Multnomah Education Service DistrictP-Card Recertification

2015-16

Agenda

•P-Card Process

•Bank of America WORKS

P-Card News

P-Card Topics

• Issues with Works

•Audits

•Fraud

PCard Administrator

•Brian Altman, Business Services: x 1794

baltman@mesd.k12.or.us

Please contact me if you have questions or need assistance with P-Card purchases or Works!

P-Card Manual and Reference

on the Intranet•http://www.mesd.k12.or.us/pcard

P-Card Process NotesIt’s an Ongoing Learning Experience!

The P-Card Purchase Process-Under $10,000

•Make purchase

•Retain receipts, packing slips & invoices

•Submit documents to Business Services when audited

The P-Card Purchase Process-Over $10,000

Get 3 quotes (Retain documentation)

•You place the order

•Vendor is paid immediately

•Vendor delivers item

•You retain receipts, quotes, pack slips & invoices

Contact Brian Altman for assistance with procedures

Purchases

•For MESD business purposes only

•Never use your card for personal expenditures, or to obtain “store credit”

•You may not use the card to purchase restricted items ***

You and Your Department’s

Responsibilities• Physical Security of Cards

• 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

Keep in Mind

• It’s about ethical purchasing practices, good record-keeping and timely signoff in Works!

Purchase Incentives

•Examples include but not limited to:– Two-for-one purchases– Albertsons & Safeway Cards– Reward Dollars – Fred Meyer ?

Give MESD phone number while using Give MESD phone number while using the P-Card (503-255-1841)the P-Card (503-255-1841)

• Any incentive rewards are the property of MESD.

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:– Rich Wehring: x 1630Rich Wehring: x 1630

• 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 1775Wendy Chase: x 1775

• Never give a vendor your personal data as part of your transaction

• Never put your full card number in an email ***

• Never allow someone else to use your card unless it is a department card, with the department name embossed (and never give anyone else your Works password)

• Never split a purchase to circumvent limits

Things You Should Never Do

Program ReviewQuarterly Audits

•Business Services conducts quarterly audits to monitor – compliance with agency policy compliance with agency policy

– ethics and appropriate useethics and appropriate use– receipt and record keepingreceipt and record keeping– timely sign off in Workstimely sign off in Works– notification of employee status changenotification of employee status change

•The findings will be communicated to Directors

Audit Results Most Common Mistakes. . .

•Delay in Cardholder/Manager Sign Off

•Gratuity over the 15% limit

•Lack of notification of change in employment status

•Unacceptable Receipts

To Qualify as a Receipt

•Acceptable receipts– InvoiceInvoice– Register ReceiptRegister Receipt– Web Page Print OutWeb Page Print Out

•An acceptable receipt must include– Vendor NameVendor Name– AmountAmount– DateDate– Itemized description of item(s) purchasedItemized description of item(s) purchased

What about Fraud?

Bank of America WORKSQuestions?

WORKS Instructions

• Instructional materials found at– http://www.mesd.k12.or.us/pcard

Thank you for your participation! Your

certification is good for 18 months.