© 2012, Region One Education Service Center P-CARD BEST PRACTICES AND COMMON PITFALLS Frances Guzman Deputy Director for Business Operations and Finance Support Region One Education Service Center

© 2012, Region One Education Service Center REASONS FOR STARTING PROGRAM o Tight controls over who/what/where and HOW much employees can purchase o Reduced paperwork resulting in lower cost per transaction o Simplifies buying process o Reduces check volume o On-Line purchases o Removed need for petty cash in schools o Hotel/Airfare reservations o Vendors that dont accept district Purchase Orders o Rebates on purchases

© 2012, Region One Education Service Center BEST PRACTICES District Policy/Procedures Manual on the use of credit cards o Users must read and sign an agreement before receiving their card o Handbook given to all cardholders during training session that outlines safeguards o When a Purchase Order is required for purchases using the P-card o Those cases where a Purchase Order is not used (limited) - for example individual travel related expenses o In most cases a credit card receipt or billing statement is not sufficient documentation; an itemized receipt should be obtained - exceptions: gas receipts which should include the amount of fuel disbursed and the vehicle license number o If district vehicles are being fueled using a P-card then a vehicle log should be maintained that includes mileage, date, fuel amount and cost o Employees should be aware personal expenses should not be charged to the districts credit card other than authorized, reimbursable expenses related to district travel

© 2012, Region One Education Service Center BEST PRACTICES District Policy/Procedures Manual on the use of credit cards (cont.) o A good policy is when the employee checks out a credit card they must return with receipt(s) and PO copy if warranted or be responsible for the charge o Credit limits and restrictions - Gift Cards, personal purchases, PayPal, ATMs o P-cards can be set to accept or restrict certain Merchant Category Codes (MCC) – example: restrict access to ATMs o Sales tax is not allowed except for restaurant/gas/out of state purchases; vendor must credit back the sales tax o Specific transactions governed by specific requirements, example – Restaurants (itemized receipt, no sales tax, no gratuity, no alcohol) o How to handle disputes, returns, credits o Handling fraudulent activity o Processing transactions – proper budgets, receipts/invoices, approvals o End of year processing – 1099s, P-card cutoff

© 2012, Region One Education Service Center QUESTIONS? Lori A. Ramos Purchasing Coordinator Region One Education Service Center Marc David Garcia Purchasing Specialist Region One Education Service Center