1. Multnomah Education Service District P-Card New User Training

2. P-Card Training Agenda 1. Introduction 2. Procurement Ethics 3. P-Card Purchasing Processes 4. P-Card Administration

3. Keep in mind It’s about ethical purchasing practices, good record-keeping and timely signoff in Works…

4. What is a P-Card? P-Card = “Procurement Card” A P-Card is a type of credit card with special administrative features that can be used by a business or government agency.

5. Why use Procurement Card? The use of a P-Card is intended to Promote efficiency in the procurement of goods and services Provide a convenient method for obtaining goods and services

6. Why Do You Need P-Card Training? As a public employee, you will be responsible for upholding certain requirements: Legal Ethical Procedural

7. Who is eligible to use Procurement Card? Regular employees who have successfully completed initial and periodic refresher training Limited Temp/Seasonal employees who have successfully completed initial or periodic refresher training

8. Who is NOT eligible to use Procurement Card? Employees of temporary staffing agencies Outside contractors/consultants Employees on extended leave such as FMLA, Medical, Disciplinary and other leaves of absence Employees who have not successfully completed initial or periodic refresher training

9. P-Card Manual and Reference on the Web http://www.mesd.k12.or.us/pcard

10. Procurement Ethics

11. A Paradigm Shift YOU are now the government purchasing agent. YOU become the focal point for justifying your actions. YOU become the object of any media or legal attention as to any of your actions (along with MESD)

12. The GEC Oregon’s Government Ethics Commission Per Oregon State Law (ORS 244), the GEC has jurisdiction over: Use of public office for financial gain Conflict of interest

13. GEC & Public Officials Definition of “Public Official” ORS 244.020(15) defines a public official as “any person who… is serving the State of Oregon or any of its political subdivisions or any other public body of the state as an officer, employee, agent or otherwise, and irrespective of whether the person is compensated for such services.” As an employee of MESD, you are a Public Official!

14. The Law & You ORS 244.040(1)(a): "No public official shall use or attempt to use official position or office to obtain financial gain or avoidance of financial detriment that would not otherwise be available but for the public official’s holding of the official position or office...“

15. Examples of Financial Gain or Avoidance of Financial Detriment Frequent flyer miles Free gift with purchase – classroom? Free admissions – Due to your “position” Waived fees – Due to your “position” Store Credit Safeway 10¢ per gallon All goods/services/benefits associated/received with P- Card purchase belong to MESD.

16. ORS 244.020: Conflict of Interest Before taking an official action, a public official should first: determine if an action could result in financial benefit or avoidance of financial detriment to the official, a relative or a business with which the official or a relative is associated. If the answer is "no," proceed with the action. A “relative" includes the public official’s spouse and the parents, children, brothers and sisters of either the public official or the official’s spouse. A "member of a household" is any relative, as defined above, who resides with the public official.

17. More Law & You Any person who was a public official at the time of an alleged violation will be subject to the authority of the GEC, for a period of four years after the alleged violation, regardless of whether or not the person is still a public official at the time a complaint is filed.

18. GEC on the Web http://www.oregon.gov/ogec

19. Anybody Can Report You Downloadable complaint form on GEC website

20. All Reported Cases Listed on Web Even if a case is dismissed, the record is kept on the GEC website for years.

21. P-Card Purchasing Process At Multnomah ESD

22. P-Card Limits (Types) Card Limits Per-transaction limit Per- statement cycle limit (28 th through 27 th ) Department Limits (Budget) You need appropriate department approval Ethical Limits Be sure your purchase is above reproach and doesn’t present the appearance of impropriety

23. 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 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 1775

24. Split Requirements When a purchase contract is broken up into smaller transactions to circumvent bid/quote limits ORS 279B.065 (2) makes split requirements illegal

25. Purchasing Less than $10,000? Quotes not mandatory (but, would you get quotes at home?) Avoid split requirements If you have a stake in the vendor’s business, or if you have a close personal, professional or family connection to the vendor, ask someone else to buy.

26. More than $10,000 If your purchase is $10,000 or more Follow the 3 quote process Contact Brian Altman in Purchasing for assistance.

27. P-Card Administration Your responsibilities

28. When to use the card ? To the maximum extent possible. Purchases can be made In person By phone By fax The internet

29. 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

30. Bank of America WORKS A secure, web-based expense management system Allows you to perform administrative tasks online Provides automated reporting tools

31. Cardholder Responsibilities in WORKS Each time you use your P-Card, you will receive an email saying, “Task to Perform” Update P-Card transaction information and sign-off in the WORKS system Enter valid account codes for your transactions unless otherwise directed

32. If you are a an “Approver” in WORKS After a P-Card User has completed transaction sign-off, the “approver” will receive an email notifying that there is a transaction awaiting approval in WORKS.

33. Business Services’ Responsibilities Be available for assistance when needed Review P-Card activity for proper usage Provide opportunities for initial and refresher training Conduct internal audits

34. Internal Audit Business Services will conduct quarterly audits to monitor compliance with agency policy on purchasing, card usage, recordkeeping, and ethics. For example, we will check that: Purchases are made for business purposes onlyPurchases are made for business purposes only P-Card receipts are retainedP-Card receipts are retained Quote documentation maintained (purchases of $10,000 or more)Quote documentation maintained (purchases of $10,000 or more) No “Split Purchases” have occurredNo “Split Purchases” have occurred Cards have been cancelled when appropriateCards have been cancelled when appropriate Timeliness of task completion in WORKSTimeliness of task completion in WORKS

35. Audit Results Most Common Mistakes... No description Description too vague: “parking” Delay in Cardholder/Manager Sign Off Gratuity over the 15% limit Questionable receipts

36. Qualifying Receipts Acceptable receipts Invoice Register Receipt Web Page Print Out An acceptable receipt must include Vendor Name Transaction Amount Date Itemized description of item(s) purchased

37. Lost Receipts You must fill out the “Lost, Stolen or Missing Receipt” form and submit it to your Director for approval. Contact Brian Altman at ext. 1794 if you need the form

38. Records Retention All receipts, invoices, and bank statements are to be kept as follows: Expenditures of federal funds: 5 years after final or annual expenditure report accepted. Other records: 3 years

39. Unapproved Uses Personal Purchases Cash or cash-type transaction Frequent Flyer Programs Purchase of items expressly prohibited by policy eScrip Fundraising Program (http://www.escrip.com/)http://www.escrip.com/

40. Special Situation Uses Percentage Off Programs Gift Cards -student incentives (tracking mandatory) Incentive Card Programs - Use 503-255-1841 for purchase discounts (no personal phone numbers) Safeway card Albertsons

41. Potential Problems Suppliers that do not accept credit cards Available Balance on Card Returns Disputed Charges

42. P-Card Contact P-Card/WORKS and Purchasing Questions: Brian Altman (503) 257-1794 baltman@mesd.k12.or.us

43. Thank you! I will register your information with B of A and order your card.