online training ball-chatham cusd #5 pcard training 10-2013 p-card
TRANSCRIPT
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Online Training
Ball-Chatham CUSD #5 PCard Training 10-2013
P-CARD
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About this Online Training…
1. You may progress through the presentation by using the mouse to click on the RIGHT ARROW 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 Employee Forms section on the BCSD website. www.chathamschools.org
If you have any QUESTIONS, please call the Business Office at (217) 483-2416
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P-Card Online Training
Completion of this online training is mandatory for Cardholders, P-Card Coordinators, and Cardholder Supervisors every year before anyone will be allowed to obtain or use a…
Procurement Card
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P-Card Online Training
The Ball-Chatham CUSD #5 Procurement Card, also known as P-Card, is a
valuable tool for quickly and efficiently purchasing and paying for expenditures.
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OVERVIEW
There are 8 chapters that must be completed.Chapter 1: Definitions & General InformationChapter 2: Using your P-CardChapter 3: Cardholder ResponsibilitiesChapter 4: Coordinator & Cardholder Manager
Responsibilities (Student Activity/Clubs)Chapter 5: Allowable Purchases & RestrictionsChapter 6: Returns/ DisputesChapter 7: DocumentationChapter 8: Other Information and Completion Form
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CHAPTER 1Definitions & General
Information
Ball-Chatham CUSD #5 PCard Training
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DEFINITIONS
What is a P-Card? A MasterCard credit card issued
by Bank of Montreal
Who is a Cardholder?
Any individual employee or department who has been issued or uses a P-Card.
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What are School & Department P-Cards?P-Cards embossed with the school or department
name. Only BCSD employees may use these cards with proper BCSD identification.
Who is the Supervising Administrator?For purposes of the P-Card, this refers to the
Principal or Director with budgetary authority.
DEFINITIONS
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Who is a P-Card Administrator? The employee responsible for overseeing card
activity and reviewing transactions. In BCSD this is the CSBO.
For more information and forms, go to the BCSD Employee Forms website
DEFINITIONS
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How does the P-Card function?
Just like a credit card, but with the limitations of a debit card.
Qualified purchases are made without the need for a requisition or purchase order.
INTRODUCTION
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What is the statement billing address? The district office address, 201 W Mulberry, Chatham, IL
What is the billing telephone number? The main phone number of the district, 217-483-2416.
(Either or both may be requested by vendors for phone orders)
BILLING INFORMATION
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What is the Billing Cycle?Set by Bank of Montreal and runs from the 21st
day of one month to the 20th day of the next month.
BILLING INFORMATION
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CHAPTER 2Using Your P-Card
Ball-Chatham CUSD #5 PCard Training
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Per Transaction $$$ Limit - Board Policy 4:55 identifies a maximum limit on
any single P-Card purchase to $500. - Purchases above this amount must have
Superintendent approval.- Limits are inclusive of all items including sales
tax (when applicable), tip, & shipping charges.
USING YOUR PCARD
Spending Limits
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Monthly $$$ Limits
- Varies from card to card depending on budgeted amounts.
- Cannot spend more than the remaining amount encumbered on the P-Card.
Spending Limits
USING YOUR PCARD
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Other Limitations - Purchases are subject to approved budget limits - User must know the budget code that will be
used BEFORE they make the purchase. - Budget amounts and codes can be obtained from
Building/Department Administrator or Department Coordinators
Spending Limits
USING YOUR PCARD
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Identify yourself as a BCSD Employee.
Confirm the vendor accepts MasterCard.
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.
Purchasing Guidelines
USING YOUR PCARD
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Always use a secure web browser.
Always obtain itemized receipts. Examples are screen print of orders, email
confirmations, and shipping documents.
Use vendors that are reputable.
Internet Purchases
USING YOUR PCARD
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BCSD Purchases are TAX EXEMPT from sales tax
Tax MAY only be applied for meals and lodging while traveling only.
All other purchases must be made tax exempt.
If tax is applied to a purchase, the user will be responsible for reimbursement to the district.
USING YOUR PCARD
Sales Tax
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Cardholder Responsibilities
Ball-Chatham CUSD #5 PCard Training
CHAPTER 3
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Cardholder must utilize the lowest price based upon requirements, quality, and availability to obtain the maximum value for each dollar expended.
and….
Obtain the Best Value
CARDHOLDER RESPONSIBILITIES
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Obtain the Best Value
CARDHOLDER RESPONSIBILITIES
Vary Suppliers
(i.e., spread purchases among many suppliers including: small, minority, and women-owned businesses)
Ensure that the price is fair and reasonable.
Seek minimum 2 to 3 quotes before making purchase to ensure lowest price
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Protection of Card
CARDHOLDER RESPONSIBILITIES
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 District Office.
Cardholder must notify P-Card Administrator ASAP.
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Limitations
CARDHOLDER RESPONSIBILITIES
It is the Cardholder’s responsibility to ensure the availability of funds in the budget before making purchases.
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Limitations
CARDHOLDER RESPONSIBILITIES
It is the Cardholder’s responsibility to ensure that prohibited items are not procured with the P-Card.
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Limitations
CARDHOLDER RESPONSIBILITIES
Personal Gains Cardholder must not benefit personally from the
purchase. 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.
Cardholders must NOT use personal reward programs at vendors when making district purchase (e.g. Best Buy Reward Zone)
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Coordinator & Manager Responsibilities
Student Activity/Clubs
Ball-Chatham CUSD #5 PCard Training
CHAPTER 4
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Review Cardholder transactions.
Reconcile, approve, and retain all P-Card documentation.
Custodian of School or Department P-Card(s).
P-Card Supervisor Main Duties
SUPERVISOR RESPONSIBILITIES
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P-Cards may be used for authorized purchases by Student Activity/Clubs
Same policies and requirements apply to Student Activity/Club purchases as for all other district purchases
Purchases are all TAX EXEMPT
STUDENT CLUB/ACTIVITY
STUDENT ACTIVITY/CLUBS
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Fund raisers must be approved, and identify the nature of the activity and specifically how the funds will be used
Monies shall benefit currently enrolled students
No student or employee may be compensated for services. Payment of salaries is strictly prohibited.
STUDENT CLUB/ACTIVITY
STUDENT ACTIVITY/CLUBS
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Per board policy 4:90 AP
“…No student activities monies shall be used for any expenditure made by a student, teacher, or any other employee that has not received prior written authorization from the class, organization, club/or association. Such authorization will be in the form of a vote of the aforementioned. All expenditures must have supporting receipts.”
STUDENT CLUB/ACTIVITY
STUDENT ACTIVITY/CLUBS
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Cash payments are strictly prohibited from any student activity fund account.
All purchases made shall be pre-approved by the sponsor and officers of the class, organization, club/or association.
Gifts for coaches/sponsors or adult volunteers are PROHIBITED
STUDENT CLUB/ACTIVITY
STUDENT ACTIVITY/CLUBS
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Approve Cardholders.Approve billing statements & transaction
reports..Ensure timely adherence to program
dates.
Supervisor Responsibilities
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Review daily.
Reconcile monthly.
Submit reports timely.
Pay attention to details.
Itemized receipts.
No Personal Purchases.
Tips to Avoid Violations
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Allowable & Restricted Purchases
Ball-Chatham CUSD #5 PCard Training
CHAPTER 5
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General Supplies
Travel (as permitted by the school district travel policies)
Dues for Associations for business purposes only
Meeting/Conferences/Workshops
Allowable Purchases
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Cash advances
Personal purchases
Alcohol purchases
Donations
Prohibited Purchases
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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.
Violations
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Returns & Disputes
Ball-Chatham CUSD #5 PCard Training
CHAPTER 6
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Request the following from the vendor:
An address to ship to.A return authorization number.A credit be issued to the P-Card.Receipts verifying/documenting the return
Returns
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1. Contact supplier and make at least 3 attempts to resolve the problem. You are allowed 30 days from transaction posting to dispute the charge.
2. Document all communications on the monthly statement (or attached to it) including:
DatesPersons involvedBrief statement of the problem
3. If unable to resolve with the vendor, send the P-Card Dispute Form and documentation to the P-Card Administrator and maintain a copy for your records.
Disputes
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Documentation
Ball-Chatham CUSD #5 PCard Training
CHAPTER 7
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Retain all itemized 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.
Documentation
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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
It is the cardholder’s responsibility to get proper itemized receipts for all purchases.
Documentation
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Internet/Telephone Purchases
Request a receipt be included with the shipment.
Documentation
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P-Card’s must be reconciled monthly.
Reconciled statements due back to District Office the 10th of each month
Documentation
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Other Information & Completion Form
Ball-Chatham CUSD #5 PCard Training
CHAPTER 8
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Renewal Cards are sent directly to the P-Card Administrator:An email is sent to Supervisors once cards
are ready to be picked up.
Renewals
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To request any changes to P-Cards (limit changes, name changes, cancellation, etc…) Supervisor must complete a “P-Card Enrollment/Change” Form and submit to the P-Card Administrator.
Changes
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All P-Card transactions are subject to audit.
P-Card holder and Supervisor will be contacted about any violation.
Disciplinary action may be assessed based upon the type of violation
Audit
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Failure to Review or provide documentation on time
Lack of documentation
Splitting transactions to circumvent card limits or bidding requirements
Inappropriate purchase
Personal purchase
Items that are charged tax that should be tax exempt
Violations
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30 Days loss of card privileges at 3rd violation of the current fiscal year
60 Days loss of card privileges at 4th violation of the current fiscal year
Indefinitely loss of card privileges at 5th violation of the current fiscal yearCardholder Supervisor may apply for
reinstatement of privileges in writing to the P-Card Administrator after 75 days.
Discipline
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Congratulations!!!!!1. Please click here, 2. Print the “P-Card Training” Form, 3. Sign and return the original to
Building/Department Supervisor
To EXIT this online training, please press ESC.
Training Complete