PCard Business Rule Changes effective July 1, 2020

To: Management Council Members, VPs of Finance, Business Managers, and all eVA end-users

From: Shared Services Center

Area: Business Transformation Office

Reason: PCard Business Rule Changes effective July 1, 2020

Date: June 30, 2020

We have exciting news for our college customers: The VCCS Shared Services Process and Management Councils have unanimously approved to allow colleges to create “PCO” orders in eVA, and to pay using the college-held Small Purchase Charge Card (P-Card). The Procure-to-Pay Business Rules have been updated accordingly, and the changes are effective July 1, 2020. This change in the local policy was spurred by college suggestion, and supported by participation in the P-Card Pilot, and continued collaboration with our customers.

What this means for you:

– P-Card Program Administrators are free to issue P-Cards to more users

o All CAPP Manual regulations must be obeyed

o The number of P-Cards should be limited only to what is necessary to meet utilization and make payments efficiently

– P-Card information may be loaded into eVA, and used to create “PCO” orders

o The Shared Services Center will not change the state of the “Use PCard” box on the Purchase Requisition; the college is responsible for ensuring that it is correct

o If a Purchase Order is created with the “Use PCard” box checked (a “PCO), the cardholder is responsible for paying any invoice

– Invoices for “PCO” orders received at the SSC will be routed to the college for payment in Perceptive Content

o All PCO orders will be paid at the college and no longer at the SSC

o End users should contact the P-Card Program Administrator if an order exceeds their card limit. Limits can be temporarily increased

This allowance in the Business Rules does not mean that the colleges are permitted to use the cards as freely as they have in the past. Please bear in mind the following:

– Over-the-Counter purchases are still prohibited (beyond the list of allowable uses in the Business Rules)

– Purchase Orders should be entered into eVA prior to the purchase, not as confirming orders

– Some vendors can securely access the P-Card information through eVA, which is the preferred way to make payments. Only if the vendor will not, or cannot, access the card information through eVA should you use an alternate method

– Complete P-Card information should never be transmitted through email or fax

– Past due invoices cannot be paid by P-Card without prior approval from the Department of Accounts

Virtual information sessions have been scheduled to demonstrate how to add card information to your eVA profile, and to discuss the particulars of P-Card use under the new policy. Please register for one of the below sessions.

Meeting: July 15, 2020, 10:00 AM

Register in advance: https://vccs.zoom.us/meeting/register/tJYodu2orTgoEt16Q1zr9UuwnkQJFS_vk5ID

Meeting: July 23, 2020, 02:00 PM

Register in advance: https://vccs.zoom.us/meeting/register/tJMvfuihrzkvHNYuE-7JGotWAfypdEyJFS1v

After registering, you will receive a confirmation email containing information about joining the meeting.