P-Card Flashcards
T/F. Approving officials are just as responsible for transactions as the cardholder that made the purchase.
True
What is a responsibility of an approving official either in Works or upon receipt of a cardholder statement?
Reviewing and approving transactions
What document is required for each transaction posted in Works, including credits?
A receipt or invoice
What document is required in addition to the receipt or invoice for all purchases shipped to the agency?
A packing slip or proof of delivery
Can the incorrect amount on a receipt or invoice be manually modified?
No
Whose responsibility is it to contact the bank and determine the validity of questionable transactions?
The cardholders or agency administrators
Formal disputes for unauthorized charges must be initiated with the bank within what time frame?
30 days or before cycle payment (whichever comes first)
How will cards be replaced that may have been involved in a data breach?
Automatically by the bank
Can travel arrangements for contractors, including Galt employees, be paid with the P-card?
No
If a traveler neglects to cancel reservations or notify the travel arranger to cancel reservations, the traveler will need to do what?
Reimburse the agency
Lodging charges are limited to what rate if not staying at a designated lodging establishment or have an approved OMES Form 19-E?
GSA rate
Which supplier type is listed first in the purchasing hierarchy?
State Use suppliers
An emergency must be declared in writing. Who can declare an emergency?
The Governor or agency Executive Director
T/F. Purchases of goods or services for personal or non business use and insurance are examples of prohibited purchases.
True
What are the 3 categories of limits placed on each P-card?
Cycle limit
Single transaction limit
MCCG limitations
What is the current single transaction limit amount?
$5,000 or limit approved by the State Purchasing Director
Should conference or meeting registrations be paid separately or grouped together?
Separately
To use the P-card for payment of food not specifically authorized by statute, agencies must have what internal policy in place?
An agency food policy
Goods and services purchased within the State of Oklahoma are exempt from what?
State sales tax
What list must all IT hardware and software be included on prior to purchasing?
The approved hardware and software list
What does the cardholder need to do before using the card?
Activate and register the card
Who is the only person who can use a cardholders P-card?
The person whose name is printed on the card
How soon should the bank be notified of lost, stolen or compromised cards?
Immediately
