Multnomah Education Service District P-Card Recertification

Agenda P-Card Process Bank of America WORKS

P-Card News

P-Card Topics Issues with Works Audits Fraud

PCard Administrator Brian Altman, Business Services: x 1794 Please contact me if you have questions or need assistance with P-Card purchases or Works!

P-Card Manual and Reference on the Intranet

P-Card Process Notes It’s an Ongoing Learning Experience!

The P-Card Purchase Process-Under $10,000 Make purchase Retain receipts, packing slips & invoices Submit documents to Business Services when audited

The P-Card Purchase Process-Over $10,000 Get 3 quotes (Retain documentation) You place the order Vendor is paid immediately Vendor delivers item You retain receipts, quotes, pack slips & invoices Contact Brian Altman for assistance with procedures

Purchases For MESD business purposes only Never use your card for personal expenditures, or to obtain “store credit” You may not use the card to purchase restricted items ***

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

Keep in Mind It’s about ethical purchasing practices, good record-keeping and timely signoff in Works!

Purchase Incentives Examples include but not limited to: – – Two-for-one purchases – – Albertsons & Safeway Cards – – Reward Dollars – Fred Meyer ? Give MESD phone number while using the P-Card ( ) Any incentive rewards are the property of MESD.

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

Never give a vendor your personal data as part of your transaction Never put your full card number in an *** Never allow someone else to use your card unless it is a department card, with the department name embossed (and never give anyone else your Works password) Never split a purchase to circumvent limits Things You Should Never Do

Program Review Quarterly Audits Business Services conducts quarterly audits to monitor – compliance with agency policy – ethics and appropriate use – receipt and record keeping – timely sign off in Works – notification of employee status change The findings will be communicated to Directors

Audit Results Most Common Mistakes... Delay in Cardholder/Manager Sign Off Gratuity over the 15% limit Lack of notification of change in employment status Unacceptable Receipts

To Qualify as a Receipt Acceptable receipts – Invoice – Register Receipt – Web Page Print Out An acceptable receipt must include – Vendor Name – Amount – Date – Itemized description of item(s) purchased

What about Fraud?

Bank of America WORKS Questions?

WORKS Instructions Instructional materials found at –

Thank you for your participation! Your certification is good for 18 months.