Welcome Purchasing Card Training 1 0 Wells Fargo

Welcome! Purchasing Card Training 1. 0 Wells Fargo “CCER” web site: Commercial Electronic Office Sign-on Tyler “Munis” site: Munis LIVE Updated 6/8/2015 DH/NSV

Training Objectives • Introduce the Purchasing Card concept, purpose and related terminology • Discuss internal controls • Explain Card Holder (CH), Reconciler (R) Step 45 and Approver (A) Step 50 responsibilities • Using the PCard for operational needs • Documenting transactions, including travel • Audit requirements and violations • Intranet resources

What is a Purchasing Card? It is a Corporate MASTERCARD issued by WELLS FARGO (WF) Bank. It allows the cardholder to purchase directly from merchants: in person, by telephone, by fax, through the internet - Just like a regular credit card, qualified purchases are made without the need for a requisition or purchase order (eliminating small dollar PO’s, speeds up purchasing process). This card has NO EFFECT on the cardholder’s personal credit. DIFFERENCE: A PCard is set-up to Block purchases from specified MCC codes.

Terminology • • • PCard = Purchasing Card WF= Wells Fargo CCER = Commercial Card Electronic Review (WF software) Cardholder = (CH) review/edit, and approve (1 st Sign-off) Reconciler = (R) review/edit, and approve Step 45 Approver (A) = Final electronic approval (closes transaction) (2 nd Sign-off) Step 50 Reclassify = change a fund, dept, line item, etc…. as needed Sign-off / Approval vs Close Performed in MUNIS Merchant = Vendor STL = Single Transaction Limit (also seen as SPL) CL = Credit Limit (Replenishes by Calendar Months + 4 days)

Internal Controls For each Purchasing Card: – Dollar Amount per Transaction {STL/SPL} (Current policy allows maximum of $5, 000 – dovetails into current Procurement Code, but supervisors can impose more stringent limit) – Dollar Amount available per Month (Credit Limit= CL/MCL) – Merchant Category Codes (MCC) – Departmental Approvals (people in your Munis approval work-flow) – Defaulted accounts on cards (___-__-___-000 -588 -000 -580099) – Internal and External Audits – Your name Embossed on card, ONLY YOU!! – Common Sense (i. e. : Don’t put account information in open view)

Bottom Line Misuse of the card, including travel-only cards, will subject Cardholder (and possibly Reconciler and/or Approver) to disciplinary action up to* and including termination in accordance with Horry County Government Policies and Procedures. This card IS NOT EXEMPT from Horry County Government Policies and Procedures!! In the event of an accidental personal purchase………

Card Holder Responsibilities As a purchasing card holder, you have been granted purchasing authority by the Procurement Director. This authority may be revoked at any time. Responsibilities include, but are not limited to: • You must ALWAYS verify sufficient funds in the budget line item before proceeding with purchase. Find out who in your department has access to this information. – • Obtain, reclassify, and release into approval workflow in Munis. Scan/Upload all original purchase documents. – • • • Receive and obtain DOCUMENTED approval for purchase to be made, if required. All transaction documentation must include merchant name*, itemized list of items purchased including quantities, cost of each item, sales tax details, shipping and handling charges (if any) and purchase date. This includes travel-related expenditures. (fax copy, email confirmations) Dept/Travel Cards: If signing out a travel card, the CH is responsible for telling the user that they are required to bring back invoices and receipts for all transactions. Identifying and notifying the Reconciler and/or Approver of (or making changes electronically) transactions which require the submission of sales and use tax before the Approver signs-off. Ensure that an appropriate credit for a returned item, reported disputed item or billing error appears on a subsequent Cardholder statement. Transaction should also be electronically approved in Munis. The only DIRECT contact with WF that a CH should have will be concerning a lost or stolen card and/or disputed transactions, unless otherwise directed by program administrator. See Statement of Disputed Charges form in manual. Card MUST be turned in to Reconciler/Approver if CH transfers to another department or leaves County employment. Forms available on HC Café. Changes to card – must be in writing. (i. e. : STL/CL increase temp or permanent)

Reconciler Responsibilities / Step 45 The Department Director will designate Reconciler. Responsibilities include: • Ensuring sufficient funds in the budget line item before proceeding with purchase. Find out who in your department has access to this information. • Ensure DOCUMENTED approval for purchase to be made was received. • Review, edit and/or approve CH transactions on-line in Munis. • Validating account numbers, line items and sales tax coding for individual transactions and should be completed electronically. • Assisting CH, Wells Fargo and/or program administrator , with any issues with merchants not resolved by CH, to include erroneous declines and emergency transactions. • Notifying Purchasing Card Administrator of lost or stolen cards and transaction disputes. Turn in returned cards to Procurement Dept. Forms on HC Café. • Requesting, in writing, Purchasing Card Administrator to cancel a Cardholder’s card (e. g. terminated employees, transferring departments, loss of purchasing card privileges, CL or STL increases) as requested by Department or Division Director. • Other program duties as assigned by Department or Division Director. This may include preparing statement/receipts, including travel-related expenditure monitoring, for Finance Dept.

Approver Responsibilities / Step 50 Department Approver shall: • Approve (“Approval and close”) department transactions. • Verify account number allocation for each transaction. • Verify transactions requiring the payment of the sales and use tax within the Wells Fargo CCER software. • Assure that users are turning in all required documentation, viewable in TCM. • Assure that all departmental transactions are approved in a timely fashion and all receipts are obtained. • Assist cardholder and/or reconcilers with program issues or concerns.

Using the Purchasing Card Examples of Allowable Purchases: Journal/Magazine Subscriptions Office Supplies and Furnishings Parts and Supplies Professional Organization Memberships • Travel and Training (provided the employee is authorized) • Operational Items • Most items that a purchase order or check request would be used for (under $5, 000 or current STL) • • Examples of Unallowable Purchases: Cash Advances Alcohol Lottery tickets Personal Use Items Fuel/Gasoline Gift Cards Meals while traveling on County business (per diem system still in place) • Any single transaction over approved STL (includes splitting a transaction) • •

Procedures when Making a Purchase Required procedures include: – Verify budget funds are available. – Contact Vendor for pricing (in-store, telephone, Internet), sales tax, and shipping charges. • Ask for the specific quantity, not just One (1) if you are looking for several. • Do they accept Master Card? • Can they get items delivered to you by the time you need it? – Receive Documented Approval from Supervisor/Dept Head/Division Director for purchase to be made. – If transaction is within STL of $5, 000. 00 (or current STL) make the purchase. • If the transaction will exceed the limit, a requisition must be submitted. • (ASK for a One time STL Increase) – Fill out the transaction log and obtain all receipts and other documentation for the transaction to attach to card holder statement. – Electronically Reclassify line items (as needed) in the Munis, key in description of transactions, and release the weekly statement into approval workflow. – Scan in all purchase documentation with cardholder statement. The cycle will end Every Friday of Each Week and the new cycle begins Every Saturday of Each Week. – Individual departments may have additional procedures as directors deem necessary.

Documentation Requirements: – Finance Department • For each transaction on each statement submit: – Scan of all receipts (or other acceptable documentation – fax or scan copy of invoice, email notification) – Procurement Department Records • Every aspect of program is documented • Major changes requested by CH, R or A must be submitted in writing (some changes may require additional approvals) • Disputed transactions – Departmental Records • Keep originals, as all items are scanned into TCM **Intranet Resources - http: //hcintra 1/procurement/index. asp – Procedures Manual, Forms, Reference Guides, WF Contact information, WHAT IF’s,

Internal and External Audits • Internal – Finance Department – Procurement Department • External – State – Federal – FOIA (Freedom of Information Act) • Violations – Detail situation – Recommend corrective action • Additional training • Reimbursement • Take away PCard privileges – Can result in termination

Conclusion The Procurement Card Program will offer better accountability and assist the County in becoming a more efficient and effective operation. As Horry County employees, we are Committed to Excellence! Thank you for attending this training!