Purpose

Provide guidance for the use of purchasing cards (p-cards) by field offices.

Business Rules

1. P-cards can ONLY be used for case service purchases, to pay for registrations for approved staff training or for approved operating expenses.
2. P-cards can ONLY be used for case services when:
   • A provider will not accept an authorization; and
     • there are no other providers available to purchase from; and
     • there is not enough time to make a payment to the client; OR
   • The provider has the lowest cost
3. P-cards can ONLY be used for purchases when:
   • The item/items is not available from Office Depot or a provider via DPA.
4. P-cards are issued like a personal credit card in the name of a staff person, who is the only person authorized to use it. No other person under any circumstances may use the P-card.
5. A receipt is required for EVERY purchase.
6. A client signature must be on every receipt for payment to be made.
7. An Office Director signature is required on any training or operating expense receipt.
8. Charge limit is $5,000 per purchase; $25,000 per month.
9. Case Service purchases must be authorized in QE2 prior to the purchase being made.

Case Services

1. Authorize purchase in QE2, using Best Source (ABN 999999) as the provider.
2. Include on the authorization:
   • the name and address of the provider
   • the name of the client
   • that the register receipt must be signed by the client when purchase is picked up
   • that the purchase is tax exempt
   • why the purchase is being made using the P-card (e.g., provider does not accept authorizations, provider is the lowest price)
3. If person assigned to the P-card is going to the provider’s place of business to make the purchase:
   • use the P-card to make the purchase, informing provider that the purchase is tax exempt.
   • obtain a register receipt and have the client sign
   • take register receipt back to office and hold for credit card statement
4. If person assigned to the P-card is making the purchase by phone/e-mail:
   • contact the provider to make the purchase using the credit card.
   • inform the provider that the purchase is tax exempt.
   • instruct the provider to send to the VR office a detailed receipt showing the purchase.
   • obtain client’s signature on receipt.
5. Obtain signature of specialist or Office Director on invoice/register receipt indicating approval of the purchase.

Paying Case Services

When you receive the credit card statement –

1. Pay invoice in QE2 and print transmittal.
2. Attach to monthly statement the invoice/register receipt and transmittal for each charge and send to the State Office.
3. Payment must be received in the State Office 7 days after statement date.
4. Payments are due in NDE Central Accounting 10 days after statement date.

Registrations

1. Register on-line using the p-card to make the payment.
2. Print the invoice.
3. Obtain Office Director signature on the invoice indicating approval of training.

Paying Registrations

When you receive the credit card statement –

1. Attach to monthly statement the invoice/register receipt and transmittal for each charge and send to the State Office.
2. Payment must be received in the State Office 7 days after statement date.
3. Payments are due in NDE Central Accounting 10 days after statement date.

Purchases

 

1.  Ensure the purchase is appropriate for program.
2. Ensure the item/items is not available from Office Depot or a provider via DPA.
3. Create a DPA using Best Source as the provider.
4. Forward the request with the DPA attached to State Office Fiscal Staff with steps taken to ensure the items can’t be purchased through other sources.
5. State Office forwards to VR Director for approval.
6. Once VR Director approval is attained, the field office can move forward with using their P-card. 

Paying Purchases

When you receive the credit card statement –

1. Office Director signs the invoice/receipt indicating the items were received.
2. Attach the DPA, approval email from Lindy and invoice/register receipt to the monthly credit statement for each charge and send to the State Office.
3. Payment must be received in the State Office 7 days after statement date.
4. Payments are due in NDE Central Accounting 10 days after statement date.