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

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Presentation on theme: "BACKNEXT Caswell County Schools P-Card Training Online Training Caswell County Schools."— Presentation transcript:

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

2 BACKNEXT Caswell County Schools P-Card Training 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)http://www.caswell.k12.nc.us If you have any QUESTIONS, please call the Finance Department at (336)

3 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Completion 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… Procurement Card

4 BACKNEXT Caswell County Schools P-Card Training 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.

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

6 BACKNEXT Caswell County Schools P-Card Training Definitions & General Information

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

8 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training DEFINITIONS What 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 SunTrusts Enterprise Spend Program (ESP). Generally, its the School Treasurer in a school and the Administrative Assistant in a department.

9 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training DEFINITIONS Who 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 website

10 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training INTRODUCTION How does the P-Card function? Just like a credit card, but with the limitations of a debit card. Q Qualified 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.

11 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training IMPORTANT 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)

12 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training IMPORTANT BILLING INFORMATION What is the Billing Cycle ? –Set by SunTrust Bank and runs from the 3 rd day of one month to the 2 nd 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.

13 BACKNEXT Caswell County Schools P-Card Training Using Your P-Card

14 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Using your P-Card Spending 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 is will depend on the purchase. -Limits also include sales tax & shipping charges.

15 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Using your P-Card Spending Limits Monthly $$$ Limits - Varies from card to card depending on budgeted amounts. - Cannot spend more than the remaining amount encumbered on the P-Card purchase order.

16 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Using your P-Card Spending Limits 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.

17 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Using your P-Card Spending Limits 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.

18 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Using your P-Card Purchasing 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.

19 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Using your P-Card Internet Purchases Always use a secure web browser. Always obtain receipts. Examples are screen print of orders, confirmations, and shipping documents. Use vendors that are reputable.

20 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Using your P-Card Sales 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.

21 BACKNEXT Caswell County Schools P-Card Training Cardholder Responsibilities

22 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Cardholder Responsibilities Obtain 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….

23 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Cardholder Responsibilities Obtain the Best Value Cardholder 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.

24 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Cardholder Responsibilities Protection 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) Cardholder must notify P-Card Manager in writing ASAP.

25 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Cardholder Responsibilities Limitations It is the Cardholders responsibility to ensure the availability of funds before making purchases.

26 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Cardholder Responsibilities Limitations It is the Cardholders responsibility to ensure that prohibited items are not procured with the P-Card.

27 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Cardholder 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.

28 BACKNEXT Caswell County Schools P-Card Training Coordinator & Manager Responsibilities

29 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Coordinator Responsibilities P-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.

30 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Coordinator Responsibilities How 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 https://enterprisespendplatform.suntrust.com –Save the website into your Favorites for faster access.

31 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Coordinator Responsibilities How do you review & approve transactions in the SunTrust ESP website? –Step-by-Step instructions are found in P- Card Coordinators 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

32 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Coordinator Responsibilities

33 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Coordinator Responsibilities How 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.

34 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Coordinator Responsibilities

35 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Manager Responsibilities Cardholder 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.

36 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Coordinator & Manager Responsibilities Tips for avoiding P-Card Violations Review daily. Reconcile monthly. Submit reports timely. Pay attention to details.

37 BACKNEXT Caswell County Schools P-Card Training Allowable & Restricted Purchases

38 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Allowable 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.

39 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Allowable Purchases 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.

40 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Allowable Purchases

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

42 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Restricted Purchases 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

43 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Restricted Purchases Prohibited Purchases: P-Cards cannot be used for the following transactions: –Anything personal in nature –Cash Advances –Gifts cards for employees –Cell phone Services

44 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Restricted Purchases Violations & 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.

45 BACKNEXT Caswell County Schools P-Card Training Returns & Disputes

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

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

48 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training P-Card Disputes Dispute Process 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: Dates Persons involved Brief statement of the problem 3.If unable to resolve with the vendor, send the P-Card Dispute Form and documentation to the P-Card Manager and maintain a copy for your records.

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

50 BACKNEXT Caswell County Schools P-Card Training Documentation

51 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Documentation 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.

52 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Documentation 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).

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

54 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Documentation Internet/Telephone Purchases Request a receipt be included with the shipment.

55 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Documentation EACH transaction must be recorded on the appropriate P-Card Ledger.EACH transaction must be recorded on the appropriate P-Card Ledger. A P-Card Ledger is required to be maintained on each P-Card for auditing purposes.A P-Card Ledger is required to be maintained on each P-Card for auditing purposes.

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

57 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Documentation EVERY TIME a P-Card is taken from the P-Card Coordinators work area it must be signed out and signed back in on the appropriate P-Card Log.EVERY TIME a P-Card is taken from the P-Card Coordinators work area it must be signed out and signed back in on the appropriate P-Card Log. Each P-Card must have its own P-Card Log.Each P-Card must have its own P-Card Log.

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

59 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Documentation The P-Card Ledger spreadsheet contains a Reconciliation Form for each P-Card. It is required that your P-Card be reconciled monthly.

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

61 BACKNEXT Caswell County Schools P-Card Training Other Information & Completion Form

62 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Other Information Card Renewals: Renewal Cards are sent directly to the P- Card Manager: –An 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. –Contact P-Card Manager if not received 2 weeks before the expiration date.

63 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Other Information Card Replacements: Send to the P-Card Manager requesting a replacement: –An 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.

64 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Other Information Card Cancellation: Send to the P-Card Manager requesting the card be cancelled: –An 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

65 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Other Information 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

66 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Other Information Standard Suspension Process: 30 Days at 3 rd violation of the current fiscal year 60 Days at 4 th violation of the current fiscal year Indefinitely at 5 th violation of the current fiscal year –Cardholder Manager may apply for reinstatement of privileges in writing to the P-Card Manager after 75 days.

67 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Other Information P-Card Coordinator Removal: The P-Card Manager may recommend removal of a P-Card Coordinator anytime after the 3 rd violation in the current fiscal year. P-Card privileges will be suspended until the Cardholder Manager names a new P-Card Coordinator.

68 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Other Information 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.

69 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Other Information P-Card Monthly Transaction Review: P-Card Manager performs monthly reviews: –An is sent to P-Card Coordinator requesting transaction(s) detail. –All documentation faxed to the Finance Department ( ). –Violations will be issued for requests not honored in a timely manner.

70 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Other Information 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

71 BACKNEXT Caswell County Schools P-Card Training P-Card Online Training Training Completion Form Congratulations!!!!! Please go to the P-Card website, click on Forms, complete the Purchasing Card Training Completion & Cardholder Agreement Forms, and submit it to the P-Card Manager. To EXIT this online training, please press ESC.


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