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This agenda outlines the key updates and processes surrounding the P-Card program for the Multnomah Education Service District, including significant changes such as an increased transaction limit, monthly audits, and the transition to online transaction processing via Bank of America WORKS. Users are reminded to strictly adhere to guidelines, avoid personal use, and process purchases ethically. Several team exercises are included to enhance understanding of best practices. For further queries, contact the Purchasing or Business departments. Important resources are available on the MESD intranet.
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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 Team, Too! • Don Hicks, Purchasing: x 1518 • Cathi VanDamme, Business: x 1794 Please call if you have any questions!
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 Purchase Card 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, gift cards, 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 assure that any incentive reward money is the property of MESD.
Things You Should Never Do • Never put your full card number, your social security number, or your date of birth in an email or email attachment • Never allow another person to use your card • Never split a purchase in order to circumvent established limits
Program ReviewMonthly Audits • Business Servicesconducts monthly audits to monitor compliance with agency policy on purchasing, card usage, record keeping and ethics. • The findings will be communicated to P-Card Users, Supervisors & 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
Always Remember • P-Card use is a privilege, not a right!
WORKS Instructions • Handout copies 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 beautiful 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 $3,000, 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?
