BACKNEXT Caswell County Schools P-Card Training Online Training Caswell County Schools

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Caswell County Schools P-Card Training

Online TrainingOnline Training

Caswell CountySchools

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About this Online Training…

1. You may progress through the presentation by using the mouse to click on the NEXT button.

2. To EXIT the training at any time, press ESC. 3. Complete information regarding the P-Card

program and its associated Forms may be obtained from the Finance section on the CCS website. (http://www.caswell.k12.nc.us)

If you have any QUESTIONS, please call the Finance Department at (336) 694-4116.

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P-Card Online TrainingCompletion of this online training is mandatory for Cardholders, P-Card

Coordinators, and Cardholder Managers every year before anyone will be allowed to

obtain or use a…

PProcurement rocurement CardCard

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P-Card Online Training

The Caswell County Schools Procurement Card, also known as P-Card, is a

valuable tool for quickly and efficiently purchasing and

paying for small-dollar expenditures.

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P-Card Online TrainingOVERVIEW

There are 8 chapters that must be completed.– Chapter 1: Definitions & General Information– Chapter 2: Using your P-Card– Chapter 3: Cardholder Responsibilities– Chapter 4: Coordinator & Cardholder Manager

Responsibilities– Chapter 5: Allowable Purchases & Restrictions– Chapter 6: Returns/ Disputes– Chapter 7: Documentation– Chapter 8: Other Information and Completion

Form

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Definitions & General Definitions & General InformationInformation

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DEFINITIONS

What is a P-Card?– A VISA credit card issued by SunTrust Bank

Who is a Cardholder? – Any individual employee who has been issued a P-Card.

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DEFINITIONSWhat are School & Department P-Cards?– P-Cards embossed with the school or

department name. Only CCS employees may use these cards with proper CCS identification.

Who is a P-Card Coordinator? – The employee responsible for overseeing card

activity and reviewing transactions in SunTrust’s Enterprise Spend Program (ESP). Generally, it’s the School Treasurer in a school and the Administrative Assistant in a department.

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DEFINITIONSWho is the Cardholder Manager?– For purposes of the P-Card, this refers to

the: Principal or Director with budgetary authority for the unit.

Who is the P-Card Manager?– The Finance Department representative

responsible for the P-Card program.

For more specific information, go to the CCS Finance websitehttp://www.caswell.k12.nc.us/?DivisionID=4503&ToggleSideNav=

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INTRODUCTIONHow does the P-Card function?

Just like a credit card, but with the limitations of a debit card.

QQualified purchases are made without the need for a requisition or purchase order.

In ISIS, the P-Card has the characteristics of a blanket purchase order.

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P-Card Online TrainingIMPORTANT BILLING

INFORMATION What is the statement billing address?

- The school or department physical location.

What is the billing telephone number? – The main phone number of the school

or department.

(Either or both may be requested by vendors for phone orders)

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P-Card Online TrainingIMPORTANT BILLING

INFORMATION

What is the Billing Cycle?– Set by SunTrust Bank and runs from the 3rd day

of one month to the 2nd day of the next month.

What is the Cycle Cutoff date?– The last date of the billing cycle.– Please consult the P-Card Calendar for the

specific dates each month.

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Using Your P-CardUsing Your P-Card

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Using your P-CardSpending Limits

• Per Transaction $$$ Limit

- The CCS School & Department maximum limit on any single P-Card purchase is $ 1,000.

- The CCS Transportation maximum limit on any single P-Card purchase will depend on the purchase.

- Limits also include sales tax & shipping charges.

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Using your P-Card

Spending LimitsMonthly $$$ Limits - Varies from card to card

depending on budgeted amounts.

- Cannot spend more than the remaining amount encumbered on the P-Card purchase order.

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• Other Limitations - Purchases are subject to budget code

limitations because each P-Card is associated to a specific budget codes.

- If a purchase is questionable for a budget code please get approval from the Finance Department before making the purchase.

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• Other Limitations - Do not make more than $1,000 in daily

purchases from the same vendor.- Do not split similar item purchases to

circumvent CCS Purchasing Policy.- Exceptions must be approved in

advance by Finance.

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Using your P-CardPurchasing Guidelines

• Identify yourself as a CCS Employee. • Confirm the vendor accepts VISA.• Confirm pricing, availability, and

specifications of the order.• All packages/packing slips must identify

the name of the School or Department embossed on the card.

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Using your P-CardInternet Purchases

• Always use a secure web browser. • Always obtain receipts. Examples are

screen print of orders, email confirmations, and shipping documents.

• Use vendors that are reputable.

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Using your P-CardSales Tax

• CCS Purchases are not exempt from NC sales tax, HOWEVER, you may pay taxes at different rates.

• Be sure the Sales Tax on the receipt is recorded in SunTrust when the transaction is reviewed.

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Cardholder Cardholder ResponsibilitiesResponsibilities

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P-Card Online TrainingCardholder

ResponsibilitiesObtain the Best Value

• Cardholder must utilize the lowest price based upon requirements, quality, and availability to obtain the maximum value for each dollar expended.

and….

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ResponsibilitiesObtain the Best ValueCardholder should also…

– Vary Suppliers(i.e., spread purchases among many suppliers including: small, minority, and women-owned businesses)

– Ensure that the price is fair and reasonable.

– Consult with the Finance Department for items on state contract.

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ResponsibilitiesProtection of Card• Cardholder must protect the

security of P-Cards and the P-Card numbers at all times.

• If the card is lost or stolen, immediately call SunTrust Bank at: 1 (800) 836-8562

• Cardholder must notify P-Card Manager in writing ASAP.

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ResponsibilitiesLimitations

It is the Cardholder’s responsibility to ensure the availability of funds before making purchases.

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ResponsibilitiesLimitations

It is the Cardholder’s responsibility to ensure that prohibited items are not procured with the P-Card.

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Responsibilities

Limitations• Personal Gains

– Cardholder must not make P-Card purchases from friends or relatives where cardholder has a financial interest.

– Cardholder must not accept any gift or gratuity that appears to influence decision making regarding P-Card purchases.

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Coordinator & Manager Coordinator & Manager ResponsibilitiesResponsibilities

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P-Card Online TrainingCoordinator

ResponsibilitiesP-Card Coordinator Main Duties

• Review Cardholder transactions in SunTrust ESP.

• Reconcile, approve, and retain all P-Card documentation.

• Custodian of School or Department P-Card(s).

• Main contact person for all card users.

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ResponsibilitiesHow does a P-Card Coordinator get

access to SunTrust ESP?– Obtain a User ID & Temporary

Password from the P-Card Manager. – Using Internet Explorer, Login to the

SunTrust ESP website at: https://enterprisespendplatform.suntrust.com

– Save the website into your Favorites for faster access.

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ResponsibilitiesHow do you review & approve

transactions in the SunTrust ESP website?– Step-by-Step instructions are found in P-

Card Coordinator’s Tutorial located on the P-Card website.

– The tutorial also explains how to use the SunTrust ESP Program to track transactions and card balances.

– The next slide shows an image of the page

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Responsibilities

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ResponsibilitiesHow does money get added to or

taken away from the P-Card?– Download an Encumbrance Request

Form at the P-Card website. – Fill out out the yellow-shaded areas.– Transfers can only be whole dollars.– Save the form to your hard drive.– Follow the directions at the top of the

form.

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Responsibilities

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P-Card Online TrainingManager

ResponsibilitiesCardholder Manager Main Duties

• Approve Cardholders & assigns Coordinator.

• Approve billing statements & transaction reports.

• Responsible for all aspects of the program in the absence of a Coordinator.

• Notify P-Card Manager of changes in Coordinator.

• Ensure timely adherence to program dates.

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P-Card Online TrainingCoordinator & Manager

Responsibilities

Tips for avoiding P-Card Violations

• Review daily. • Reconcile monthly.• Submit reports timely.• Pay attention to

details.

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Allowable & Restricted Allowable & Restricted PurchasesPurchases

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P-Card Online TrainingAllowable Purchases

Budget Code Limitations:

• Only allowable purchases for the budget codes attached to the P-Card.

• Object codes associated with P-Cards are: 311, 312, 326, 411, 414, 418, 422, 423, 424, 425, 459, 461, & 462.

• Please contact Finance for specific items that can be purchased from these budget codes.

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Food Purchases:Only allowable from 312, 411, & 459. • Departments: Food purchases are

allowed. Food purchases must be pre-approved through Finance. (see form)

• Schools: Food purchased from 411 must be for instructional purposes & approved by the Cardholder Manager.

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P-Card Online TrainingRestricted Purchases

Merchant Restrictions:• Generally, P-Cards cannot be

used at the following merchants:– Hotels (except in special cases)– Restaurants & Caterers– Travel (airlines, autos, railroads)– Fuel Stations– Banks & ATMs

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Commodity Restrictions:• P-Cards cannot be used for the

following commodities unless pre-approval is given:

– Furniture (chairs, tables, desks, etc.)

– Computer systems & Printers over $250

– Audio Visual Equipment over $250

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Prohibited Purchases:• P-Cards cannot be used for the

following transactions:– Anything personal in nature– Cash Advances– Gifts cards for anyone– Cell phone Services

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P-Card Online TrainingRestricted PurchasesViolations & Suspensions

Any purchase of restricted or prohibited items will result in a P-Card Violation Warning and/or suspension of P-Card privileges. Serious infractions may result in termination and/or criminal prosecution.

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Returns & DisputesReturns & Disputes

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P-Card Online TrainingP-Card Returns

Request the following from the vendor:

• An address to ship to.

• A return authorization number.

• A credit be issued to the P-Card.

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P-Card Online TrainingP-Card Returns

P-Card Coordinator actions:

• Document what items have been returned in SunTrust ESP.

• Inform the appropriate people involved in the transaction.

• Review the credit in SunTrust ESP when posted.

• Verify the credit is on the SunTrust Billing Statement.

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P-Card DisputesDispute Process

1.1. Contact supplier and make at least 3 attempts to Contact supplier and make at least 3 attempts to resolve the problem. You are allowed resolve the problem. You are allowed 30 days30 days from from transaction posting to dispute the charge. transaction posting to dispute the charge.

2.2. Document all communications on the monthly Document all communications on the monthly statement (or attached to it) including:statement (or attached to it) including:

DatesPersons involvedBrief statement of the problem

3.3. If unable to resolve with the vendor, send the P-Card If unable to resolve with the vendor, send the P-Card Dispute Form and documentation to the P-Card Dispute Form and documentation to the P-Card Manager and maintain a copy for your records.Manager and maintain a copy for your records.

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P-Card Disputes

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DocumentationDocumentation

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P-Card Online TrainingDocumentation

Tips for maintaining proper documentation:

• Retain all receipts, packing slips, or any other documents you receive for an order.

• Attach transaction reports and documentation to the monthly billing statement.

• Keep separate folders for each P-Card.• Explain any problems with an order in SunTrust ESP.

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If NO documentation is received:

• Make a photocopy of the catalog page or computer screen showing:– The items purchased and price

• Attach the Missing Documentation Form (see image on the next page).

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DocumentationInternet/Telephone Purchases

• Request a receipt be included with the shipment.

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• EACHEACH transaction must transaction must be recorded on the be recorded on the appropriate appropriate P-Card P-Card LedgerLedger..

• A A P-Card LedgerP-Card Ledger is is required to be required to be maintained on each P-maintained on each P-Card for auditing Card for auditing purposes.purposes.

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• EVERY TIMEEVERY TIME a P-Card is a P-Card is taken from the P-Card taken from the P-Card Coordinator’s work area Coordinator’s work area it must be signed out it must be signed out and signed back in on and signed back in on the appropriate the appropriate P-Card P-Card LogLog..

• Each P-Card must have Each P-Card must have its own its own P-Card LogP-Card Log..

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• The P-Card Ledger spreadsheet contains a Reconciliation Form for each P-Card.

• It is required that your P-Card be reconciled monthly.

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Other Information & Other Information & Completion FormCompletion Form

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P-Card Online TrainingOther Information

Card Renewals: • Renewal Cards are sent directly to

the P-Card Manager:– An email is sent to P-Card Coordinator

once cards are ready to be picked up.– All cards must be picked up in person

from the Purchasing Department. You will need to bring the old card with you when picking up the new card.

– Contact P-Card Manager if not received 2 weeks before the expiration date.

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Card Replacements: • Send email to the P-Card Manager

requesting a replacement:– An email is sent to P-Card Coordinator

once cards are ready to be picked up.– All cards must be picked up in person

from the Purchasing Department.– Replacements can take as long as 3

weeks to receive.

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Card Cancellation: • Send email to the P-Card Manager

requesting the card be cancelled:– An email is sent to P-Card Coordinator once

cards are cancelled.– All cancelled cards must be turned in to the

Purchasing Department.– All cards must have a zero balance in order

to be cancelled.– Complete the Employee Notification

Cancellation Letter

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5 Types of P-Card Violations: • Failure to Review or provide

documentation on time• Lack of documentation• Splitting transactions to

circumvent card limits or bidding requirements

• Inappropriate purchase• Personal purchase

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Standard Suspension Process: • 30 Days at 3rd violation of the

current fiscal year• 60 Days at 4th violation of the

current fiscal year• Indefinitely at 5th violation of the

current fiscal year– Cardholder Manager may apply for

reinstatement of privileges in writing to the P-Card Manager after 75 days.

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P-Card Coordinator Removal:The P-Card Manager may recommend removal of a P-Card Coordinator anytime after the 3rd violation in the current fiscal year.

P-Card privileges will be suspended until the Cardholder

Manager names a new P-Card Coordinator.

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P-Cards & Audits:Any P-Card violation could result in an audit exception on an internal audit.

Any P-Card suspension will result in an audit exception on an internal audit.

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P-Card Monthly Transaction Review: • P-Card Manager performs monthly

reviews:– An email is sent to P-Card Coordinator

requesting transaction(s) detail.– All documentation faxed to the Finance

Department (694-4441).– Violations will be issued for requests

not honored in a timely manner.

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How do I obtain a P-Card? – Go to the CCS P-Card website and

click on Forms– Complete the Cardholder Enrollment

Form and the P-Card Online Training.– Complete a Cardholder Agreement

Form for each Cardholder, P-Card Coordinator, and Cardholder Manager

– Send completed documents to the P-Card Manager

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P-Card Online TrainingTraining Completion

Form

Congratulations!!!!!Congratulations!!!!!Please go to the P-Card website, click Please go to the P-Card website, click

on Forms, complete the Purchasing on Forms, complete the Purchasing Card Training Completion & Card Training Completion &

Cardholder Agreement Forms, and Cardholder Agreement Forms, and submit it to the P-Card Manager.submit it to the P-Card Manager.

To EXIT this online training, please press ESC.To EXIT this online training, please press ESC.

Documents

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