Purchasing
True or False:
You can NOT use a Pcard for Internal Repairs.
TRUE!
Procurement Cards (Pcards) can NOT be used for Internal Repair (IR). A Purchase Order (PO) must be used.
Remember:
An Internal Repair is A repair to state-owned equipment where the extent of the work cannot be determined until the equipment is disassembled.
Who do parks submit travel vouchers to?
Robert Williams
At minimum how often do I need to refresh & review SAS?
Once per month!
How many staff members in the park should be able to reconcile the commitment log?
Two! One primary and one backup reconciler.
Who do I contact at the Regional Office if I have a question about personnel management (hiring, offers, separations etc.)?
Judy Alsobrook (RAS)
What form do I need to add a new vendor?
AP152! (make sure ALL fields are completed by the vendor!)
What is the standard per diem for the first and last day of an overnight trip?
$44.25
Who enters the funding stream for Minor Repair POs?
The regional purchasers! (not the park unless explicitly told to do so)
When an expense appears on the SAS report, and it is less than the amount we listed on the CL, what do we do?
Check it off the commitment log! No need to change the amount.
Where can I find the most up to date Greenbook instructions?
On Our SharePoint Home Page!
Look for the Green folder on the home page titled 8_Training Resources under the Park Collaboration folder.
If you have SharePoint trouble contact Judy & Kate!
What is the single transaction limit for a Pcard purchase?
$1999.99! The monthly limit is $5,000.00
What is the max amount you can receive from a day trip reimbursement?
$36.00
True or False: Your parks SAS can be customized to fit your parks needs including adding tabs for Concessions and MR projects.
True! You can even re-order the columns but we recommend you have a backup version before attempting.
Name 5 things that SHOULD NOT be entered into your Park's CLog.
Uniforms
Concessions
Minor Repair
Donations
Contract Services
Anything Encumbered
If you are ever unsure, reach out to your RAS!
What is the weekly deadline to send in your PIL response?
A response is required by the end of the day (5pm) every Wednesday even if you do not you have a scan on the PIL.
Don't forget to use the Greenbook template!
In order to use a Voyager card to pay for Bulk Fuel, what does your bulk tank need to have?
Your bulk tank must have its own property # (and the Voyager Card MUST be assigned to that tank/property #)
Can you claim meal related incidentals? (foil, napkins, utensils)
No!
How is Hourly Lapse created?
Lapse is created when:
a park is unable to hire or fill an hourly position, regardless of the length of time.
an employee separates from the agency earlier than budgeted
Which of these items should NOT be on your commitment log?
a. Utilities
b. Internet Service
c. Fuel
d. Trash Service
d. Trash Service – It is a contracted service, and the funds are encumbered in a PO.
How often is it recommended that you review and reconcile Pcard transactions in ePortal and what are you verifying?
Every other week!
Cross-check:
Vendor name
Transaction amount
Dates
Verify that each charge on Citibank is reflected in ePortal.
When can a line be added to a PO?
A Line can be added to a PO when its an Internal Repair (IR). Any time we need to add money or make changes, they need to start at the req and be sourced to the existing PO.
To be reimbursed for a day trip, how long do you have to be gone from your assigned HQ?
6 hours
Uh Oh! You've projected out all the hours for each hourly employee in your Park's Hourly WB, but it looks like you'll be over budget. What should you do?
Additional requests, above and beyond your allotment from the Division, should be added to the bottom of your worksheet.
If you feel that you do not have enough funds or FTE to support the needs of the park, then it is recommended to have a conversation with Shannon/Jeff very early on!
If there are expenditures/payments that have cleared on your _____ SAS tab, you can “check off” that estimate in Clog.
Which SAS tabs should you review for CLog reconciliation?
Encumbrance Tab, Pre-Encumbrance Tab, Expenditure Detail Tab, & Pcard Detail Tab
What is a VPR and what is it used for?
A Vendor Performance Report is an evaluation tool for reporting vendor performance, both good and bad.
State agencies are required to report vendor performance for certain procurements into VPTS (Vendor Performance Tracking System