Youth Entrepreneurs Teacher P-Card Training 2018 YEedu

Welcome, Overview, Guidelines, & Issuance 2

Course Overview During this training, you will learn about: P-Card Usage Guidelines Issuance Process Report Submission Receipts & Required Documentation Personal Charges, Out of Pocket Expenses, & Refunds Card Expirations Lost or Stolen P-Cards Fraudulent Activity Phishing Emails Teacher vs YE Staff Responsibilities & Expectations Reporting Issues Concur Mobile App Other Information 4

Teachers & YE P-Cards As a YE Teacher you are a member of our team & critical to the success of the program. To facilitate your success, YE has entrusted you with a YE purchasing credit card (P-Card). With the receipt of a YE P-Card comes certain expectations & responsibilities. You are expected to review all slides to ensure you have an understanding of those expectations & responsibilities. 3

P-Card Usage Guidelines You are expected to: Agree to & comply with the policies & procedures surrounding P-Cards. Use good judgement when making charges. Utilize your P-Card only for approved YE classroom related expenditures. Misuse may result in disciplinary action which may include suspension of your P-Card or termination of the YE relationship. Keep ALL receipts 5

Usage Guidelines Continued Do not split charges due to merchant declines. When you receive your P-Card, you need to ensure that there is no Koch name or logo on the front of the card. Your P-Card should only have Youth Entrepreneurs displayed. If your P-Card says Koch, you will need to notify Citi Bank you need a new card with Youth Entrepreneurs on the front. Notify the National Program Assistant of the situation. 6

Teacher P-Card Issuance Process You will complete this YEedu training session. The National Program Assistant will then send you the YE teacher P-Card application. Complete the P-Card application to its entirety & submit back to the National Program Assistant. Once your card is received, you are to activate it immediately via the instructions on the back of the card. You then needs to log into your Concur profile. (www.ConcurSolutions.com) & create your permanent password. Do NOT wait until expenses need to be reconciled to do this step. Please allow 20-25 business days from the time you submit your application to the National Program Assistant for your card to be delivered. 7

P-Card Applications Pass out applications. Complete applications. Pick up completed applications. 8

Submission, Receipts, & Deadlines 9

Submitting Expense Reports Concur is the website you will use to complete your expense reports. www.ConcurSolutions.com ALL USERNAMES ARE FORMATTED THE SAME: YE(last 4 digits of your social)@kochind.com Example: YE1234@kochind.com ALL TEMPORARY PASSWORDS ARE THE SAME YE123$% Report all transactions through Concur. Receipts are required to be turned in with all transactions. Ensure the receipts you submit contains all required information. Charges need to show up in Concur BEFORE you include them in your expense report. This will prevent expense report errors. 10

When Submitting Your Receipts Your receipts should have a printed itemized list including sales tax & total, not just a credit card receipt (see slide 14 for examples). Attach ALL receipts to your expense report via electronic attachment. Attach each receipt with every purchase. 11

Expected Receipt Documentation Receipts should contain the details of the purchase, as well as the amount of sales tax & business purpose. Example of poor business purpose: Meal Expense Example of good business purpose: Meal for Wednesday night of YEedu For meals & entertainment include the following: First & last name of attendees, relationship, & if applicable company/school. Airline tickets include the following: Purpose of trip; invoice; itinerary (if an E-Ticket is issued) Hotel/Lodging include the following: Name; location; dates you stayed; itemized list of amounts for the charges. 1 2

Expense Reporting Deadlines P-Card transactions must be included in your Concur expense report & approved by the National Program Assistant within 30 days from the date the P-Card transaction posted. Reports not submitted in 30 days will result in an email sent to the cardholder notifying them they are past due. Account suspension will occur when a P-Card transactions is not submitted in an expense report & approved within 45 days of the transaction posting date. 1 3

What Should Your Receipt Look Like Incomplete Receipt Complete Receipt 14

Personal Purchases, Out Of Pocket Expenses, & Refunds 1 5

If You Make A Personal Purchase With Your YE P-Card The YE P-Card should only be used for approved YE classroom expenditures. Personal purchases are not allowed on your P-Card. Use caution when you are making personal & business purchases at the same time. If you make a personal purchase on your YE P-Card. Notify the National Program Assistant of the situation. Itemize the expense as “Personal Charge” in your expense report. Select “No” when it asks if you want to reimburse YE through a payroll deduction. You will then need to write YE a personal check for reimbursement & give it to the National Program Assistant . 1 6

If You Have An Out Of Pocket Expense If you make a purchase using personal funds. These purchases do NOT go on your Concur expense report. Complete an out of pocket reimbursement form. The link to the teacher resources page is https://yeacademy.org/lessons/?topic=resources Notify the National Program Assistant via email at TeacherAdminSupport@youthentrepreneurs.org with a copy of form and receipt. 17

If You Have A Refund If you return something and need to enter a refund: Code as normal, and then code to the same place You will need to attach the refund receipt to the expense in order for it to be processed. Do NOT wait for the refund to be received to submit the original charge via Concur. 18

Accounting Forms Needed for out of pocket expense reimbursements. Pass out W-9’s. Pass out ACH forms. Complete BOTH forms. Pick up BOTH forms. 19

Card Expirations, Lost Card, Stolen Card, Fraud, & Phishing 2 0

If Your P-Card Is Nearing Expiration Your card is valid through the last day of the expiration month shown on your card. You should receive your replacement card by the end of the month PRIOR to the printed card expiration date. To reduce the risk of getting denied, activate your new card when you receive it. If you don’t receive your card, contact the National Program Assistant. Activate & sign your new card. Destroy the old card once you have activated your new card. Update your profile information in Concur (if needed). Update billing with any vendors that have your card information on file. 21

If You Lose or Have Your P-Card Stolen Contact Citi Bank at 800.248.4553 or the number on the back of your card. Your card will be made inactive, & a new card will be issued. Citi Bank will walk through the recent transactions with you to verify if there is fraudulent activity on the account or not. If fraudulent activity is observed, Citi Bank will walk you through the disputing process. Notify the National Program Assistant of the situation. 22

If You Suspect Fraudulent Activity Contact Citi Bank at 800.248.4553 or the number on the back of your card. Fill out a dispute form provided by Citi Bank, sign, & send back to Citi Bank. Your card will be made inactive & a new one will be issued. Keep a copy of your completed dispute form. You will attach the completed dispute form as a receipt to your disputed charges expense report. Notify the National Program Assistant of the situation. 2 3

I Think I Received A Phishing Email Do not open any attachment on the email! Contact Citi Bank at 800.248.4553 or the number listed on the back of your card. Notify the National Program Assistant of the situation. 24

National Program Assistant Expectations & Responsibilities 25

Expectations & Responsibilities for the National Program Assistant Ensure teachers being issued a P-Card understand the expectations & guidelines. Review all purchases & ensure they are in compliance with YE policies. Review all receipts & other supporting documentation attached to the expense reports & ensure that it is adequate & accurate. Ensure that expense reports are submitted within the required time frame for approval. Review, approve, or reject reports within 10 days of submission. 26

Reporting Issues YE teacher will notify the National Program Assistant of the issue they are experiencing. Include screenshot(s) of error messages & be as specific as possible. The National Program Assistant will submit a ticket via the established process. The teachers contact information needs listed in the ticket so the myExpensesAdmin team can work directly with the teacher. 2 7

Concur App & Reference Documents 28

Setting Up the Concur Mobile App. THE MOBILE APP CAN ONLY BE USED ON IPHONE OR IPAD AT THIS POINT IN TIME Log into Concur via www.ConcurSolutions.com Click on “Profile” Go to “Profile Settings” Click on “Mobile Registration” Click on “Create Mobile PIN” Go to the App Store & download the Concur app. Log into the app. Username: Same username that you use to log into your Concur account. PIN: 4-digit PIN you set-up in step #4. 29

Reference Documents Concur-Updating Personal Information Concur Mobile App Getting Started Concur Mobile App PIN Setup Expense Reconciliation Process Doc Expense Reconciliation Cheat Sheet Expense Reconciliation Process Video YE Teacher P-Card Best Practices **These resources are located on YE Academy & the teacher resources website.** 30

Misc. P-Card Information 31

Other P-Card Information I forgot my password. How do I reset it? Have the National Program Assistant submit a ticket via Compass. You only have 5 attempts to enter your credentials before your account is locked. I got locked out of my account. How do I enable it? You are locked out for a 24 hour period. After 24 hours, your account will re-enable itself. What do I do if my card gets declined? Contact Citi Bank at 800.248.4553 or the number listed on the back of your card to determine specifically why the card was declined. Contact the National Program Assistant & advise them of the situation. 32

Reminders Android mobile users MUST use a computer to complete and submit their expense reports. Allocations MUST be completed for EVERY expense. MUST use www.ConcurSolutions.com to gain access to Concur. If your email or phone number change you need to update your Concur profile immediately. If your mailing address changes, you need to contact Citi Bank 800.248.4553 and request that they update their records. 33

Questions or Concerns Contact the National Program Assistant directly 1 (316) 828-3936 TeacherAdminSupport@youthentrepreneurs.org Citi Bank 800.248.4553 as appropriate 34