Multnomah Education Service District P-Card Recertification 2016-17

P-Card Topics Issues with Works Audits Fraud

PCard Administrator Brian Altman, Business Services: x 1794 baltman@mesd.k12.or.us Please contact me if you have questions or need assistance with P-Card purchases or Works!

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

It’s an Ongoing Learning Experience! P-Cards at MESD 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 Card security: do not allow someone else to use your card. Lost cards: notify Bank of America, your departmental contact and Business Services P-Card Team Closing your account: turn your card over to your supervisor when you terminate, transfer to a new job or go on extended leave Misuse: will result in recall of the card, legal action against you, deduction of wages and/or disciplinary action Departments responsibilities: Maintain records/receipts Purchases of services of $600.00 or more per year require a W-9 form. Collect this form before or at the time of payment. Failing to do so will result in MESD being held responsible for all withholding taxes and penalties that would be due from the provider Items that are valued at $5,000 or more will need to be recorded in the Fixed Asset system and become an agency inventory item. Please forward all related information about this asset to the Business Office. The department needs to set up an overall plan for keeping records such as the quotation sheets, receipts, invoices, and bank statements. This information needs to be readily available for auditing by external auditors as well as the Business Office. Regular review is the most reliable means to ensure the card is used properly. .

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

Examples include but not limited to: 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 (503-255-1841) 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

Things You Should Never Do Never give a vendor your personal data as part of your transaction Never put your full card number in an email *** Never allow someone else to use your card, and never give anyone else your PIN number or your Works password Never split a purchase to circumvent limits

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?

WORKS Instructions Instructional materials found at http://www.mesd.k12.or.us/pcard

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