies, items, miscellaneous goods, etc.

4. No receipt or no itemized receipt – An itemized receipt is required for every transaction including credits. The receipt must have the vendor’s name, date of purchase, items or service listed, total amount of transaction. If a receipt is not given or lost, complete a PCard Receipt Exception Form to maintain with your supporting documentation for the transaction.

5. Tax charges – Because the College is tax exempt, tax should not be charged by any Florida owned business. If tax is charged by a vendor, a credit must be given for the tax. If tax is charged and no credit given, then the card holder is responsible for reimbursing the college. A deposit receipt from one of Valencia’s Business offices should be attached to the original transaction.

6. Not Reviewed or Not Approved – Every transaction by the card holder must be reviewed to ensure that the transaction is valid. Every transaction once 16

reviewed is then approved by the Card Coordinator. Transactions should be reviewed and approved for validity of the purchase. An invoice (receipt) from the vendor should be matched against the transaction.

If a transaction is not reviewed or approved for the weekly download, then cardholders are responsible to send a copy of the receipt signed by both the cardholder and card coordinator for review to the PCard Administrator within two (2) days of the download.

7. NSF – (Non sufficient funds) Card holders and Card Coordinators are to check their Banner Budget before a purchase is made to see if enough funds are available in the appropriate account code. If not, a budget transfer will need to be done. Transactions from the previous week are downloaded every Wednesday at noon.

8. Inappropriate purchase – Purchases made not following College Policy or as outlined in the Procedures & Guidelines Manual. Included, but not limited to are: (a) consultant services or 1099 vendors; (b) purchases where the item/service is over $5,000 and 3 quotes are required; (c) purchases over $35,000 where a formal bid is required; (d) no awards or gifts bought for employees using operational funds; (e) capital equipment and (f) items purchased not permitted using operational funding.

For Cardholders:

Three (3) infractions within a three (3) month period will result in the suspension of your PCard for one (1) month. Additional training will be required before reinstatement of your card. Your first violation will be a written warning.

Three (3) suspensions in any twelve (12) month time frame will result in card cancellation.

For Card Coordinators: (Approvers)

Five (5) infractions within a three (3) month period will result in the suspension of your duty as Card Coordinator.



Downloads are set up for every Wednesday at noon (unless otherwise notified). Transactions that are pulled are all purchases that have a Post date from 2 Saturday’s ago to the previous Friday before the download. For Example, the July 20, 2011 download includes all transactions with post date of July 9, 2011 to July 15, 2011, even if the transaction is disputed, not reviewed or not approved.

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7 Section

Making a Purchase & Documentation Purchases may be made by phone, fax, secure Internet site, or at a vendor’s location.  Before making a purchase by any of the methods mentioned above: 

Verify your PCard’s available spending limit. Also, check your budget in Banner to determine that you have sufficient funds available to cover the purchase(s) in the correct account code (GL code) when it downloads. The form to review your real time budget availability is FGIBAVL

 Inform the vendor that the College is tax exempt. The tax exempt number is printed on the PCard and the actual certificate can be found on the Procurement Web-site under the Supplier information.  Because many vendors are not familiar with the term PCard, inform them that the College’s credit card is a Master Card.  All transactions are required to have a receipt. A receipt can be a charge slip, invoice, delivery ticket, etc. as long as it includes the vendor name, date of transaction, itemized list of goods/services, unit cost and total cost. All receipts must match the total listed in PaymentNet for the transaction.



If a receipt is not received before a download, or the receipt is lost, then The Procurement Card Receipt Exception Form can be completed and submitted for approval. This form can be found in Atlas under Valencia Forms. Once the original receipt is received, file it with the Receipt Exception Form.

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 The vendor should not charge your PCard until the merchandise has been shipped. If your transaction appears on PaymentNet and you have not received the merchandise, you must call the vendor to check the status of your order. Complete a Procurement Card Receipt Exception Form if you must prior to the download and review your purchase.



If you have a vendor who consistently delays sending you an invoice for items ordered or charges you a ‘convenience fee’ for using a credit card , then don’t use your PCard with that vendor any longer. Inform them that you will be issuing a Purchase Order from now on and payment will be Net 30 days.

 Any vendor who submits a thermal paper receipt, make a copy of it for your records. The ink on thermal receipts tends to fade over time.  Cardholders must add detailed description to any receipt that is unclear.

Example: Home Depot has the long SKU number included on their receipt, but the description is vague. Details must be added at the time of purchase so anyone can review what was purchased at any time.  The authorized cardholder is responsible for all activity on his/her card.  Some merchants may verify the billing address with the bank when processing a charge for additional verification. If the vendor has your ship to address, and not the billing address, the bank may decline the sale. Your location and the billing address may be different. The billing address for the PCard Program is the West Campus, where the Procurement office is located: 1800 S. Kirkman Road, Orlando, FL 32811  Invoices must be sent directly to the department, not to Accounts Payable or Procurement. Please make sure to verify the billing address as well as the shipping address with a vendor.  Notify your vendors when placing orders of Valencia’s hours of business.

Don’t forget to include holiday closings and summer hours for deliveries.  If making a purchase and your PCard is declined because of credit limit, complete a Procurement Card Maintenance Form and have it signed by your Budget Manager before it is sent to the PCard Administrator.  Any third party payments such as Paypal must be reviewed by Procurement. th

The monthly cycle ends on the 24 of each calendar month at which time JPMorgan is paid. th th th Your limits will be refreshed on the 25 unless the 24 or 25 falls on a weekend or holiday.

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8 Section

Reconciliation & Returns Cardholders must reconcile their receipts on a daily basis. Any disputes and or returns are the responsibility of the cardholder.

Credits must be reviewed and approved.

 All transactions are required to have a receipt. A receipt can be a charge slip, invoice, delivery ticket, etc. as long as it includes the vendor name, date of transaction, itemized list of goods/services, unit cost and total cost. All receipts must match the total listed in PaymentNet for the transaction.  Type in a detailed description in the transaction notes as to what was purchased.  If a credit is given by a vendor, reference in the transaction notes the original transaction ID #. Be sure to credit the index/account that was used on the original purchase.  Card Coordinators must retain all documentation including sales receipts, invoices, credit slips for each cardholder for a period of five (5) fiscal years after the end of the current fiscal year for all Funds.  First step in the dispute process is for the cardholder to contact the vendor to resolve the dispute. Disputes can range from:  Fraudulent Charges must be reported to the Procurement Office immediately

Failure to receive goods 

Defective merchandise received



Tax charged to the College

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Fraudulent charges

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Duplicate charges

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Incorrect amounts 20

 Personal expenses charged in error can be reconciled by typing in the Transaction notes, “personal charge made in error”. Reimbursement to the College must be made immediately at any business office and the receipt should be kept on file for audit purposes.  If a return is necessary, the card holder is responsible for contacting the vendor and obtaining a RMA (Return Merchandise Authorization) number and follow the vendors return policy.  Cardholders are responsible to ensure credits appear in their transactions as given by the vendor.  Any third party payments such as Paypal must be reviewed by Procurement.

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9 Section

Fraud, Abuse, Misuse & Lost or Stolen PCards The PCard is to be used solely for authorized College purchases.

Personal usage is not allowed with the card.

If the PCard is erroneously used to make a personal purchase, notify your Card Coordinator and the Procurement Office the following workday. Note “personal charge made in error” in the transaction description field and reimburse the College Personal Expense by making a personal check or money order payable to Valencia and submit Charged in Error payment to the closest business office. Please include what index and account to use for the deposit. Send the receipt to your Card Coordinator to keep record of the transaction and reimbursement.

Tax Charged

Misuse of PCard

The College is exempt from paying local, county and state sales tax. If a vendor will not reimburse or credit the college for sales tax that was inappropriately charged, it is the responsibility of the cardholder to reimburse the college. Payment can be made at any Business Office with a copy of the receipt sent to your Card Coordinator referencing the original transaction number.

Misuse of the PCard will be handled promptly and uniformly for all cardholders.

Infractions (Section 6) are considered part of misuse of the PCard and will be handled as such: 

First Offense: Cardholder and Card Coordinator will be notified of the violation via E-mail and will be given a card suspension warning.



Second Offense: E-mail notice of violation and card suspension warning will be sent to the cardholder and copying the Card Coordinator and Budget Manager.



Third Offense: E-mail notice of card suspension will be sent to the cardholder, Card Coordinator, immediate supervisor and Budget Manager.

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The card will be suspended for one (1) month and additional training will be required prior to reinstatement of the card.

3 Infractions

within a three (3) month period will result in the suspension of your PCard for one (1) month

Stolen or Lost Cards

3 suspensions in any twelve (12) month time frame will result in card cancellation.

Depending on the severity of misuse, the above steps may be waived and disciplinary action initiated.

Supervisors/Managers may include formal letters in the card holder’s personnel file for annual performance evaluations.

All stolen or lost PCards are subject to an inquiry and written statement from Valencia’s Security Department prior to the reordering of a new card. The budget manager’s and cardholders signature is required on all reports, including the Maintenance Form.

Stolen or lost PCards must be reported immediately to the PCard administrator. After hours can be reported to JPMorgan Chase at 1-800-270-7760, but the PCard Administrator must also be notified.

Suspected fraud reported by JPMorgan Chase requires a signed Maintenance Form, but does not require a Security Report.

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