Making a P-Card Purchase & Transaction Management

Steps to Completing a Purchase

1. Before making a purchase, always check to verify whether the commodity you are purchasing is on State Term Contract. If yes, select the preferred supplier from the applicable State Term Contract and place an order.
2. If a product is not available from a State Term Contract, then you may purchase from any vendor in the open market. Cardholders are highly encouraged to seek competition (e.g., obtain written or verbal quotes) from multiple vendors prior to making an open market purchase to ensure the most efficient and effective use of your budget and taxpayer dollars. Any written quotes received should be maintained in the cardholder’s file if there is a pricing discrepancy or dispute with the selected supplier.
3. Confirm that the vendor agrees to accept the CCC P-Card.
4. Provide the supplier with shipping instructions to include the following: • Provide the supplier with CCC’s shipping address:
   Carteret Community College
   Shipping & Receiving
   Attn: P-Card Purchase – Cardholder’s Name & Phone Extension
   3505 Arendell Street
   Morehead City, NC 28557
   • Ensure the (1) cardholder’s name, (2) telephone extension, and (3) the words, “P-Card Purchase” are included on the shipping label and packing list.
   • No orders can be shipped to the cardholder’s home address or to any alternate address.
   • Shipping & Receiving will deliver the package to the cardholder without opening the package
   • It is the cardholder’s responsibility to verify that all items ordered were delivered and received in an undamaged condition and to follow up with the supplier regarding any discrepancies.
5. Obtain an itemized receipt listing all charges including tax and freight.

Purchase Documents and Record Keeping

It is the cardholder’s responsibility to ensure all invoices, receiving/shipping documents, credit memos, and itemized charge receipts for merchandise purchases are kept being used to reconcile purchase transactions with the cardholder’s Monthly Statement of Account.

If the cardholder makes an over-the-counter purchase, the cardholder must get an itemized receipt from the supplier at the time of purchase. Sales tax, delivery or installation charges must also be itemized on the receipt.

If a receipt is not received, or it is lost, the P-Card Receipt Exception Form must be completed. This form must be signed by the cardholder and his/her supervisor and uploaded into WORKS like all other receipts. A separate form must be completed for each receipt that is missing. If you receive the original receipt, submit it to the Business Office with the P-Card Receipt Exception Form for record keeping. The form is only acceptable after all efforts to obtain the original receipt or a copy from the vendor have been exhausted. 

Disputes and Returns

It is the cardholder's responsibility to handle order disputes and returns with suppliers. For items that are defective, not received, received incorrectly, or duplicate orders, the cardholder must contact the supplier for resolution. The cardholder must discuss order discrepancies directly with the supplier and determine the supplier's return policy. If the cardholder has not received an item that the supplier indicates has been shipped, the cardholder should request proof of delivery.

Corrective action must be taken immediately upon the realization that there is an order discrepancy. Delays in problem resolution are unacceptable and may result in the cardholder being forced to keep an undesired or defective product. If an order discrepancy remains unresolved by the time the cardholder receives his/her Monthly Statement of Account, that purchase will be considered in dispute. The cardholder must call the issuing bank and follow the instructions provided to file a dispute.

If an item has been returned and a credit transaction is due, the cardholder must verify that the credit is reflected on his/her Monthly Statement of Account. All documentation related to the purchase and return transactions must be attached in WORKS.

Any fraudulent transactions should be communicated to the issuing bank immediately. Cards with active fraud transactions must be closed and a new account reopened. The bank will only transfer valid charges to the new account and the Cardholder will not be held liable for any fraud charges. 

Cardholder Responsibilities 

At the end of each billing cycle, the cardholder will receive a Monthly Statement of Account that lists all charges and credits on their P-Card account. The cardholder is responsible for verifying that their monthly statement is correct and acting to resolve any discrepancies. Cardholders will use the receipts, credit memos and other purchase documents maintained in the cardholder’s purchasing file during the month to verify and reconcile purchase transactions listed on the monthly statement.   

After receiving their Monthly Statement of Account, the cardholder shall complete and submit the original P-Card Monthly Reconciliation Form to their supervisor within three (3) working days of receipt. Original receipts and other relevant purchase documentation must be attached in WORKS.   

If a cardholder does not have an original receipt or packing slip for a particular transaction, the P-Card Receipt Exception Form must be completed and attached in WORKS. If a cardholder repeatedly fails to provide receipts or other relevant purchasing documents to verify purchase transactions, they will have P-Card privileges suspended or revoked.  

If a cardholder makes purchases or returns that are not listed on the current Monthly Statement of Account, the cardholder must maintain all relevant purchase documentation in his/her purchasing file until the next monthly statement arrives. If a purchase or credit transaction does not appear on the monthly statement after sixty (60) days (two billing cycles), the cardholder must notify the issuing bank and the P-Card Administrator.  

Supervisor Responsibilities

The supervisor must review the P-Card Monthly Reconciliation Form, Monthly Statement of Account, and supporting purchase documentation (e.g., receipts, credit memos, etc.) to ensure the following:

• All purchases made by the cardholder were authorized and appropriate.
• P-Card purchasing policies and procedures were followed.
• Supporting purchase documentation is provided for each purchase and that the documentation matches the transactions listed on the P-Card Monthly Reconciliation Form and Monthly Statement of Account

The cardholder’s supervisor must sign and forward the P-Card Monthly Reconciliation Form, Monthly Statement of Account and supporting purchase documentation to the P-Card Reviewer by the 10th of the month. 

P-Card Reviewer’s Responsibilities

The P-Card Reviewer will check the Statements of Account with the cardholder’s Monthly P-Card Reconciliation Form and supporting documents (e.g., receipts, credit memos, invoices, and packing slips) making sure they are in order. If there are any questions, the P-Card Reviewer will contact the cardholder. The P-Card Reviewer will then turn over the paperwork to the Accounts Payable Technician for payment.

Accounts Payable’s Responsibilities

At the end of each billing cycle, CCC will receive a Master Statement from the issuing bank that will be used to pay all charges on CCC's account. Accounts Payable will charge back individual departments for charges made to their respective accounts as entered on each cardholder’s P-Card Monthly Reconciliation Form.

Short payments or account disputes will not be handled by Accounts Payable. As mentioned above, the cardholder is responsible for handling disputes related to his/her individual P-Card account and ensuring that credits are received from suppliers.

P-Card Administrator’s Audits

The P-Card Administrator will randomly audit transactions on cardholder statements to ensure the appropriateness of purchase transactions, adherence to State and CCC’s purchasing policies and procedures, and use of State Term Contracts when applicable. If there are questions or concerns regarding any purchase transaction(s), an email will be sent to the cardholder requesting clarification. Cardholders must respond to audit inquiries within 48 hours (about 2 days).

After receiving a response from the cardholder, the P-Card Administrator will advise cardholders if any purchase transactions were handled in an inappropriate manner and provide procedural guidance and clarification to the cardholder for future purchases. Once the audit is complete, all documentation will be filed for retention. These records are to be kept for five (5) years. These records are subject to audit by the State Purchasing Compliance Office and the State auditors.

Important Note: Frequent reminders of overdue statements or inappropriate use of the P-Card may lead to suspension or revocation of P-Card privileges. Cardholders may also be held personally liable for inappropriate purchases and/or face additional disciplinary action.