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89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Purchasing Card Electronic Tutorial and Quiz
Lisa Steinbugl, C.P.MSenior Purchasing Agent/Pcard Coordinator
The Pennsylvania State University
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Purchasing Card Program Statistics Program Overview Cardholder Training Online Tutorial and Quiz How We Did It Demo Questions
Agenda
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Program implemented in 1996 PNC Bank/VISA card ≈8,000 Cardholders ≈400,000 Transactions Per Year ≈$80 Million Per Year, Combined Goods and Services
and Travel Purchases
Program Statistics
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
One card used for both goods and services and travel purchases
Transactions are routed by PNC Bank based on merchant category code (MCC)
Transactions with goods and services MCC’s are routed to IBIS (internal reconciliation system)
Transactions with travel MCC’s are routed to Penn State’s Employee Reimbursement System (ERS)
Program Overview
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Goods and Serviceso Maximum limits are $2,000 per
transaction/$18,000 per day/$18,000 per cycleo Cardholder must turn in signed receipt
along with signed Purchasing Card Support Form for each purchase
o Transactions are reconciled by a designated Reconciler in each department
o Ensures that a second person reviews every purchase
Program Overview
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
TraveloMaximum limits are $3,000 per
transaction/$20,000 per day/$20,000 per cycleo Transactions are sent by PNC Bank to ERS for
reconciliation by department reconcilers.o Cardholders must sign electronic agreement
stating that any non-reimbursable transactions will be deducted from their paycheck
Program Overview
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Employees attended session at Purchasing building to learn about the pcard policies
o Not very effectiveo Difficult to coordinateo Constant training of new employeeso “I already know how to use a credit card!”
First Cardholder Training
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Video recorded by Pcard CoordinatorPcard Coordinator did a small introduction
followed by the videoo Employees still had to attend session at
Purchasingo Still difficult to coordinate oReading, Sleeping, etc. once video started
playing
Second Cardholder Training
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Employees login to training site via a link from Purchasing Card website
Review cardholder agreement Choose whether they want a card for goods and
services, travel, or both Read tutorial Take quiz Electronically sign cardholder agreement (must sign
agreement to submit quiz)
Online Tutorial and Quiz (3rd Time’s a Charm!)
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Results are emailed to user and to the Financial Officer (passing scores only)
Must get 18 out of 20 questions correct to pass
Users may take quiz as many times as needed to pass
Results are recorded in database for Purchasing
Online Tutorial and Quiz
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Purchasing along with help from Controller’s Office wrote approximately 100 different questions with multiple choice or True/False answers
Enlisted help of PSU faculty to help write tutorial
Wanted questions to be clear, not confusing
Each time the user logs in, 20 different questions are presented
How did we do it?
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Users can login anywhere, anytime (24/7 access)
User, date and which quiz was passed are recorded along with the electronically signed cardholder agreement. Records are kept from the inception of the pcard program to present
Purchasing periodically reviews the quiz and questions to ensure accuracy
Questions with historic high error rates are thrown out if deemed to be confusing or tricky
Online Tutorial and Quiz
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Tutorial and Quiz may be used as a refresher
Some Financial Officers suspend card until quiz is passed if the card is misused
Tutorial can also be used as reference material
Online Tutorial and Quiz
89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado
Online Tutorial and Quiz Demo
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