OK State P-Card Program

OK State P-Card Program

State of Oklahoma Office of Management and Enterprise Services (OMES) SWC 200 State P-Card Welcome to the P-Card Program Today we will cover.. EMV Cards and PINs Mandatory Suppliers/SW contracts

P-Card governance Fraud/data breaches IT Purchases Auditing Invoices/Receipts/Receiving Searching Contracts Role Responsibilities Works

Why P-Card rather than PO? Saves agencies money Quicker payment to the supplier Rebate to agencies Better transparency Definitions AO Authority Order (very similar to a PO or purchase order) EMV stands for Europay, MasterCard, and Visa. Also called Chip & Pin card EMV and Chip & Pin are used interchangeably IT Information technology (refers to computers and telephones and all related services and equipment

MCC Merchant Category Code. This code is assigned by the credit card industry based on the main type of business a merchant conducts P-Card Purchase Card PIN Personal Identification Number (4 numeric digits assigned for use with EMV/Chip & Pin cards) Works the banks web-based transaction system for online reconciliation of purchases The State of Oklahoma authorized P-Card is a Visa Purchasing Card issued by the Bank of America (BOA), corporate liability card The P-Card is now an EMV or Chip & Pin card (PIN numbers mailed separately)- the chips are encrypted and create a unique

transaction code that cannot be used again Zero liability for unauthorized charges or for lost/stolen cards (Bank must be notified within 24 hours) Activating your card When you receive your card there is a sticker across the front with a phone number. Call the number and key in your 16-digit card number Provide the verification ID that has been provided to you by your P-Card Administrator Your purchases will be declined until your card has been Activated!

PIN numbers PIN numbers must be registered online at www.baml.com/PINCheck If you forget your PIN you may retrieve it from this website If you dont have access to the internet, you can contact customer service to request a PIN reminder mailer. PINs cannot be provided over the phone. The agency decides who has a card, who the approvers are,

and appoints the Administrator. Executive Advisory Group State Purchasing Director State P-Card Administrator Agency P-Card Administrator Agency

Approving Officials P-Cardholders P-Cardholders Agency Approving Officials P-Cardholders P-Cardholders

References All purchases shall be made in accordance with State statutes, rules, and these Procedures, which include but may not be limited to: Central Purchasing Act, 74 O.S. 85.1 et seq. State Travel Reimbursement Act (STRA), 74 O.S. 500 et seq. Central Purchasing Codified Rules, 260:115 State Purchase Card Procedures Oklahoma State Travel Policy Oklahoma Ethics Commission Rules State Agency Internal Purchasing and P-Card Procedures Other statutes pertaining to specific types of purchases

IT & Telecom Purchases IF your agency has set up an IT AO, the following IT purchases may be made with the P-Card: Transactions up to $5000 if items are listed on the published hardware/software list; Transactions up to $15,000 if items are listed on the published hardware/software list AND items are purchased from a statewide contract supplier See ISD Procurement Policies and the IT and Telecom ePro requisition procedures for guidance. See PIM 06302015 and P-Card procedures section section 5.6

Contact Information for IT questions OMES Service Desk 405-521-2444 [email protected] Encumbering Funds Authority Order (AO) AO should have sufficient encumbrance to cover all transactions prior to making the transaction (Encumbrance Law 62-34.62) Change Orders to amend the encumbrance may be processed as necessary

A new AO should be issued each new fiscal year Funds cannot be spent without this AO in place PRIOR to making the purchase. Increases in the encumbrance amount must also be completed BEFORE a purchase exhausts the funds on a given AO line.

Employee Participation All participants must read and sign the Purchase Card Employee Agreement. All P-Card participants must complete initial training conducted by OMES Central Purchasing; Form F-1R or F-3R submitted annually, available on the Oklahoma Ethics Commission website (for cardholders making purchases of $50,000 or higher) see Links page for link to website Refresher Training is now determined and conducted internally by your agency P-Card Administrator. You will need to contact them for additional information and guidance specific to your agency. SAFEGUARDS

Agency appoints cardholders Agency sets limits on each card Approving official review Agency determines disciplinary actions Performance & Efficiency Auditing tracks fraud and misuse Using the Card Purchases can only be made within your Single Transaction Limit and Credit Limit assigned to your card; You are responsible for reconciling all

transactions; P-Cards cannot be used to avoid or bypass appropriate purchasing or payment procedures; P-Card is not for personal use You must ensure prices paid are fair and reasonable Methods of Purchase Walk-in; Telephone; (POS or face-to-face)

SW 690 Road Oil SW 670 Aggregate Internet SW 081 Asphalt Make certain internet site is a secure location, for example: s on the end of https means it is a secure site; or Padlock will appear on the site Return item to merchant in manner agreed upon

Credits- If the agency is credited for any items or services that were originally paid for with the purchase card, then the credit MUST be processed through the merchant system. The vendor should not be allowed to maintain a store credit or use the credit toward other invoices. Merchant provides credit receipt documentation Place with end of month transaction documentation for reconciling Include with the payment at end of month Credit may not appear until subsequent statement Prohibited Purchases Split Purchasing;

Entertainment; Per diem food; Cash or cash advances; Purchase of goods or services for personal use or not for official State use; Any transaction or series of transactions exceeding your P-Card limits; Motor fuel and automotive general maintenance; Automatic Drafts (we do not want them to have the card # on file); Gift Certificates

Request for Exception A Request for Exception form can be completed requesting to make a purchase, even if the MCC is blocked. Contact your agency P-Card Administrator with the pertinent details of your need. Your P-Card Administrator will complete the request for exception form and send to our office. If approved, your Administrator will be notified and they in turn will notify you. Your card will be moved into an exception profile for a short period of time to allow the transaction to be processed.

Convenience Fees vs. Surcharges Convenience fee: a fee charged to the cardholder for the convenience of paying online or by phone - the price of the product doesnt change Surcharge: a fee assessed by the merchant when using a credit card for payment to recoup the merchant fees charged by the card processing company Surcharges are prohibited in Oklahoma by law, though convenience fees are not prohibited. If a utility company utilizes a third-party processor for credit card payment processing, this is a convenience fee (not prohibited per OMES legal team) To avoid convenience fees, agencies may opt to pay companies charging these fees by PO. If a company limits the amount of payment accepted per transaction, you could incur more than one convenience fee to pay the entire invoice.

Convenience Fees vs. Surcharges (contd) Title 14A O.S. 2-417 of the Oklahoma statutes states: A. No seller in any sales transaction may impose a surcharge on a cardholder who elects to use a credit card or debit card in lieu of payment by cash, check, or similar means. B. As used in this section, debit card means any instrument or device, whether known as a debit card or by any other name, issued with or without fee by an issuer for the use of the cardholder in depositing, obtaining or transferring fund from consumer banking electronic facility. C. For purposes of this section, a private educational institution as defined in paragraph (e) of section 3102 of Title 70 of the Oklahoma Statutes may charge a convenience fee. The convenience fee shall be limited to bank processing fees and financial transaction fees, the cost of providing for secure transaction portal fees, and fees necessary to

compensate for increased bandwidth incurred as a result of providing for an online transaction. While convenience fees are allowable, Okla. Stat. tit. 14A. 2-211 holds that the seller has to be registered with the United States Treasury Department as a money transmitter pursuant to 31 CFR, 103.41. You are usually going to see these with an entity providing an electronic funds transmission service, including service by telephone and the internet (Ex: I pay my cable bill over the phone. My bill doesnt change. Im paying a convenience fee for not mailing anything, etc. and doing it over the phone while Im still in my pajamas.) Card Limits There is no limit on the amount of a P-Card transaction for the following: Statewide Contract purchases

Utilities (water, electric, gas, sewage) Interagency Payments Professional Services as defined in 18 O.S. 803 For any other transaction with a state purchase card, the transaction shall not exceed $5,000.00 Interagency Payments Interagency is defined according to 74 O.S. 1003 (Interlocal Cooperation Act) and includes, but not limited to: Political subdivisions Federal Government Public Trusts

Interagency payments between State Agencies, Universities, and Colleges: Should be made by voucher, selecting the payment method WIR DCAR Newsletter, Vol. 21, No. 7, dated February 18, 2011 (page 3) Agencies can choose to accept P-Card payments from other agencies. At the time of need, check #1 State Use Contract (if not selected obtain an exception from State Use prior to purchase) #2 OCI (if not selected obtain an exception from OCI prior to purchase)

#3 Statewide Mandatory Contract (if not selected obtain an exception from Central Purchasing prior to purchase) Exception to this is SW817 and SW817-P #4 Statewide Non-Mandatory Contract #5 Open market- best price State Use Utilizing Talents Satisfying Needs Empowering

Individuals Oklahoma Statute Title 74, Chapter 48, Sections 3001-3010 What is State Use? Set-aside program established in 1974 to provide employment opportunities to persons with severe disabilities. Operated through qualified, nonprofit organizations that supply products and services to the state. State Use Procurement Schedule

First source when searching for goods and services. All registered vendors in the State Use Program listed. All products and services provided by State Use vendors listed. Statewide contract number and price. Remaining items (suitable to procure list) state use vendors must be included in any bid or quote. Contact Us Daron Hoggatt State Use Administrator 405-521-4474 Cell 405-568-6108 [email protected]

Teresa Sherwood Administrative Assistant 405-522-3367 [email protected] Mary Brown Procurement Officer 405-521-2128 [email protected] Amanda Wagaman State Use Liaison Cell 405-626-0973 [email protected] Central Purchasing Procurement Flow Road and Highway Contracts

Card Security P-Card is limited to person whose name is on the card; Do not loan your card; Do not use another persons card; If possible, file card in a secure, locked place when not in use; Immediately report any lost, stolen or compromised cards to BOA at (888) 449-2273; Entity is responsible for purchases on lost,

stolen or compromised P-Cards until BOA is notified What happens if I am gone for a period of time from work? The P-card Admin. can put your card in suspense $0.00 while you are away. You should leave your card locked up at the office. If the end-of-cycle statement option is selected, your cardholder statement must still be signed and turned in at the end of the month. P-card holder is responsible for making sure the statement is complete with all required documentation.

How does fraud happen? (An outside entity uses card information for personal use) How do I know its happened to my card? (The bank will call the cardholder or you will see the charge in Works)

What do I do about it? (Contact the bank and you P-Card Administrator to have your card closed, the charge reversed, and a new card issued) How long does card replacement take? (replacement cards can be overnighted, normal time is about 4 days) Fraud vs. Misuse (violation of procedures/policies for personal gain) Fraud vs. Abuse (violation of procedures/policies for work-related gain) When fraud is identified by the bank, Bank of America will send an email to the cardholder IF there is an email address listed in Works or call the cardholder.

The agency P-Card Administrator may receive a phone call. The bank will confirm which transactions are allowed to be paid vs. those that they will reject. The bank will close the card and reissue a new card Note: Accurate information is required to be in Works since if the bank calls the State P-Card Office, the card will automatically be closed and reissued. This could be a problem for frequent travelers. All transactions are subject to audit by State Auditor and Inspector OMES Performance and Efficiency Audit Unit

OMES- Comptrollers Office Detailed transaction documentation supporting P-Card transactions shall be retained by the State Entity and made available upon request OMES Performance & Efficiency Audit Unit has monitoring software that digitally performs multiple tests on each P-Card transaction. What does the auditor look for? All invoices/receipts signed and dated (if receipt contains a Chip Ref ID, signature isnt required) Packing slips signed by the receiving employee for

items shipped Asset numbers for items over the asset dollar thresholds Cross-referenced credits to original purchase (list TXN of credit transactions on original purchase) Training is current You are aware of your internal policies and procedures What does the auditor look for? (contd) Approvers are one level above cardholder base on the agencys organizational chart Employees listed in Works as users can actually sign into

Works Multiple transactions to the same supplier in a short period of time totaling more than $5000 to a non-contract supplier They will ask for: Signed/dated employee agreements (you should have a copy) Internal purchasing and P-Card procedures Copies of exceptions granted during the audit period

Receiving Goods and Services Goods or services received at the time of purchase- The receipt for purchase shall serve as the receiving document. The receipt must contain the P-Card holders signature and date. A carbon copy of the receipt containing the PCardholder signature meets this requirement. (the date is already printed on the receipt) All remaining Transactions- The receiving employee needs to sign the packing slip and provide to the cardholder. The cardholders and approving officials authorization on the cardholders statement indicates that these products and services were received and approved to be paid with the purchase card.

Receipts Itemized Receipt must be obtained for all purchases Name of merchant Date of Purchase Description

Unit price and quantity Transaction total Sign each receipt and include with Statement at end of cycle Valid? Or not valid? Merchant name Date Description Quantity Item price Extended price

Total amount Even though there is tax charged (which of course the cardholder would notice and have credited before leaving the store) it has all the required information. Unacceptable Acceptable

Invoices and receipts cannot be manually modified. The merchant must be contacted for a corrected invoice or receipt. The invoice on the left was received for the Incorrect amount. The receipt on the right is the corrected invoice received from NAPCP. Open Books All transactions are listed on the State of Oklahoma Open Books website, listing Cardholders last name, first initial Merchant Name Amount of transaction Construction & Properties (CAP)

Is there a maximum dollar project amount where an agency is not required to go through CAP to enter into a contract and pay by P-Card? Yes, public construction contracts for less than Five Thousand Dollars ($5,000.00) for minor maintenance or minor repair work may be negotiated with a qualified contractor by the agency. However, no work shall be started until a written contract is executed and proof of insurance has been provided by the contractor to the awarding public agency. DCAM/CAP Form M601 Contract for Minor Construction Work is available for use.

Questions? call 521-2112 Agency Assets Each agency has an Asset or Inventory Manager Please check with them for the specifics of your agency for reporting assets Many agencies currently utilize the asset management module in People Soft for those that do, the following information is required to be entered into the Works transaction: Non-IT Assets Asset account codes begin with 541 (refer to the Statewide Accounting Manual Appendix 4)

For assets costing less than $25,000 use a profile ending in 01 in the GL09 field. For assets costing $25,000 or more use a profile ending in 05 or higher in the GL09 field. Reporting threshold for non-IT assets is $2,500.00 IT Assets IT asset account numbers are: 541120 (hardware), 541130 (software) and 541230 (telecom equipment). CORRECT CODING IS VERY IMPORTANT. For assets costing less than $25,000 use HARDWARE01 or SOFTWARE01 in the GL09 field. For assets costing $25,000 or more use HARDWARE05 OR

SOFTWARE05 in the GL09 field. Reporting threshold for IT assets is $500.00 An accurate description of the item purchased such as software, laptop, network switch, etc., will help ISD keep track of reportable assets if the GL09 field is left blank. Registration Payments P-Card purchases are subject to the Statewide Accounting Manual, Chapter 50.10.06, Section J Advance (Pre-) Payments Can use P-Card for advance conference registration when: Discount is provided for paying in advance; Can substitute a participant; AND If event is canceled, cardholder receives a full refund

Registration fees for conferences, meetings, seminars, and similar events whereby in special situations an organization requires preregistration along with payment and by standard policy will not accept a state purchase order/contract in lieu of payment, documentation on the vendor's stationary describing this fact must be sent together with the claim to OMES for consideration and approval or disapproval. Additional Cardholder Responsibilities Cardholder responsibilities will vary by agency. Agencies who use the purchase request feature must also be trained internally by their P-Card Administrator These responsibilities may include: Editing in Works to include verifying the funding information and providing an accurate description of goods/services purchased

Attaching invoices/receipts Assembling end of cycle statements or moving all documentation to a specified electronic file Approving Official Responsibilities Approving Official reviews Cardholders reconciled statement and transaction documentation for: Accuracy; Completeness; Appropriateness of the purchase; Verifying transactions were conducted according to Statutes, Rules and Procedures

To indicate concurrence and that all required documentation is included, Approving Official shall sign and date the statement and forward the statement and documentation to Entity P-Card Administrator P-Card Administrator Responsibilities State Entity P-Card Administrator is responsible for performance of, or appropriate delegation of the following duties: Processing and retaining P-Card Program Reports: Monthly Invoice Monthly cardholder statements

Other reports are available in Works and we urge P-Card Administrators to utilize these as well Scheduling and monitoring participant training Processing and retaining P-Card Employee Agreements Establishing written agency P-Card program policies and procedures Ordering new cards and deactivating cards no longer needed P-Card Administrator Responsibilities Establishing and maintaining usage controls and determining cardholders need for the P-Card

Auditing of reports and transactions to identify unauthorized use Auditing a random selection of cardholders monthly statements for accuracy Setting Lodging or Travel Only P-Cards in Suspense status in Works

with Credit Limits at $0.00 when not in use Establish procedures for maintaining necessary data before it is removed from Works Paper Copies Electronic Copies, must meet: OMES Information Security Policies, Procedures and Guidelines Oklahoma Archive Commission Rules Records Retention Records include any transaction documentation, such as,

statements, receipts, disputes, correspondence, etc.; Includes documentation in paper or electronic form and must meet: OMES Information Security Policies, Procedures & Guidelines Oklahoma Archive Commission Rules Must be maintained for seven (7) years; If audit occurs, the records are required to be retained for two (2) years after issues are resolved or until the end of the seven (7) year period, whichever is longer If litigation occurs, records must be kept indefinitely CHARGE DISPUTES

Disputes may be reported by the Entity P-Card Administrator to BOA who will assist the State in resolving the dispute; Must be initiated within 30 days of the transaction date; Always try to resolve with the merchant first prior to contacting the bank if possible; Disputed amount will be paid at the end of the month and a credit will appear on a subsequent statement. Travel Purchases P-Card Except for airfare, lodging, taxi, shuttle, parking, & rental car all other travel-related expenses are prohibited on the P-Card, such as:

Meals, including room service Hotel Telephone (not business related) Internet (not business related) Traveler must pay out of pocket for all other travel related expenses Travel Claim may be submitted by the Traveler for reimbursement of travel related purchases prohibited on the P-Card (OMES Reimbursement Form 19) Airfare and Lodging are considered separate transactions ($5,000.00 limit on each)

Travel can be purchased for: Active State Employees or Officials of the State Non-State Employees (as allowed by STRA) when Performing substantial and necessary services to the State and Directed or approved by appropriate department official Must follow the STRA statutes and OMES State Travel Procedures OMES may audit travel documentation (100% audited at this time) Non-compliance may result in loss of P-Card travel privileges and/or additional travel training being required Travel for contractors and/or their agents cannot be booked with

the P-Card Notes: Title 74-500.9 now allows the OMES Director to approve an in-state lodging stay up to 150% of the current standard rate if it is determined that no lodging is available at the current maximum rate. Request for exception (OMES Form 035) must be approved prior to booking the lodging. Traveler Information required to be entered in

Works for travel transactions is listed in the State Purchase Card Procedures, section 5.13. Reservations may be made by: Agency Travel Arranger Card is in Travel Arrangers name Must complete Lodging Letter and send to hotel Traveler Card is in the Travelers name Lodging Letter Be sure and add the

Tax ID number on this letter for in-state lodging. State of Oklahoma is exempt from Oklahoma State Sales Tax State TAX ID # 73-6017987 State Entities also have immunity from taxes imposed by Oklahoma municipalities, which includes, but not limited to: City Sales tax; Occupancy tax; Tourism tax; See DCAR Newsletter Vol 20, No. 6, dated 03/11/2010

regarding immunity from local taxes The State of Oklahoma is not exempt from Tribal Tax. Travel no-shows If an employee is signed up to attend a Conference, stay at a hotel, or has scheduled a flight and does not show up for the event it is up to the employee to pay back the money to the agency. Please check with your agencys internal purchasing procedures. It is extremely important that ALL editing be completed PRIOR to the deadline date/time listed here.

Do NOT edit in Works or process a change order on the date next to the red arrow. Any changes made in Works will not be transferred to People Soft. Changes to the AO will cause the load to fail from Works to People Soft. End of cycle deadlines Deadline schedule on website is the final editing deadline for completion of all changes to Works transactions, which means that all transactions are to be CLOSED by the posted deadline. Agencies should set internal deadlines in order to meet the posted deadline. This includes clearing all flagged transactions. This also means that all Authority Orders (AOs) must be approved and dispatched.

The State P-Card Office must be advised of any emergency AO revisions that may conflict with the posted schedule. Program Codes As of July 1, 2015 the Dept ID-Program code field became a 13-digit field. All FY16 AND FY 15 transactions require the 5-digit program code. The Governor identified 5 major programs and all purchases are related to either one of these programs or are unrelated to any specific program in which case the program code will be NP000. Format example: 1010000-B0100 or 1010000-NP000 DCAR Newsletter June 2015

GL06: Operating Unit Field This field also changed effective July 1, 2015. All agencies (if using the Operating Unit field) will see N/A at the end. Example: 7215000-N/A Only the Department of Education will see an actual value following the Operating Unit. Example: 0015000-391 Statement electronic signature page If your agency utilizes electronic signatures, they are acceptable for statements, signing electronic invoices, and other P-card related documents.

State P-Card Team: P-Card Administrator Linda Powell, CPO [email protected] 405-522-1654 Back-up P-card Administrator - Vickie Rivas, CPO [email protected] 405-522-4970 Central P-Card Office email [email protected]

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