Multnomah Education Service District P-Card New User Training

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

Keep in mind P-Card use is a privilege, not a right!

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.

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

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

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

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

P-Card Manual and Reference on the Web

Procurement Ethics

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)

The GSPC Oregon’s Government Standards & Practices Commission The “Ethics Commission” Per Oregon State Law (ORS 244), the GSPC has jurisdiction over: Use of public office for financial gain Conflict of interest

GSPC & Public Officials Definition of “Public Official” ORS (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!

The Law & You ORS (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...“

Examples of Financial Gain or Avoidance of Financial Detriment Frequent flyer miles Free gift with purchase Free admissions Waived fees Store Credit Safeway 10¢ per gallon All goods/services/benefits associated/received with P- Card purchase belong to MESD. If you use them for personal use = potential violation of ethics regulations

ORS : 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.

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 GSPC, 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.

GSPC on the Web

Anybody Can Report You Downloadable complaint form on GSPC website

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

P-Card Purchasing Process At Multnomah ESD

P-Card Limits (You) Card Limits Per-transaction limit Per- statement cycle limit 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

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: Mark Wheeler: x 1786 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

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

Purchasing Less than $5000? 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.

More than $5000 If your purchase is $5000 or more, most MESD employees will not be able to make the purchase. If you are not able to make the purchase, contact Mike Mlynarczyk x1791 in Purchasing.

P-Card Administration

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

You and Your Department’s Responsibilities Physical Security of Cards Control Use/Restrict Abuse 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.

Your Further Responsibilities Personal Services Contract Collect a W-9 form for payment that exceeds $ annually and forward to Business Services. Fixed Asset Goods that exceed $5,000 are considered inventory items. Make a copy of packing slip, invoice, etc. and forward to Business Services.

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

Cardholder Responsibilities in WORKS Each time you use your P-Card, you will receive an 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 See handouts for detailed directions

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

Business Services’ Responsibilities Be available for assistance when needed Review P-Card activity for proper usage and produce required IRS 1099 form Provide opportunities for initial and refresher training Conduct monthly internal audits

Internal Audit Business Services will conduct random monthly 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 keptP-Card receipts are kept Quote documentation maintained (purchases over $5000)Quote documentation maintained (purchases over $5000) Account limits have been adhered toAccount limits have been adhered to Cards have been cancelled when appropriateCards have been cancelled when appropriate Timeliness of task completion in WORKSTimeliness of task completion in WORKS

Lost Receipts You must fill out the “Lost, Stolen or Missing Receipt” form and submit it to your director for approval. Find it at Excessive lost receipts may lead to the loss of your P-Card privileges.

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: 2 years

Unapproved Uses Frequent Flyer Programs Percentage Off Programs Gift Cards (Unless used as student incentives) Personal Purchases Cash or cash-type transaction Purchase of items expressly prohibited by policy Habitual receipt loss EScrip Program - % of purchase to schools Incentive Card Programs (No Personal Phone Numbers)

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

P-Card Team P-Card/WORKS Questions: Brian Altman (503) Purchasing Questions: Mike Mlynarczyk (503)

Questions & Answers