Coding your PCard Purchases

Transcription

1 Coding your PCard Purchases

2 You will be able to Locate and Change Charges in PaymentNet Find Examples of Common Expense Account Codes Find Examples of Misused Expense Codes

3 Why is this Important? UCO Financial Statements Merge with the State and Our Expense Codes Need to Reflect Correctly You Represent UCO Make a Good Impression You Need to Follow State and University Guidelines Incorrect coding can Lead to Suspension or Revocation of Your PCard

4 Account Coding Ask the Question: How will the Item be Used? Don t Ask: What is the Item?

5 Expense Codes Check the Pcard Website for the Most Current Expense Coding Information Located on the Home Page Under the Quick Links Set up Notifications

6 Quick Reference Sheet Office Supplies (expendable) Office Supplies (non-expendable)(under $500) Food & Catering Service (MERF required) Meeting Refreshments (MERF required) Educational Supplies Registration Agency Direct (Pre-payment of Registration Form) Postage (RK Black) Advertising & Promotional Expense Informational Service (subscriptions) Memberships (institutional/must be transferable) Lease of Equipment (Standley) Recreational Supplies for Students 741XX Office Furniture & Equipment (over $500)

7 Expendable Office Supplies Supply Items that are Immediately Expended or Used Up when Placed in Service. e.g. Copy Paper, Paper Clips, Pens, Business Cards, File Folders Does Not Include Non-expendable Office Supplies

8 Non-expendable Office Supplies Cost Less than $500 Not Immediately Consumed when Placed in Use e.g. Letter Trays, Staplers, Scissors, Calculators, Lamps, Pictures

9 73619 Educational Supplies Supplies used for Education and Training Conducted in a Classroom or Other Organized Instructional Setting Supplies for Student Labs should be Coded to Do Not use Lab & Medical Supplies

10 73619 Educational Supplies (Cont.) Ask yourself: Will a Student use the Item/s Purchased? Will the Item/s be used for Training? e.g. Scantrons, Test Booklets, Scoring Services, Paper for Computer Lab

11 73623 Examinations Examination and Test Materials Payment of Fees Associated with Administering Tests/Examinations by a Third Party e.g. Exams for Acceptance, Test Booklets that include Service for Scoring Counseling and Career Service Assessments, Online Exams

12 73117 Information Services Services and Products used in Collection and Dissemination of Information to the General Public Informational Purposes within an Agency e.g. Clipping Service, Subscriptions (Wall Street Journal, Survey Monkey)

13 73216 Copy Machines Rental/Lease-multifunctional copier w/fax/scanning Example: Standley Bill

14 73116 Advertising and Promotional Expenses Advertisements Placed in Magazines, Registers, etc. Promotional Items T-shirts, Hats, Lanyards, Job Ads, Services Ads

15 73422 Recreational Supplies Recreational Supplies and Materials Used for Entertainment and Recreation Purposes for Students e.g. Campus Life Public Events, Crown for Homecoming Queen, Ropes Course Supplies, Trophies, Plaques, Flowers

16 Office Furniture and Equipment 741xx Any Single Item Purchase of Office Furniture or Equipment Costing More than $ Any Single Non-expendable Item Equaling $500 or Less If Non-expendable Single Item Office Supply is Greater than $500, use 741xxx

17 Equipment and Furniture Residential, Educational and Institutional Furniture and Equipment Used in Residence, School, Institution, or Facility Operated by the State, Including: Kitchen Equipment e.g. Refrigerator, Beds, School Furniture Over $500, Floor Cleaning Machines

18 Food, Catering, Refreshments & Kitchen Supplies Food And Catering Service Vendor Prepared Meals or Food Includes Food Cost for Official Meetings MERF (Meal Expense Request Form) e.g. Pizza, Jimmy Johns, Outback Steakhouse

19 Food, Catering, Refreshments & Kitchen Supplies (Cont.) Meeting Refreshments Light Food & Drink Items used as Refreshments for Meetings and Similar Activities MERF is Needed e.g. Doughnuts, Coffee, Tea, Disposable Plates/Flatware

20 Food, Catering, Refreshments & Kitchen Supplies (Cont.) Food and Kitchen Supplies and Materials Only used by Cafeterias Do Not use for Kitchen Utensils

21 Do NOT Use Food & Kitchen Supplies You can Code Kitchen Supplies to can only be used by Cafeterias Data Processing Supplies Allowable Only by the Information and Technology Office

22 Do NOT Use 71xxx Professional Services Cannot Charge Professional Services to Pcard unless the vendor has a contract. 72xxx Travel Expenses Use Travel Cards, Not Pcards Hotel Purchases are permitted with Hotel Training Registration Agency Direct permitted

23 Coding in PaymentNet Go to Transactions Manage Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

24 Coding in PaymentNet Click on Purchase to be Coded Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

25 Coding in PaymentNet Change Org and/or Account Code Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

26 Coding in PaymentNet Add Transaction Notes for your Purchase Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

27 Coding in PaymentNet Save your Changes Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

28 Pcard Correction Form Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

29 Questions to Considered Is your PCard Default Expense Account Number set to Office Supplies? Do you Purchase Expendable Office Supplies Most Often? Yes Leave your Default Expense Account Number Alone No - Contact Sarah Castleberry at scastleberry1@uco.edu & Request a Change of your Default Expense Account to the Code you use Most Often

30 Review How will the Item be Used? Set up notification for when a purchase posts in PaymentNet. Check Expense Account Code Listing to Determine Expense Account Code Finalize all of your coding in PaymentNet before the weekly upload.

31 PaymentNet & Compliance Sarah Castleberry Ext 2497 Contacts Statements & Coding Anita Schroeder Ext or Michelle Turner Ext Brandon Laughlin Ext Pcard Upload Pam Hargis Ext

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