Online Training

Ball-Chatham CUSD #5 PCard Training 10-2013

P-CARD

About this Online Training…

1. You may progress through the presentation by using the mouse to click on the RIGHT ARROW 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 Employee Forms section on the BCSD website. www.chathamschools.org

If you have any QUESTIONS, please call the Business Office at (217) 483-2416

P-Card Online Training

Completion of this online training is mandatory for Cardholders, P-Card Coordinators, and Cardholder Supervisors every year before anyone will be allowed to obtain or use a…

Procurement Card

P-Card Online Training

The Ball-Chatham CUSD #5 Procurement Card, also known as P-Card, is a

valuable tool for quickly and efficiently purchasing and paying for expenditures.

OVERVIEW

There are 8 chapters that must be completed.Chapter 1: Definitions & General InformationChapter 2: Using your P-CardChapter 3: Cardholder ResponsibilitiesChapter 4: Coordinator & Cardholder Manager

Responsibilities (Student Activity/Clubs)Chapter 5: Allowable Purchases & RestrictionsChapter 6: Returns/ DisputesChapter 7: DocumentationChapter 8: Other Information and Completion Form

CHAPTER 1Definitions & General

Information

Ball-Chatham CUSD #5 PCard Training

DEFINITIONS

What is a P-Card? A MasterCard credit card issued

by Bank of Montreal

Who is a Cardholder?

Any individual employee or department who has been issued or uses a P-Card.

What are School & Department P-Cards?P-Cards embossed with the school or department

name. Only BCSD employees may use these cards with proper BCSD identification.

Who is the Supervising Administrator?For purposes of the P-Card, this refers to the

Principal or Director with budgetary authority.

DEFINITIONS

Who is a P-Card Administrator? The employee responsible for overseeing card

activity and reviewing transactions. In BCSD this is the CSBO.

For more information and forms, go to the BCSD Employee Forms website

DEFINITIONS

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.

INTRODUCTION

What is the statement billing address? The district office address, 201 W Mulberry, Chatham, IL

What is the billing telephone number? The main phone number of the district, 217-483-2416.

(Either or both may be requested by vendors for phone orders)

BILLING INFORMATION

What is the Billing Cycle?Set by Bank of Montreal and runs from the 21st

day of one month to the 20th day of the next month.

BILLING INFORMATION

CHAPTER 2Using Your P-Card

Ball-Chatham CUSD #5 PCard Training

Per Transaction $$$ Limit - Board Policy 4:55 identifies a maximum limit on

any single P-Card purchase to $500. - Purchases above this amount must have

Superintendent approval.- Limits are inclusive of all items including sales

tax (when applicable), tip, & shipping charges.

USING YOUR PCARD

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.

Spending Limits

USING YOUR PCARD

Other Limitations - Purchases are subject to approved budget limits - User must know the budget code that will be

used BEFORE they make the purchase. - Budget amounts and codes can be obtained from

Building/Department Administrator or Department Coordinators

Spending Limits

USING YOUR PCARD

Identify yourself as a BCSD Employee.

Confirm the vendor accepts MasterCard.

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.

Purchasing Guidelines

USING YOUR PCARD

Always use a secure web browser.

Always obtain itemized receipts. Examples are screen print of orders, email

confirmations, and shipping documents.

Use vendors that are reputable.

Internet Purchases

USING YOUR PCARD

BCSD Purchases are TAX EXEMPT from sales tax

Tax MAY only be applied for meals and lodging while traveling only.

All other purchases must be made tax exempt.

If tax is applied to a purchase, the user will be responsible for reimbursement to the district.

USING YOUR PCARD

Sales Tax

Cardholder Responsibilities

Ball-Chatham CUSD #5 PCard Training

CHAPTER 3

Cardholder must utilize the lowest price based upon requirements, quality, and availability to obtain the maximum value for each dollar expended.

and….

Obtain the Best Value

CARDHOLDER RESPONSIBILITIES

Obtain the Best Value

CARDHOLDER RESPONSIBILITIES

Vary Suppliers

(i.e., spread purchases among many suppliers including: small, minority, and women-owned businesses)

Ensure that the price is fair and reasonable.

Seek minimum 2 to 3 quotes before making purchase to ensure lowest price

Protection of Card

CARDHOLDER RESPONSIBILITIES

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 District Office.

Cardholder must notify P-Card Administrator ASAP.

Limitations

CARDHOLDER RESPONSIBILITIES

It is the Cardholder’s responsibility to ensure the availability of funds in the budget before making purchases.

Limitations

CARDHOLDER RESPONSIBILITIES

It is the Cardholder’s responsibility to ensure that prohibited items are not procured with the P-Card.

Limitations

CARDHOLDER RESPONSIBILITIES

Personal Gains Cardholder must not benefit personally from the

purchase. 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.

Cardholders must NOT use personal reward programs at vendors when making district purchase (e.g. Best Buy Reward Zone)

Coordinator & Manager Responsibilities

Student Activity/Clubs

Ball-Chatham CUSD #5 PCard Training

CHAPTER 4

Review Cardholder transactions.

Reconcile, approve, and retain all P-Card documentation.

Custodian of School or Department P-Card(s).

P-Card Supervisor Main Duties

SUPERVISOR RESPONSIBILITIES

P-Cards may be used for authorized purchases by Student Activity/Clubs

Same policies and requirements apply to Student Activity/Club purchases as for all other district purchases

Purchases are all TAX EXEMPT

STUDENT CLUB/ACTIVITY

STUDENT ACTIVITY/CLUBS

Fund raisers must be approved, and identify the nature of the activity and specifically how the funds will be used

Monies shall benefit currently enrolled students

No student or employee may be compensated for services. Payment of salaries is strictly prohibited.

STUDENT CLUB/ACTIVITY

STUDENT ACTIVITY/CLUBS

Per board policy 4:90 AP

“…No student activities monies shall be used for any expenditure made by a student, teacher, or any other employee that has not received prior written authorization from the class, organization, club/or association. Such authorization will be in the form of a vote of the aforementioned. All expenditures must have supporting receipts.”

STUDENT CLUB/ACTIVITY

STUDENT ACTIVITY/CLUBS

Cash payments are strictly prohibited from any student activity fund account.

All purchases made shall be pre-approved by the sponsor and officers of the class, organization, club/or association.

Gifts for coaches/sponsors or adult volunteers are PROHIBITED

STUDENT CLUB/ACTIVITY

STUDENT ACTIVITY/CLUBS

Approve Cardholders.Approve billing statements & transaction

reports..Ensure timely adherence to program

dates.

Supervisor Responsibilities

Review daily.

Reconcile monthly.

Submit reports timely.

Pay attention to details.

Itemized receipts.

No Personal Purchases.

Tips to Avoid Violations

Allowable & Restricted Purchases

Ball-Chatham CUSD #5 PCard Training

CHAPTER 5

General Supplies

Travel (as permitted by the school district travel policies)

Dues for Associations for business purposes only

Meeting/Conferences/Workshops

Allowable Purchases

Cash advances

Personal purchases

Alcohol purchases

Donations

Prohibited Purchases

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.

Violations

Returns & Disputes

Ball-Chatham CUSD #5 PCard Training

CHAPTER 6

Request the following from the vendor:

An address to ship to.A return authorization number.A credit be issued to the P-Card.Receipts verifying/documenting the return

Returns

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:

DatesPersons involvedBrief statement of the problem

3. If unable to resolve with the vendor, send the P-Card Dispute Form and documentation to the P-Card Administrator and maintain a copy for your records.

Disputes

Documentation

Ball-Chatham CUSD #5 PCard Training

CHAPTER 7

Retain all itemized 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.

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

It is the cardholder’s responsibility to get proper itemized receipts for all purchases.

Documentation

Internet/Telephone Purchases

Request a receipt be included with the shipment.

Documentation

P-Card’s must be reconciled monthly.

Reconciled statements due back to District Office the 10th of each month

Documentation

Other Information & Completion Form

Ball-Chatham CUSD #5 PCard Training

CHAPTER 8

Renewal Cards are sent directly to the P-Card Administrator:An email is sent to Supervisors once cards

are ready to be picked up.

Renewals

To request any changes to P-Cards (limit changes, name changes, cancellation, etc…) Supervisor must complete a “P-Card Enrollment/Change” Form and submit to the P-Card Administrator.

Changes

All P-Card transactions are subject to audit.

P-Card holder and Supervisor will be contacted about any violation.

Disciplinary action may be assessed based upon the type of violation

Audit

Failure to Review or provide documentation on time

Lack of documentation

Splitting transactions to circumvent card limits or bidding requirements

Inappropriate purchase

Personal purchase

Items that are charged tax that should be tax exempt

Violations

30 Days loss of card privileges at 3rd violation of the current fiscal year

60 Days loss of card privileges at 4th violation of the current fiscal year

Indefinitely loss of card privileges at 5th violation of the current fiscal yearCardholder Supervisor may apply for

reinstatement of privileges in writing to the P-Card Administrator after 75 days.

Discipline

Congratulations!!!!!1. Please click here, 2. Print the “P-Card Training” Form, 3. Sign and return the original to

Building/Department Supervisor

To EXIT this online training, please press ESC.

Training Complete