Procurement Card Application	Payment Procedure (what to do once purchase is made)
General Information	Procedure for Handling Discrepancies
Transaction Procedures	Card Security
Order Criteria	Department Responsibilities
Cardholder Responsibilities	Procurement Services Responsibilities
Ordering Procedure	Frequently Asked Questions

This Manual was developed to familiarize departments with the rules, regulations and instructions for processing Procurement Card purchases - an alternate method of purchasing goods and materials. Any questions pertaining to Procurement Card Purchases may be directed to:

Ms. Tiandra Johnson, Procurement Services Department Broward College 225 E. Las Olas Blvd. Ft. Lauderdale, Fl. 33301, Ph#(954) 201-7455 Fax#(954) 201-7330.

General Information

This Manual was developed to familiarize departments with the rules, regulations and instructions for processing Procurement Card purchases - an alternate method of purchasing goods and materials.

The Procurement Card system will be authorized for use only to those individuals who have attended a training session in the proper use and procedures of the Procurement Card. An approved application form must be on file in the office of the Program Administrator designating signature and ordering authority before a card will be issued.

The Procurement Card is a credit card based system used to place orders for non capital items.

Single transactions can not exceed $749.99.The concept of the procurement card system is to delegate the authority, responsibility and ability to make certain purchases directly to the cardholder.

These orders can be for goods from both local and non local vendors. Orders can either be picked up or delivered to the receiving department of Broward College.

The Procurement Card system was incorporated to:

1. Permit departments to accelerate the ordering, receiving and payment process by allowing the department to purchase goods without the use of the standard requisition/purchase order method.
2. Provide greater purchasing flexibility and empower employees to manage expenditures.
3. Reduce paperwork.
4. Shorten cycle time for ordering and receiving orders.
5. Provide immediate payment and no invoicing for our vendors.
6. Improve accountability and control of small dollar purchases.

The end user deals directly with the vendor to authorize and obtain the materials & supplies and certifies receipt. The end user is also responsible for all actions pertinent to the successful completion of the order.

ALL PURCHASES MUST BE IN COMPLIANCE WITH EXISTING PURCHASING RULES AND REGULATIONS. Any questions or clarification requests should be directed to Procurement Services at (954) 201-7455 - Tiandra Johnson.

Minority/Woman Owned Business Program - Recycled Material

Broward College is committed to doing business with certified Minority and Woman Owned Businesses. Individuals are requested to assist the College in achieving its goals by placing orders for goods and services with certified Minority and Woman owned businesses whenever possible. Periodic review will occur to ensure this commitment is being fulfilled.

The Procurement Services department can provide users with assistance and a listing of Minority/Women owned suppliers. (Top)

Procurement Card Procedures

Transactions: The cardholder may make Broward College related purchases for their designated cost center. The card may only be used for authorized commodities. Included with this manual is a list of suggested vendors that the College is currently doing business with and in some cases have arranged special pricing through various contracts for College related purchases. There is a $749.99 per transaction limit along with other limitations that will be explained during your training session. Orders can be made over the counter, Via Telephone, Mail order or Internet.

Personal use and sharing of cards are prohibited and may result in the revocation of your card and serious disciplinary actions. (Top)

Criteria for Orders: Orders may not be placed for capital items; these are any products which cost $750 or greater for each item, such as a computer, desk, etc. These items should be ordered on a requisition.

• The total amount of the order does not exceed $749.99 (excluding freight).
• The order must be billed on a single invoice.
• The order must be delivered or picked up in total - No partial deliveries or backorders accepted.
• Funds must be available in your cost center for the purchase.
• All freight, if applicable, must be added to the invoice by the vendor.
• No orders for services except minor repairs to equipment.
• No cash advances (Top)

Responsibilities of Cardholder: Cardholders are expected to follow appropriate state laws and guidelines, as well as use good and reasonable judgment when making purchases.

The card can not be used for the following: entertainment, alcoholic beverages, vehicle rentals, memberships, equipment over $750.00, computers, restaurants, personal purchases, cash advances.

If there is an item in question, please contact the Procurement Services department for clarification.

Serious or repeated misuse or abuse of the card will result in the revocation of the card as well as disciplinary actions up to and including termination of employment and prosecution to the extent permitted by law. (Top)

Ordering Procedure:

1. Order materials as required. No purchase order number is required. If a supplier asks for a Purchase order number tell them to use the word "Visa".
2. When ordering by phone, remember items must be received in the warehouse during the hours of 7:00a.m. to 3:30p.m. Be sure to give the vendor the address of central receiving (Bldg. #23 Central campus 3501 SW Davie Rd., Davie Fl. 33314) , along with your name, address and the statement "credit card order" or "VISA". All this information must be appear on all shipping documents. The only information the Receiving department will have concerning where to deliver your goods will be on the suppliers’ packing slips.
3. Obtain the total cost of the order from the supplier (including shipping if applicable) before placing the order. After order has been placed, be sure to obtain a receipt for your records. If a receipt is not obtained or lost, the card holder shall submit a written report describing the transaction ( what, when, where and dollar amount.) and use this in place of receipt.
4. Inform the vendor that charges are not to be billed until the item(s) have been received. Florida law prohibits payment to a merchant prior to receipt of goods or services.
5. Maintain an Activity Log of all purchases. This will be used to verify the accuracy of suppliers’ charges on the monthly bank statements. It is important to record the name and telephone number of the person who processed your order for future reference.
6. Maintain Activity Log sheets and Bank Statements for the full fiscal year. Accounting will request all records for the previous year for centralized record retention shortly after year-end.
7. Follow all purchasing laws, rules and regulations, including using certified M/WBE’s whenever possible, recycled products, quotes, bids, contracts, etc. (Top)

Payment Procedure:

1. Once a purchase has been made, immediately initiate a Disbursement Request within C.I. D. payable to Bank of America (Vendor # 510313900) in the amount of your purchase.
   • In the Description field write, Procurement Card - Vendor - Description of the Item - Date of Purchase(for example: Purchasing Card - Office Depot - Printer Cartridge - 08/06/1998).
   • Assign the appropriate Account and GLC codes to the Request
   • Prepare a Disbursement Request Transmittal to send to Accounts Payable as you would with any other Disbursement Request.
   • Attach your Purchasing Card Receipt to the transmittal.Send your disbursement Request for Approval and your Disbursement Request Transmittal to Accounts Payable.
2. Once a week, someone in Accounting will review the Procurement Card Activity to date and the outstanding Disbursement Requests to NationsBank. Any discrepancies will result in an inquiry as to the status of the purchase and a reminder to process the request for payment.
3. After the monthly statements are downloaded, Accounts Payable will match the Disbursement Requests you have submitted with the statements and generate the payment to Bank of America. (Top)

Procedures for Handling Discrepancies: If you have a problem with a billing, try to reach a resolution with the merchant that provided the item. Your receipt will be your proof of purchase price.

If the amount recorded on the log(amount quoted by the supplier) differs from the statement, contact the supplier. If the amount referenced on the log is incorrect, the correction should be recorded on the log. If the amount on the statement is incorrect, request the supplier to credit your card on the next statement.

The cardholder must first attempt to reach a resolution directly with the merchant. The cardholder should document all attempts to resolve any problem. If you cannot resolve the issue, contact your Program Administrator for assistance.

*Note: Do not remove or cross out the item on the statement, or delay processing the payment because of credits or disputes. (Top)

Security: The only person authorized to use the Procurement Card is the person whose name appears on the card. To prevent against theft or fraudulent use:

• Keep the Procurement Card in a safe, secure place at all times
• Take all precautions so that the account number cannot be stolen or used by others.

If your Procurement card is lost or stolen, notify the Bank immediately at the 24 hour Commercial Card Services telephone number (1-800-538-8788) then notify the Program Administrator as soon as possible.

The cardholder shall be responsible for supplying any information necessary to minimize the liability for a lost or stolen card. Closely monitor your transaction statement to ensure no fraudulent charges appear. Replacement cards are normally issued within a few days. (Top)

Department Responsibilities: Department heads shall periodically review Procurement Card expenditures for their cost centers to ensure that purchased goods were necessary, for official use, and policies and procedures were complied with for card purchase. To assist the Departments in this review, Accounting will also be reviewing purchases and will be reporting discrepancies to department heads when deemed necessary.

When purchases are in question, the Department head bears the responsibility for resolving the issue. Suggested remedies include having the cardholder provide a credit voucher proving that the item(s) were returned for credit, or having the card holder provide the College with a certified check from their personal account for the full amount of the purchase.

Other responsibilities include:

• Determining employees' need for a Procurement Card.
• Reviewing the purchase methods to ensure appropriate purchasing practices are followed.
• Ensuring that the Cardholder receives goods before payment.
• Retrieving canceled cards from employees including cards from employees no longer working for your department. (Top)

Procurement Services Responsibilities:

1. Recommend suppliers for use based on current ongoing pricing agreements, State and local contracts, and established service programs.
2. Monitor suppliers used and work with new suppliers to establish new pricing agreements.
3. Monitor products purchased and evaluate future requirements to use in establishing future contracts for purchase. (Top)