internet native banner purchasing card training
TRANSCRIPT
Purchasing Card Allocation Using Banner Admin:
Purchasing card allocations are an important part of a department's regular weekly duties to ensure
purchases made by department cardholders are recorded in proper expense accounts. Each week,
usually on Wednesday, the prior week’s allocated transactions are posted to the assigned account and
new P‐card transactions are fed in to await the proper account designation. Newly fed transactions will
be available for allocation for one week. If allocation is untimely the expense will post to the 7361
"default" account and will require an expenditure transfer to move thereafter. We recommend
transaction allocation be completed no later than Tuesday as the closing time on Wednesday varies.
The steps necessary to make transactional allocations are shown below.
First, access the Banner Admin page through the my.suu.edu portal by clicking on the "Banner Login"
link on the left hand column under the Banner header or navigate to the page
https://my.suu.edu/it/banner. From there, click on the "Banner Admin" link on the left.
Once logged into Banner admin it will display the "Welcome" screen similar to below. Next, you will
access the Banner form "FAAINVT" or search the term "Purchase Card Transaction Maintenance".
In FAAINVT there are five sections of data that information can be viewed or entered. To navigate
between each section you can use the buttons “previous section” and “next section” always
found in the lower left hand corner of any Banner screen. In the first section enter in your Account
Manager ID. Usually this ID is your first and last name without any spaces. This ID designates which
cardholders you are responsible for. You will also need to select “Not Fed Transactions” in the Type
section. Once this is done click on "Go" or "next section" button. If you cannot determine your account
manager ID please contact the purchasing card coordinator.
The second section of information will display the cardholder information for whom you are making the
expense allocations. It will also list other information that pertains to the card as seen below. You can
scroll through each cardholder using the up and down arrows on your keyboard or by using the record
selection buttons . Once the desired cardholder is selected you may move to the 3rd section
of information using the "Next Section" buttons.
The third section of information will display vendor information and transaction detail. If there are
multiple transactions you may scroll using the up and down arrows on your keyboard or by using the
record selection buttons . Once you locate the transaction you would like to allocate you may
move to the next section.
The fourth section will display the default accounting distribution and identify the FOAP where this
transaction will post by default. Usually no adjustment is needed in this section however, it is important
to notice if the default location lists an incorrect fund, org, program etc. If the default FOAP is incorrect
please contact the Purchasing department. Below is an example of the fourth section of data.
The fifth and last section is where FOAP input is needed and allocation adjustment takes place. In most
cases you will only have to change the account but there may be other FOAP adjustments depending on
your department’s financial structure. Please note that there should be no P‐card charges left in 7361
account. The multiple sequence rows will allow you to effectively split the transaction between FOAP if
necessary. Once you have the proper fund/org/account/program code assignments made in the fifth
section of data you must hit F10 or click on to save your work and complete the allocation. You
may then move to previous sections to navigate between cardholders and transactions until all
transactions are addressed. Use the buttons to navigate between form sections and
buttons to navigate between cardholders and transaction records.
Other Notes:
Split transactions by percentage or dollar amount
To split the transaction click on +Insert Record or press down arrow on your keyboard to add an
allocable row.
To split by percentage: Check the Percent check box then enter the percent of the purchase you
want in that account. (Ex. To put 25% of the purchase in one account put 25 in the Amount or
Percent box.) Continue these steps until the entire transaction is allocated between appropriate
FOAP.
To split by specific dollar amounts: make appropriate changes to the account number then
change the amount in the "Amount or Percent" field. Press the down arrow, enter the account,
type "01" in the Bank field, and list the dollar amount for that account. Continue these steps
until the entire transaction is allocated between appropriate FOAP.
Sometimes you may encounter transactions needing to be allocated to an org or fund that you
do not have access to post to. In such cases please contact Accounts Payable or your support in
Accounting Services.
Common Account Codes used in allocation:
Account
Code
Account Description Account
Code
Account Description
7050 Advertising 7340 Computers – Non Capital
7060 Entertainment 7345 Software Licenses
7090 Meals‐Non‐Travel 7347 Software Maintenance
7095 Prizes and Awards 7349 Software Purchases
7130 Dues & Fees ‐ Membership 7360 Supplies – Office
7132 Dues & Fees – Conferences &
Seminars
7368 Equipment – Non Capital
7135 Dues & Fees – Registration 7510 Travel Out‐of‐State
7215 Repairs – Office Equipment 7520 Motor Pool Out‐of‐State
7220 Repairs – Other 7560 Travel‐In‐State
7305 Services ‐ General 7570 Motor Pool In‐State
*This is not a complete list of expense account codes. Additional account codes may be more
appropriate and should be used.
Southern Utah University
PURCHASING CARD GUIDE
The Southern Utah University Purchasing Card is a campus owned credit card issued to an employee to assist in
their daily purchasing activities. The Purchasing Card allows SUU employees to buy goods and materials without
the use of a purchase order or requisition. The Purchasing Card is a Visa credit card and is provided by U.S. Bank.
“What can I buy with the Purchasing Card?”
Just about any item required to support the normal daily activity of your department. The Purchasing Card falls
under the guidelines of the University’s Purchasing Policy. The restrictions in place within that policy are in effect
for the Purchasing Card. The policy can be found on the SUU home page under “Policies and Procedures.”
For the purchase of flowers (non‐landscaping), refreshments, and grocery items for departmental meetings,
parties, or open houses for faculty and staff members require approval from the department’s Vice President,
Dean, or the President of the University prior to the purchase. The VP, Dean, or President must also sign the
receipt/documentation after the transaction. Flower purchases must be accompanied by the Flower Certification
Form. When the card is used to purchase any food from a restaurant, grocery store, or other non‐restaurant
business, the Business Meal and Non‐Instructional Food Certification Form (Meal Form) must be filled out, signed
by the VP, Dean, President, or designee, and submitted to your account manager along with the associated receipt
and statement. This approval process is mandatory and loss of purchasing card privileges may result if not adhered
to.
IMPORTANT – The purchasing card is generally not open to make purchases for food (restaurants or meals). This
means that if you as a Cardholder attempt to use your Purchasing Card to purchase a meal the transaction will be
declined. However, cardholders may request that their Purchasing Card be authorized to make these types of
transactions through filling out the Adjustment Request Form and having it approved by the VP, Dean, or
President.
Purchasing Cards are open for travel which includes: airline tickets, hotel rooms, and rental cars. Fuel cannot be
purchase on the card.
The Purchasing Card is not designed to act as an individual Travel Card, and University travel policies still apply. If
Purchasing Cards are used to pay for meals while traveling, per diems still need to be followed.
Individual transactions are generally limited to under $1,000. Monthly limits are set at $5,000. Capital items cannot
be purchased using the Purchasing Card. Transactions cannot be split to circumvent the $1,000 per transaction
limit. Splitting an order will result in the loss of privileges and potentially other consequences relating to
employment.
Gift cards may not be purchased using a Purchasing Card.
“Where can I use my Purchasing Card?”
Any vendor who accepts a Visa card will take the Purchasing Card. The transactions are completed by simply going
to the vendor and using the Purchasing Card as you would use a personal credit card. The Purchasing Card can also
be used over the phone and internet with vendors locally or out of the area. The Purchasing Office requests that
caution be exercised in using them in this manner to assure proper security. When you need to purchase
something on campus (from the bookstore, copy shop, etc.), use your department’s index code instead of the
Purchasing Card.
“What do I tell the vendor?”
Indicate to the vendor that you are using a campus credit card to make the purchase. You must tell them that the
University is tax‐exempt so no Utah State sales tax will be paid. The University tax exempt ID number is provided
on the card itself, which is given to the vendor upon request. At times, a vendor will request a written form proving
the status. Please refer these requests to the Purchasing Office.
Important – When placing an order over the phone or through the Internet, please be sure that the vendor places
your name or some other contact person on the shipping documents. If a contact name does not appear you will
not receive your purchase. This is necessary for any purchase that requires shipping.
“Do I need to get receipts or documentation?”
As a Cardholder, one of your few responsibilities is to insure that you receive some form of documentation for
each transaction. This can be a simple cash register receipt or a printed confirmation from an electronic purchase.
It must provide sufficient itemized information allowing your supervisor enough detail to accurately know what
was purchased. Furthermore, you are required to provide documentation on or with the receipt explaining the
business purpose of the purchase (i.e. office supplies, department meeting, event, project, registration,
conference, etc.). Please remember that this responsibility is critical and failure to obtain proper documentation
for each transaction may result in losing your Purchasing Card privileges.
“Can I give my Purchasing Card to someone else to use?”
Under no circumstance is anyone else allowed to use your Purchasing Card. The security of the Purchasing Card is
the responsibility of the Cardholder and that person is solely responsible for all transactions. The Purchasing Card
must be kept in a secure place at all times.
“Do I reconcile my Purchasing Card statement each month and how are they filed?”
Each department is assigned an “Account Manager” whose responsibility is to both reconcile and file your monthly
statements. Depending on internal departmental procedures, it is prudent that you as the Cardholder reconcile
your statement to ensure that all charges are accurate. After reconciling you must submit all documentation,
including your statement and receipts, to your Account Manager in a timely manner to ensure proper recording.
Account Managers are responsible to take the statements, receipts, and documentation for each Cardholder
within the department to the immediate supervisor for approval before the end of the current month. The
supervisor will review each cardholder’s statement and receipts, sign as approved, and return to the Account
Manager for filing. See Purchasing Office Procedures Manual.
“Can I buy personal items with the Purchasing Card and reimburse the University?”
It is against University policy to purchase goods for personal use and reimburse the University.
“What if the vendor rejects the Purchasing Card?”
If the vendor for any reason rejects the card, contact the Purchasing Card Coordinator as soon as possible. If the
vendor simply does not accept Visa cards, likewise, contact the Coordinator.
DOs and DON’Ts of the Purchasing Card
Don’t – Let anyone else use your card
Don’t – Pay sales tax in Utah
Don’t – Use the card for personal expenses
Don’t – Use the card for meals or food unless properly authorized
Don’t – Use the card for gas, including for rental cars (use Check Requisitions for reimbursement of fuel
expenses)
Don’t – Use the card on SUU’s campus (use Interdepartmental Invoices for on‐campus purchases)
Don’t – Split transactions to circumvent your transaction limit
Don’t – Forget the detailed/itemized receipt or documentation
Don’t – Purchase computers, including iPads, with the card (contact IT)
Do – Use the card when possible instead of a PO
Do – Provide Utah sales tax exempt information to the vendor
Do – Pay for travel & conference fees (registration fees, hotels, airline tickets, checked luggage, shuttles,
and taxis)
Do – Get a receipt every time you use your card
Do – Protect the purchasing card information like you would your own personal card
Do – Include the business purpose on or with each receipt
“What consists of a violation and what are the consequences?”
All items purchased with University funds must have a clear business purpose. Purchasing cards are one method
of making necessary purchases. Purchasing cards have a number of important advantages, but also come with
some inherent risks. It is important to ensure that purchasing laws and policies are adhered to so as not to
threaten the entire purchasing card program across campus. Accordingly, having a purchasing card is a privilege,
not a right. To help protect the purchasing card program on campus the following consequences apply for
violations of the policy:
Major violations ‐ Immediate action: The cardholder’s Purchasing Card will be immediately frozen and/or
permanently cancelled and purchasing card privileges will be revoked, plus potential additional disciplinary action
based on the circumstances for the following violations:
1. Split Transaction – defined as more than one transaction on the same day with the same vendor for an
amount that exceeds the cardholder’s single transaction limit, or any other attempt to circumvent the
University’s bid limit policy, including the use of multiple purchasing cards by one individual or by multiple
cardholders.
2. Missing statement – if credit card statements are not turned in to the Account Manager each month the
card will be turned off until the statement and all associated receipts are received.
3. Unapproved purchases over the $5,000 bid limit.
4. Purchases of alcohol
5. Giving your purchasing card (pcard) to someone else to use
6. Intentionally using an SUU pcard for personal purchases
Minor violations ‐ 1 month grace period: The cardholder’s Purchasing Card will be frozen and/or permanently
cancelled and purchasing card privileges will be revoked if the following violations are not remedied within one
month following the audit in which they are discovered and/or reported:
1. Missing Receipt – A receipt provides the required justification to validate the business purpose of a
transaction. A missing receipt creates a lack of evidence for a legitimate business purpose and, therefore,
is considered to be a personal purchase. Accordingly, if the cardholder does not provide a missing receipt
within 30 days after the audit occurs, the University reserves the right to request reimbursement from the
cardholder for the amount of the missing receipt, or to deduct the amount of any missing receipt from
the cardholders’ paycheck. Additionally, the cardholders purchasing card privileges will be suspended
and/or revoked until the receipt is provided. If the receipt is later provided and the transaction is
determined to have a legitimate business purpose, the cardholders’ purchasing privileges may be restored
and they may receive reimbursement for the amount of the payroll deduction or reimbursement paid
upon completion of a Reimbursement Request form. In the rare event a vendor cannot provide a receipt,
a written note indicating the vendor name, purchase date, detail of each item purchased, the amount
spent, the business purpose for the purchase, and a description of why the receipt could not be obtained
must be provided. The note must be signed by the cardholder and the cardholders’ supervisor. Frequent
occurrences of written notes in place of missing receipts will result in the removal of purchasing card
privileges.
2. Non‐itemized receipt – All receipts must include the itemized detail of what items or services were
purchased and sales tax information. Summary receipts showing only the total amount charged, or a line
item on a card statement are not a substitute for an itemized receipt. If the supplier/vendor does not
provide a receipt at the time of purchase and you cannot subsequently obtain a receipt from the
supplier/vendor, you can substitute an original invoice, packing list, or an internet order screen print. In
the rare case when one of these forms of documentation is not available the procedures indicated in the
“missing receipt” section above apply.
3. Missing or unapproved Meal Form – Meal Forms are required for any meal or food purchased on a pcard
and must include a description of the business need for the meal, a list of all attendees, the
itemized/detail receipt description of the items purchased, and must be signed/approved by the
cardholder and the Dean, VP, President, or their designee. Meal Forms are located on the SUU Purchasing
website.
4. Accidental personal purchase/”pcard slip” for insignificant amounts – A reversal of the charge by the
vendor or a receipt from the SUU Cashier showing the cardholder’s reimbursement to the University is
required.
5. Missing business purpose with receipt – All purchases must be accompanied by written justification,
either on the receipt or attached, as to what the purchase is and why it is a business related expense.
Repeated violations for the same issue and/or multiple violations for separate issues indicate a cardholder’s lack of
financial responsibility and represents a significant risk to the pcard program for the entire University. Accordingly
purchasing card privileges may be immediately suspended and/or revoked based on the circumstances of any
multiple or repeat violations.
“Can a decision to turn off my purchasing card or revoke my purchasing card privileges be appealed?”
An appeals process is established whereby cardholder’s can request a review of a decision to turn off their
purchasing card for a temporary period and/or to permanently revoke their purchasing privileges. Appeals must
be made to the Purchasing Office in writing and must be accompanied by both sufficient documentation to
support the claim and a supervisors signature.