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Multnomah Education Service District
P-Card New User Training
P-Card Training Agenda
1. Introduction
2. Procurement Ethics
3. P-Card Purchasing Processes
4. P-Card Administration
Keep in mind
•P-Card use is a privilege, not a right!
What is a P-Card?
P-Card = “Procurement Card”
A P-Card is a type of credit card with special administrative features that can be used by a business or government agency.
Why use Procurement Card?
The use of a P-Card is intended to
Promote efficiency in the procurement of goods and services
Provide a convenient method for obtaining goods and services
Why Do You Need P-Card Training?
As a public employee, you will be responsible for upholding certain requirements: Legal Ethical Procedural
Who is eligible to use Procurement Card?
Regular employees who have successfully completed initial and periodic refresher training
Limited Temp/Seasonal employees who have successfully completed initial or periodic refresher training
Who is NOT eligible to use Procurement Card?
Employees of temporary staffing agencies
Outside contractors/consultants
Employees on extended leave such as FMLA, Medical, Disciplinary and other leaves of absence
Employees who have not successfully completed initial or periodic refresher training
P-Card Manual and Reference on the Web
http://www.mesd.k12.or.us/pcard
Procurement Ethics
A Paradigm Shift YOU are now the government purchasing
agent. YOU become the focal point for justifying
your actions. YOU become the object of any media or legal
attention as to any of your actions (along with MESD)
The GSPC
Oregon’s Government Standards & Practices Commission
The “Ethics Commission” Per Oregon State Law (ORS 244), the GSPC
has jurisdiction over: Use of public office for financial gain Conflict of interest
GSPC & Public Officials
Definition of “Public Official” ORS 244.020(15) defines a public official as “any
person who… is serving the State of Oregon or any of its political subdivisions or any other public body of the state as an officer, employee, agent or otherwise, and irrespective of whether the person is compensated for such services.”
As an employee of MESD, you are a Public Official!
The Law & You
ORS 244.040(1)(a): "No public official shall use or attempt to use
official position or office to obtain financial gain or avoidance of financial detriment that would not otherwise be available but for the public official’s holding of the official position or office...“
Examples of Financial Gain orAvoidance of Financial Detriment
Frequent flyer miles Free gift with purchase Free admissions Waived fees Store Credit Safeway 10¢ per gallon
All goods/services/benefits All goods/services/benefits associated/received with P-associated/received with P-Card purchase belong to Card purchase belong to MESD. If you use them for MESD. If you use them for personal use = potential personal use = potential violation of ethics regulationsviolation of ethics regulations
ORS 244.020: Conflict of Interest
Before taking an official action, a public official should first: determine if an action could result in financial benefit or avoidance of financial detriment to the official, a relative or a business with which the official or a relative is associated. If the answer is "no," proceed with the action.
A “relative" includes the public official’s spouse and the parents, children, brothers and sisters of either the public official or the official’s spouse. A "member of a household" is any relative, as defined above, who resides with the public official.
More Law & You
Any person who was a public official at the time of an alleged violation will be subject to the authority of the GSPC, for a period of four years after the alleged violation, regardless of whether or not the person is still a public official at the time a complaint is filed.
GSPC on the Web http://www.gspc.state.or.us/
Anybody Can Report You
Downloadable complaint form on GSPC website
All Reported Cases Listed on Web
Even if a case is dismissed, the record is kept on the GSPC website for years.
P-Card Purchasing Process
At Multnomah ESD
P-Card Limits (You)
Card Limits Per-transaction limit Per- statement cycle limit
Department Limits (Budget) You need appropriate department approval
Ethical Limits Be sure your purchase is above reproach and
doesn’t present the appearance of impropriety
Things You Must Do BEFORE Buying
If you are going to use a trade service contractor to glue, nail, screw, drill, use concrete or make a building repair at an MESD or non-MESD site, you must contact FACILITIES SERVICES: Mark Wheeler: x 1786
If you are purchasing technology-related items that will work with the network, or for which you expect support from TS, you must contact TECHNOLOGY SERVICES: Wendy Chase: x 1775
Split Requirements
When a purchase contract is broken up into smaller transactions to circumvent bid/quote limits
ORS 279B.065 (2) makes split requirements illegal
Purchasing Less than $5000?
Quotes not mandatory (but, would you get quotes at home?)
Avoid split requirements If you have a stake in the vendor’s business,
or if you have a close personal, professional or family connection to the vendor, ask someone else to buy.
More than $5000
If your purchase is $5000 or more, most MESD employees will not be able to make the purchase.
If you are not able to make the purchase, contact Mike Mlynarczyk x1791 in Purchasing.
P-Card Administration
When to use the card ?
To the maximum extent possible. Purchases can be made
In person By phone By fax The internet
You and Your Department’s Responsibilities
Physical Security of Cards Control Use/Restrict Abuse Keep all receipts, invoices, packing slips
and quotation documents Verify, enter description and account
number in all transactions made against your card in the WORKS system
Provide all documentation for review during audits.
Your Further Responsibilities
Personal Services Contract
Collect a W-9 form for payment that exceeds $600.00 annually and forward to Business Services.
Fixed Asset
Goods that exceed $5,000 are considered inventory items. Make a copy of packing slip, invoice, etc. and forward to Business Services.
Bank of America WORKS
A secure, web-based expense management system
Allows you to perform administrative tasks online
Provides automated reporting tools
Cardholder Responsibilitiesin WORKS
Each time you use your P-Card, you will receive an email saying, “Task to Perform”
Update P-Card transaction information and sign-off in the WORKS system
Enter valid account codes for your transactions unless otherwise directed
See handouts for detailed directions
If you are a an “Approver” in WORKS
After a P-Card User has completed transaction sign-off, the “approver” will receive an email notifying that there is a transaction awaiting approval in WORKS.
See handouts for detailed instructions
Business Services’
Responsibilities
Be available for assistance when needed
Review P-Card activity for proper usage and produce required IRS 1099 form
Provide opportunities for initial and refresher training
Conduct monthly internal audits
Internal Audit
Business Services will conduct random monthly audits to monitor compliance with agency policy on purchasing, card usage, recordkeeping, and ethics. For example, we will check that:
•Purchases are made for business purposes onlyPurchases are made for business purposes only•P-Card receipts are keptP-Card receipts are kept•Quote documentation maintained (purchases over Quote documentation maintained (purchases over $5000)$5000)•Account limits have been adhered toAccount limits have been adhered to•Cards have been cancelled when appropriateCards have been cancelled when appropriate•Timeliness of task completion in WORKSTimeliness of task completion in WORKS
Lost Receipts
You must fill out the “Lost, Stolen or Missing Receipt” form and submit it to your director for approval.
Find it at http://www.mesd.k12.or.us/pcard
Excessive lost receipts may lead to the loss of your P-Card privileges.
Records Retention
All receipts, invoices, and bank statements are to be kept as follows:
•Expenditures of federal funds:5 years after final or annual expenditure report
accepted.
•Other records:2 years
Unapproved Uses
Frequent Flyer Programs Percentage Off Programs Gift Cards (Unless used as student incentives) Personal Purchases Cash or cash-type transaction Purchase of items expressly prohibited by policy Habitual receipt loss EScrip Program - % of purchase to schools Incentive Card Programs (No Personal Phone
Numbers)
Potential Problems
Suppliers that do not accept credit cards
Available Balance on Card
Returns
Disputed Charges
P-Card Team
P-Card/WORKS Questions:Brian Altman
(503) 257-1794
Purchasing Questions:Mike Mlynarczyk
(503) 257-1791
Questions & Answers
