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Adventures of a P-Card Administrator. The Unvarnished Truth. CLV Card Program. Est. 1998 Using present supplier since Spring 2009 Total cardholders – 281 FY 2012 projected spend: $2.5M Percent of small dollar (under $1,000) purchases made with P-Card – 83%. - PowerPoint PPT Presentation
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The Unvarnished Truth
Adventures of a P-Card Administrator
CLV Card Program
Est. 1998 Using present supplier since Spring
2009 Total cardholders – 281 FY 2012 projected spend: $2.5M Percent of small dollar (under
$1,000) purchases made with P-Card – 83%
Why P-Card? To eliminate the need for
petty cash – helps prevent theft, errors
To exercise better control over expenses
Quicker and more efficient than purchase orders for low dollar purchases
Cost savings from shorter processing time
Rebates help offset program costs
How We Do the Things We Do
P-Card Administration Team State of the art software Thorough training Multiple layers of approval for P-Card
transactions to keep honest people honest
Strike program
Our Team!
P-Card Administrator - Purchasing
Accounting Operations
Computer Trainer - IT
City Auditor’s Office
Technology is a Good Thing Banks are banks but choosing the right
technology for your needs is key to the program’s success
Features to look for: Ease of use – a user-friendly system will make for a
smooth transition and a minimum of complaining by cardholders, reconcilers, etc.
Reporting – a good system will include ad-hoc reporting capabilities so that you (and your Finance and Audit departments) can report on cardholder activity by cardholder, division, department, merchant, transaction type, date, billing cycle, etc.
The ability to order and cancel cards online, change limits and MCC groups real-time
Training Training held quarterly All cardholders must take training
class prior to receiving their card Training also required for reconcilers
and approvers Four-part training – Rules, Accounting
Procedure, Fraud and Accountability, and Use of ActivePay software
I Approve! Multi-level approval guards against fraud Cardholders must sign Expense Log
accepting responsibility for their charges Approvers must be Manager level and
above and must physically sign Expense Log accepting responsibility for legitimacy of expenses
Accounting Services spot checks for issues PA spot checks for violations of policy and
procedure
Just Like Baseball… Strikes are given for violations of
policy and procedure Strikes remain on record for one year Three strikes in a rolling one year
period and card is lost for one year Card must be reapplied for and
training retaken if card is to be reissued
Starting Your Program Allow at least four months for implementation CLV Implementation Team: IT, Accounting,
Purchasing Weekly Calls with P-Card Supplier Received cards three weeks ahead of go-live Four days of training for trainers week prior to go-
live First training for cardholders – week of
distribution Nine training sessions during initial month Deactivation of any cardholders, reconcilers or
approvers not trained during the implementation period
Yes, It’s Almost OverThanks for your kind attention… any
questions?
Niki Johns Gomoluh Purchasing Card
AdministratorCity of Las Vegas495 South Main StreetLas Vegas, NV 89101
(702) [email protected]
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