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Procurement Card (P-Card)

Procurement Card (P-Card)

 

COVID19 TEMPORARY PROCESSES 

ALL REPORTERS – VISA INTELLILINK & CONCUR:

If you do not have access to a scanner and/or receipts and supporting docs, we ask that you review the activity on your P-card account to ensure all transactions are legitimate. The report should then be completed when you re-gain access to scanning.

VISA INTELLILINK REPORTERS:

If you have questions or require assistance with Visa IntelliLink, email pcard@sinclair.edu for assistance.

VISA INTELLILINK P-CARD REPORT APPROVALS:

Send your report to your approver(s) and when they reply with approval, convert to pdf and submit to pcard@sinclair.edu

HOW TO CONVERT EMAIL OR OTHER DOC TO PDF:

To convert an email to pdf format:

Open email

Print

Select pdf as your printer

Print

Name as follows

APPROVED NAMING CONVENTION:

Please submit each piece with following naming convention:
YYMMLastName_FirstName.pdf (report)
YYMMLastName_FirstName_Approval.pdf (approval email)
YYMMLastName_FirstName_Receipts.pdf (receipts)
YYMMLastName_FirstName_MarketingApproval.pdf (marketing approval)

 

FAQs

For declined P-card issues outside normal business hours, please call 937-512-5971 or 937-512-5972.

What types of purchases can I make with my P-Card?

Purchases may be made at merchants and suppliers who accept Visa.  Examples of the types of purchases the P-Card may be used for include:

  • Office and lab supplies
  • Equipment maintenance and repair without a contract/agreement
  • Books and multimedia
  • Dues/Memberships/Subscriptions/Renewals
  • Auto rentals through a contract the College has with a commercial rental car provider and with preapproval from Accounting
  • Gasoline for rental vehicles(If preapproved by General Accounting Manager)
  • Certain registration fees and deposits
    • Registration for workshops/webinars/seminars, which are held online only, may be transacted on the P-Card.
    • Registration for workshops/seminars with a facilitator, either ON or OFF CAMPUS, is considered a travel expense and requires preapproval from Accounting Department.

How should I address my shipping label and/or packing slip for P-Card purchases?

The complete delivery address, including department and room number.  For example, an order placed by John Doe should be addressed to:

Sinclair Community College
ATTN:  John Doe CREDIT CARD
PE Dept. – Building 8, Room 023
444 West Third Street
Dayton, OH  45402

What is a General Ledger (GL) Account Number? (Example: 10-3551-53100-0000)

10 –

The first set of numbers represents the FUND for the money.  Fund 10 is the College’s regular fund.  Most departments have their money in Fund 10.  However, some departments may have them in other funds.  Grants, for instance, are always identified as Fund 30.

3551 –

The second set of numbers represents the DEPARTMENT NUMBER.  In this instance, it is Purchasing’s department number.  Each department has their own number.

53100 –

The third set of numbers is called the Object Code and represents the type expenditures.  For instance, if Purchasing wants to buy office supplies, they would use the number 53100.  View the list of Frequently Used Object Codes.

0000 –

The fourth set of numbers represents the PROJECT NUMBER.  If there is no project number associated with the work you’re doing - use “0000”.

What are my reporting requirement for the P-Card?

An e-mail will be sent to each cardholder by the Program Administrator at the end of each billing cycle providing the GL account changes and report submission deadlines.  Cardholders must then take following actions:

  1. Review/edit/save GL account number for all transactions within our online reporting system.
  2. Compile your hardcopy monthly report with all itemized receipts attached by order of posting date
  3. Sign your report
  4. Have your Budget Manager(s) review, sign and date your report. (If you are the Budget Manager you must obtain your supervisor’s signature.)
  5. Scan your entire report as a PDF File.  (Signed cover page with all receipts and supporting documentation)
  6. Use the following Naming Convention in naming your report based on the month you are reporting on:  “YearMonth LastName_FirstName.”  Example: 1802LastName_FirstName
  7. Send email with PDF File attachment to  PCARD@sinclair.edu
  8. We recommend that your hardcopy report be retained in your department for 5 years.

What are common reasons for my P-Card to be declined?

  • Entering an invalid expiration number and/or security code
  • Maximum dollar amount of a single transaction.
    • This amount will generally be $500.00.
    • Higher limits must be further approved by the Dean or Director
  • Maximum dollar amount that may be charged per month.
    • This amount will generally be $2,000.00.
    • Higher limits must be further approved by the Dean or Director
    • Type of business where the card is used, as defined by the Merchant Category Code (MCC).  Credit card companies classify all merchants by a Merchant Category Code (MCC).  The College has chosen to block certain MCC codes for purchases on the P-Card.  If you attempt to make a purchase with one of these merchants, your transaction will be declined.  Should a legitimate purchase be rejected, contact the Program Administrator to request assistance.

What if I temporarily or permanently leave the College?

When the Cardholder permanently leaves Sinclair, the user’s card must be turned in to the P-Card Administrator along with all receipts of transactions purchased to date.  The P-Card Administrator will cancel the card by notifying the bank.

When an employee is temporarily absent from the office for an extended period of time, best practice is to notify the Program Administrator to have the limits reduced to $1.00. Upon cardholder’s return to Sinclair, notify P-Card Administrator for reinstatement of standard limits.

What are some safeguards cardholders can employ to keep account information secure?

  • Never email account information.
  • Sign the card as soon as it arrives.
  • Keep the card in a secure location.  Guard the card number carefully; it should be accessible only to the Cardholder.
  • Save receipts and statements in a secure area. (Receipts may contain the card number.)
  • Keep an eye on the card during the transaction and retrieve it as soon as possible.
  • Always know where the card is located.  If misplaced or lost, assume the worst and cancel the card.  Request a new card.
  • Be aware of what is being signed.  A signature can copy through to other slips deliberately placed underneath.
  • Audit all monthly purchases closely. Always run a monthly report to make sure all charges shown are legitimate charges.
  • Visit reputable, familiar merchants.
  • Report possible fraud immediately.  Call the P-Card Administrator at extension 3020.
  • Redact account number if you have written it down to fax an order.
  • Do not discard credit card slips in public areas or discard them without shredding.  Thieves can acquire the card number from receipts, slips and statements.
  • Do not give a card number to anyone over the phone unless the recipient is known to be a reputable vendor.