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Caswell County Schools P-Card Training

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

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

2 About this Online Training…
You may progress through the presentation by using the mouse to click on the NEXT button. To EXIT the training at any time, press ESC. 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) If you have any QUESTIONS, please call the Finance Department at (336) Caswell County Schools P-Card Training

3 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 Caswell County Schools P-Card Training

4 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. Caswell County Schools P-Card Training

5 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 Caswell County Schools P-Card Training

6 Definitions & General Information
Chapter 1 Definitions & General Information Caswell County Schools P-Card Training

7 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. Caswell County Schools P-Card Training

8 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 SunTrust’s Enterprise Spend Program (ESP). Generally, it’s the School Treasurer in a school and the Administrative Assistant in a department. Caswell County Schools P-Card Training

9 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 Caswell County Schools P-Card Training

10 P-Card Online Training INTRODUCTION
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. In ISIS, the P-Card has the characteristics of a blanket purchase order. Caswell County Schools P-Card Training

11 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) Caswell County Schools P-Card Training

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

13 Caswell County Schools P-Card Training
Chapter 2 Using Your P-Card Caswell County Schools P-Card Training

14 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. Caswell County Schools P-Card Training

15 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. Caswell County Schools P-Card Training

16 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. Caswell County Schools P-Card Training

17 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. Caswell County Schools P-Card Training

18 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. Caswell County Schools P-Card Training

19 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. Caswell County Schools P-Card Training

20 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. Caswell County Schools P-Card Training

21 Cardholder Responsibilities
Chapter 3 Cardholder Responsibilities Caswell County Schools P-Card Training

22 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…. Caswell County Schools P-Card Training

23 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. Caswell County Schools P-Card Training

24 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. Caswell County Schools P-Card Training

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

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

27 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. Caswell County Schools P-Card Training

28 Coordinator & Manager Responsibilities
Chapter 4 Coordinator & Manager Responsibilities Caswell County Schools P-Card Training

29 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. Caswell County Schools P-Card Training

30 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 Save the website into your Favorites for faster access. Caswell County Schools P-Card Training

31 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 Coordinator’s 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 Caswell County Schools P-Card Training

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

33 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. Caswell County Schools P-Card Training

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

35 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. Caswell County Schools P-Card Training

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

37 Allowable & Restricted Purchases
Chapter 5 Allowable & Restricted Purchases Caswell County Schools P-Card Training

38 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. Caswell County Schools P-Card Training

39 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. Caswell County Schools P-Card Training

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

41 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 Caswell County Schools P-Card Training

42 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 Caswell County Schools P-Card Training

43 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 Caswell County Schools P-Card Training

44 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. Caswell County Schools P-Card Training

45 Caswell County Schools P-Card Training
Chapter 6 Returns & Disputes Caswell County Schools P-Card Training

46 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. Caswell County Schools P-Card Training

47 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. Caswell County Schools P-Card Training

48 P-Card Online Training P-Card Disputes
Dispute Process 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. Caswell County Schools P-Card Training

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

50 Caswell County Schools P-Card Training
Chapter 7 Documentation Caswell County Schools P-Card Training

51 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. Caswell County Schools P-Card Training

52 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). Caswell County Schools P-Card Training

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

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

55 P-Card Online Training Documentation
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. Caswell County Schools P-Card Training

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

57 P-Card Online Training Documentation
EVERY TIME a P-Card is taken from the P-Card Coordinator’s 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. Caswell County Schools P-Card Training

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

59 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. Caswell County Schools P-Card Training

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

61 Other Information & Completion Form
Chapter 8 Other Information & Completion Form Caswell County Schools P-Card Training

62 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. Caswell County Schools P-Card Training

63 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. Caswell County Schools P-Card Training

64 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 Caswell County Schools P-Card Training

65 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 Caswell County Schools P-Card Training

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

67 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 3rd violation in the current fiscal year. P-Card privileges will be suspended until the Cardholder Manager names a new P-Card Coordinator. Caswell County Schools P-Card Training

68 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. Caswell County Schools P-Card Training

69 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. Caswell County Schools P-Card Training

70 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 Caswell County Schools P-Card Training

71 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. Caswell County Schools P-Card Training


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