College of Charleston Procurement Card Test

1. Purchasing Cards are beneficial tools for all of the following reasons except:
A) They replace the need to use petty cash for small dollar purchases.
B) They expedite routine small order purchases.
C) They eliminate time and paperwork for many routine purchases.
D) They are exempt from College and State purchasing rules and policies.

2. A purchasing card issued to an individual can be used by:
A) The person issued the card and his/her Department Head
B) Only the person issued the card.
C) Anyone within the Department
D) The Department liaison

3. Before making any purchases with a purchasing card, a cardholder should:
A) Fill out an IDT/Requisition
B) Select a vendor located near the College
C) Check to see if the item(s) is on a State or College awarded contract
D) None of the above.

4. For convenience, cardholders are advised to post their account number on their office telephone or bulletin board?
True
False

5. Proper documentation for every transaction must be attached to a cardholder’s monthly bank statement. All of the following are acceptable forms of documentation except:
A) A cash register receipt from WalMart listing items purchased
B) A faxed copy of an invoice from Office Max
C) An e-mail from Amazon.com confirming shipping date of order
D) An itemized receipt printed out from a Barnes & Noble internet order

6. All of the following statements are true except:
A) All monthly statements and receipts are kept by each individual cardholder
B) The purchasing card is a corporate charge card
C) The monthly billing period is from the 28th of one month to the 27th of the following month.
D) In order to be eligible to receive a purchasing card, a college employee must have their Department Head’s approval

7. Cardholders MUST obtain sales slips, register receipts, invoices or other approved documentation of purchase?
True
False

8. Inappropriate or fraudulent use of the purchasing card may result in which of the following:
A) Disciplinary action may be taken up to and including dismissal
B) Cardholder may be required to reimburse the College
C) Cardholder could lose P-Card privileges
D) All of the above

9. Which of the following cannot be changed for an individual cardholder:
A) Default Account Number
B) The monthly spending limit
C) Single Transaction Limit Amount
D) Ship-to Address

10. If a cardholder discovers his or her purchasing card has been lost or stolen, who should the cardholder call FIRST?
A) Department Liaison
B) Issuing Bank (Bank of America)
C) Department Head
D) College of Charleston P-Card Administrator

12. Which of the following is an acceptable method of receiving credit when merchandise is returned:
A) Credit applied to the cardholder’s purchasing card
B) Cash
C) In-store credit
D) All of the above

13. All of the following are responsibilities of the purchasing card department liaison except:
A) Maintain a complete, organized historic file of banks statements and receipt for each cardholder.
B) Review and reconcile monthly receipts and statements for each cardholder.
C) Approve account re-allocation requests and default account changes.
D) Receive, inspect and accept orders for all departmental cardholders.

14. You need to place an order with a vendor which will total $2700. 00. You would:
A) Charge part of the purchase on your card and have another cardholder charge the balance on his or her card.
B) Process an IDT and send it to Procurement to make the purchase.
C) Use your personal credit card and process an Expenditure Authorization for reimbursement.
D) Ask the vendor to split the purchase into 2 separate transactions, one posting that day, and the other posting the next.

15. A Cardholder can use his or her card to make purchases for their Department's faculty and/or staff.
True
False

16. After receiving a purchasing card order, cardholders are advised to do all of the following except:
A) Keep the packing boxes and materials until order has been accepted for use.
B) Immediately examine order for damages.
C) Notify the vendor that the order has been received.
D) Check shipment to ensure order is complete.

17. Before returning damaged or incorrect shipments a cardholder should:
A) Repurchase the items from another vendor.
B) Check to see if they are in any way usable.
C) Contact the vendor to file a complaint.
D) Check the packing slip for return policies and information or contact the vendor

18. If a cardholder is unable to resolve a disputed charge with the vendor, the cardholder should then:
A) Contact Bank of America and instruct them to credit their account for the disputed charge.
B) Contact their Department Liaison.
C) Send an e-mail to the College’s card administrator requesting the vendor be added to the “blocked” vendor list.
D) All of the above.

19. You attempted to make a purchase and your transaction was declined. What is the first thing you should do:
A) Use your personal credit card and request reimbursement from the Controller’s office
B) Call the Procurement Office and ask why
C) Accept you cannot make the purchase
D) Call the 800# on the back of your purchasing card and ask why the transaction was declined

20. Assuming all items are within your purchasing card single transaction limit, can you purchase the following items:

A) Flowers for a hospitalized co-worker
Yes
No

B) Books for faculty members
Yes
No

C) Professional Journal or Magazine Subscriptions
Yes
No

D) Registration fee for a conference
Yes
No

F) Hotel reservations/expenses for a conference
Yes
No

G) A replacement for the office’s broken microwave
Yes
No

H) Coffee supplies for the office
Yes
No

I) Professional Memberships
Yes
No

J) Tools & Supplies from Lowe’s
Yes
No

K) Rental car reservations/charges
Yes
No

21. What required information is missing from the register receipt below?
A) Date of purchase
B) Vendor name and address
C) Itemized description of goods purchased
D) Name of sales associate who processed transaction

22. The purchasing card is:
A) Approved for an individual based on his/her credit history.
B) A corporate credit card and has no impact on a cardholder’s personal credit record.
C) Issued to individuals based on their Departments budget performance.
D) Only issued to individuals who already have a personal credit card.

23. For auditing purposes, cardholders are required to do all of the following except:
A) Send a copy of all transaction receipts to the Controller’s Office
B) Retain proper transaction documentation for every purchase
C) Ensure that any credits received appear on a subsequent monthly statement
D) Give monthly bank statement and transaction receipts to department liaison in a timely manner
E) Provide written explanations on invoices or receipts for legitimate purchases that may appear to be outside the Department’s mission

24. Purchasing card audits are conducted:
A) Only when a cardholder terminate college employment
B) Only by the Department Liaison
C) Every 4 years
D) By Federal, State and internal auditors

25. What steps should you take prior to making a purchase with the purchasing card:
A) Verify that your chosen vendor accepts Visa
B) Be sure your have your Department Head’s approval for the purchase
C) Verify the delivery schedule will meet your time requirements
D) All of the above

26. Upon successful completion of this training module a cardholder’s single transaction purchasing limit can be increased from:
A) $750 to $1,500
B) $1,500 to $5,000
C) $1,500 to $2,500
D) $2,500 to $5,000