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State Purchase Card

A State Purchase Card (P-Card) is a form of credit card issued to designated state employees.  The P-Card is used by the cardholder to make purchases of most types of goods and services necessary for official use of the State.  Personal purchases are prohibited.  The State is liable for payment.  The objective of the Program is to simplify and reduce paperwork necessary for agency purchases by placing P-Cards in the hands of trained employees who actually utilize the goods and services purchased.  Purchasing offices and Certified Procurement Officers may also use P-Cards.

Program Structure
The Program is a blend of centralized procedures, training and Program monitoring coupled with decentralized day-to-day management and P-Card use.  Key individuals in the daily operation of the Program are:

  • State P-Card Program Administrator - The employee in the Office of Management and Enterprise Services (OMES) designated to manage the program statewide.
  • Entity P-Card Administrator - The employee in each state agency designated to manage that agency's program.
  • Approving Official - The agency employee designated to conduct a monthly review of P-Card purchases made by one or more cardholders.
  • Cardholder - The agency employee trained and authorized to make approved purchases using the P-Card. 

Safeguards
Because the P-Card affects purchasing and financial transactions, there are a number of safeguards included in the Program.  Examples include cardholder selection, training, reviews and reports, card limits and periodic internal and external audits.

Advantages
Advantages achieved through use of the State P-Card Program include  simplification and expediting of purchasing processes, no fees, rebates to participating agencies, reduced transaction times and transaction costs, and merchant acceptance because of faster payment.

P-Card Use
Use of P-Cards was authorized by legislation. Use of the P-Card is limited to purchases of $5,000.00 or less for a single transaction. Agencies may limit any specific P-Card to a lower amount. The $5,000.00 limitation does not apply to acquisitions from Central Purchasing Statewide Contracts, Utilities, Interagency Payments or Professional Services as defined in Section 803 of Title 18 of the Oklahoma Statutes. The P-Cards may be used for walk-in, telephone, or Internet purchases.

FAQ

Yes, merchants can impose a $10 minimum on P-Card transactions.  Prior to the Durbin Amendment (add-on to the Dodd-Frank Act signed July 21, 2010), Visa and Master Card’s operating rules banned this limitation.

Can the vendor require a minimum charge to use my P-Card on a Statewide Contract issued by Central Purchasing?
No, the merchant cannot impose a $10 minimum on P-Card transactions for purchases from Statewide Contract; however, the Statewide Contract may contain a minimum order amount.

Am I in violation of Split Purchasing for purchases of different items, made to the same vendor, totaling greater than $5,000.00, but on different dates?
The cardholder cannot divide a transaction with a vendor for different items to get below the $5,000.00 statutory single transaction limit (purchases from Statewide Contract, Regulated Utilities, Interagency Payments, and Professional Services pursuant to Title 18 § 803 have unlimited dollar amounts, see Title 74 § 85.5.L.).  Law puts a $5,000.00 cap on single standard purchase card transactions.  This generally relates to when a cardholder tells the vendor to process two transactions at the time of purchase to allow the transactions to go through the card machine.  However, if the cardholder did not know they were going to make the additional purchases at the time of the original purchase, then each purchase is compliant.  Even if the cardholder knew they were going to make the additional purchases at the time of the original purchase, there may be additional reasons the purchase would be in compliance such as lack of funding at the time of the original purchase.  

Split Purchasing means dividing a known quantity or failing to consolidate a known quantity of an acquisition for the purpose of evading a competitive bidding requirement.  “Known quantity” and “intent” are key factors in determining split purchasing.  To determine if split purchasing occurred in the scenario above, more research would have to be done.  Questions to be answered:  Were these items all part of a single approval or approved at the same time to be  purchased?  When cardholder made the original purchase, did they know of the subsequent purchases to be made?  Do vendors typically carry all the items?  Was the lack of funding during the time of the original purchase an issue?

For more information regarding Split Purchasing, please see DCS PIM-09-03

Yes, if the membership is an agency membership, transferable and within the P-Card statutory limits. See OSF Procedures Manual, Chapter 300, Section 318.C.3.

The ComData card must be used to purchae fuel for all state-owned vehicles.  If purchasing bulk fuel, please issue a PO.  The p-card will not remove the Federal Excise taxes and should not be used.  For fuel for rental vehicles while in travel status, refer to the P-card & OBT Procedures or contact the State P-card & Travel Office.

Yes, a Voucher will be created; however, payments will not be processed for a State Entity with a cumulative credit balance.  Nevertheless, the State Entity must build the voucher and attach the invoice.  Retain the voucher, the invoice, and batch slip until there are debit vouchers sufficient to offset the credit.  Once there are sufficient charges to recoup the credit, the batch slip listing the unpaid vouchers from the prior and the current billing cycles should accompany the vouchers with the required invoice documentation.

Comp = Complete
Requires the selected segment contain a legitimate value in order for allocation to be considered complete (i.e., certain GL fields have to be populated and if not, a red “x” will appear).

For example, a red “x” will appear if the Dept ID field is left blank.

Val = Valid
Are values that are acceptable for use in each GL segment and in conjunction with the values entered in the other segments of a GL combination (i.e., Fund Type-Class, Dept ID and Bus Unit have to be entered in the Works tables individually as well as together in a combination.)

For example, a red “x” will appear if the Fund Type-Class, Dept ID and Bus Unit fields were not entered in the Works tables as an acceptable combination of codes.

Auth = Authorized
Are values the user is allowed to use based on the GL authorization profile assigned to the user or the user’s group (i.e., some codes are entered in the Works tables for a particular agency; a different agency would get a red “x” if those codes were used).
Am I responsible for “Batching” my agency’s transactions in Works?
No, batching will be performed by the State Purchase Card Administrator’s division.  

OMES is responsible for downloading Fund Type-Class information and all authorized account codes, Department ID-Program Code, and CFDA information.  Agencies wanting other information available for use in Works must contact the State P-card & Travel Office.

P-Card purchases are subject to Statewide Accounting Manual, Chapter 50.10.06, Section J, Advance Prepayments.

The P-Card can be used for conference registration when:

  1. Discount is provided for paying in advance;
  2. Can substitute a participant; and
  3. If event is canceled, cardholder receives a full refund.

Registration fees for conferences, meetings, seminars and similar events whereby in special situations an organization requires preregistration along with payment and by standard policy will not accept a state purchase order/contract in lieu of payment, documentation on the vendor's stationary describing this fact must be sent together with the claim to OMES for consideration of approval or disapproval.

Purchase Card Tax Exemptions

The following documents explain the exemption from Oklahoma Sales Tax on purchases made with an Oklahoma-issued purchase card and the exemption from tax on hotel/lodging rates. They can be downloaded, printed and delivered or e-mailed to vendors requesting documentation of the exemption.

Billing Cycles

The following represents the actual dates of action associated with the P-Card payments. Such as when the P-Card download to PeopleSoft will occur each month, the date agencies can begin preparing their p-card vouchers, and the submission deadline for the vouchers received at OMES each month.

Calendar Year 2018

Voucher Payment Month Deadline for Works Editing/AO Adjust    3 p.m. Reserved for Recon and Download Voucher Build Available Voucher Submission Deadline
3 p.m.
OMES Runs “PC” Pay Group
January 2018 Jan.4 Jan. 5 Jan.8 Jan. 10 Jan. 11
February Feb. 5 Feb. 6 Feb. 7 Feb. 12 Feb. 13
March March 5 March 6 March 7 March 12 March 13
April April 4 April 5 April 6 April 11 April 12
May May 3 May 4 May 7 May 10 May 11
June June 5 June 6 June 7 June 12 June 13
July July 5 July 6 July 9 July 11 July 12
August Aug. 3 Aug. 6 Aug. 7 Aug. 10 Aug. 13
September Sept. 6 Sept. 7 Sept 10 Sept. 12 Sept. 13
October Oct. 3 Oct. 4 Oct. 5 Oct. 10 Oct. 11
November Nov. 5 Nov. 6 Nov. 7 Nov. 9 Nov. 13
December Dec. 5 Dec. 6 Dec. 7 Dec. 12 Dec. 13
January 2019 Jan. 4, 2019 Jan. 7, 2019 Jan. 8, 2019 Jan. 10, 2019 Jan. 11, 2019

All remaining pending transactions will be swept and open transactions closed by the State P-Card & Travel Office after the 3:00 PM deadline on the specified day. If you need longer, you MUST send an email to pcard@omes.ok.gov requesting additional time.

No editing in Works or changes to Authority Orders can be done on the “Reserved for Recon and Download” day. 

Vouchers cannot be built before the Voucher Build Available date listed unless you have written approval from the state P-Card  and Travel Office, or an email is sent authorizing early voucher build.

Contact

OMES - Central Accounting & Reporting
Frates Building
5005 N. Lincoln, Suite 100
Oklahoma City, OK  73105

State Purchase Card Administrator
Phone: 405-522-1654
E-mail: pcard@omes.ok.gov

Bank of America Contact Information for Lost/Stolen P-Cards
Toll-free: 888-449-2273
Outside U.S.: 509-353-6656