Multnomah Education Service District P-Card Recertification 2008-09
Agenda • P-Card News • P-Card Process Notes • Bank of America WORKS • What would you do?
New This Year • Transaction limit raised to $5,000 • Increased emphasis on use of P-Cards • Monthly random audits • No more paper-based Manuals
Also New This Year • Bank of America WORKS • Online processing of P-Card transaction data • Integrated with IFAS • No more Departmental P-Card Logs
A New P-Card Contact, Too! • Cathi VanDamme, Business Services: x 1794 Please call if you have questions or need assistance with the P-Card!
P-Card Manual and Reference on the Intranet • http://www.mesd.k12.or.us/pcard
P-Card Process Notes It’s an Ongoing Learning Experience!
The P-Card Purchase Process • Get 3 quotes if the total amount is more than $5,000 • You place the order directly • Vendor is paid immediately • Vendor delivers item directly to department • You retain receipts, quotes, pack slips & invoices
Making Purchases • For MESD business purposes only • Never use your card for personal expenditures, for cash advances, or to obtain “store credit” • You may not use the card to purchase restricted items
Purchase Incentives Are Not Allowed • Examples include but not limited to: • Rebates, two-for-one purchases and spend rewards. • Give your work phone number when requested for a phone number while using the P-Card • It’s your department’s responsibility to ensure that any incentive reward money is the property of MESD.
Things You Should Never Do • Never give a vendor your personal data as part of your transaction: • Your Social Security # • Your Driver’s License # • Your Birthdate, Home Phone # • Never put your full card number or personal data in an email or email attachment • Never allow someone else to use your card • Never split a purchase to circumvent limits
Program ReviewMonthly Audits • Business Servicesconducts monthly random audits to monitor compliance with agency policy on purchasing, card usage, record keeping and ethics. • The findings will be communicated to Directors
Program Review Audit Comments • Acceptable receipts • Invoice • Register Receipt • Web Page Print Out • An acceptable receipt must include • Vendor Name • Amount • Date • Itemized description of item(s) purchased
Program ReviewAudit CommentsTravel Expenses • Before the trip • Obtain department approval • Make lodging arrangements • Purchase airfare • Create a trip receipt file and a transaction log • During the trip • Record daily expenses on transaction log • Retain receipt • After the trip • Submit transaction log and receipts to designated departmental staff
Keep in Mind • P-Card use is a privilege, not a right!
WORKS Instructions • Instructional materials found at • http://www.mesd.k12.or.us/pcard
Your Descriptions • By default, your transaction descriptions will contain the phrase “Vendor Name – Purchase” • Ex.: “Office Depot – Purchase” • You need to highlight the ENTIRE description and type over the “Vendor Name – Purchase” • Ex: “Supplies for Admin. Mtg.”
What would you do? A team exercise!
Question 1 • You want to buy some handmade paperweights as prizes for children in one of your programs. It’s only going to cost you $100 to buy a hundred! The guy who makes and sells the paperweights is your secretary’s oldest son, and he accepts P-Cards. Do you use your P-Card to buy them?
Question 2 • You need to buy two overhead projectors for a meeting you’re holding. They cost $2,799, each. If your card transaction limit is $5,000, how are you going to get the projectors in time for the meeting?
Question 3 • You accidentally left your receipt in your pants pocket—the pants that are in the washing machine, right now! What are you going to do about it?
Question 4 • Computers “R” Us is having a sale on a printer that your boss desperately needs. They’re half-off, only costing $3,720, which, for these printers, is a really cool deal. In fact, your boss is ready to go out and buy it this very afternoon with his P-Card! What advice would you give him?
Question 5 • You bought some office supplies over the phone from a locally-owned store with your P-Card two weeks before Christmas. The next day, the store owner, who is the nicest woman you’ve ever met, delivers you the supplies, along with a beautiful fruitcake. What would you do?