89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado Purchasing Card Electronic Tutorial and Quiz Lisa Steinbugl, C.P.M Senior Purchasing Agent/Pcard Coordinator The Pennsylvania State University

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  Purchasing Card Program Statistics  Program Overview  Cardholder Training  Online Tutorial and Quiz  How We Did It  Demo  Questions Agenda

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  Program implemented in 1996  PNC Bank/VISA card  ≈8,000 Cardholders  ≈400,000 Transactions Per Year  ≈$80 Million Per Year, Combined Goods and Services and Travel Purchases Program Statistics

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  One card used for both goods and services and travel purchases  Transactions are routed by PNC Bank based on merchant category code (MCC)  Transactions with goods and services MCC’s are routed to IBIS (internal reconciliation system)  Transactions with travel MCC’s are routed to Penn State’s Employee Reimbursement System (ERS) Program Overview

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  Goods and Services o Maximum limits are $2,000 per transaction/$18,000 per day/$18,000 per cycle o Cardholder must turn in signed receipt along with signed Purchasing Card Support Form for each purchase o Transactions are reconciled by a designated Reconciler in each department o Ensures that a second person reviews every purchase Program Overview

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  Travel o Maximum limits are $3,000 per transaction/$20,000 per day/$20,000 per cycle o Transactions are sent by PNC Bank to ERS for reconciliation by department reconcilers. o Cardholders must sign electronic agreement stating that any non-reimbursable transactions will be deducted from their paycheck Program Overview

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  Employees attended session at Purchasing building to learn about the pcard policies o Not very effective o Difficult to coordinate o Constant training of new employees o “I already know how to use a credit card!” First Cardholder Training

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  Video recorded by Pcard Coordinator  Pcard Coordinator did a small introduction followed by the video o Employees still had to attend session at Purchasing o Still difficult to coordinate o Reading, Sleeping, etc. once video started playing Second Cardholder Training

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  Employees login to training site via a link from Purchasing Card website  Review cardholder agreement  Choose whether they want a card for goods and services, travel, or both  Read tutorial  Take quiz  Electronically sign cardholder agreement (must sign agreement to submit quiz) Online Tutorial and Quiz (3 rd Time’s a Charm!)

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  Results are ed to user and to the Financial Officer (passing scores only)  Must get 18 out of 20 questions correct to pass  Users may take quiz as many times as needed to pass  Results are recorded in database for Purchasing Online Tutorial and Quiz

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  Purchasing along with help from Controller’s Office wrote approximately 100 different questions with multiple choice or True/False answers  Enlisted help of PSU faculty to help write tutorial  Wanted questions to be clear, not confusing  Each time the user logs in, 20 different questions are presented How did we do it?

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  Users can login anywhere, anytime (24/7 access)  User, date and which quiz was passed are recorded along with the electronically signed cardholder agreement. Records are kept from the inception of the pcard program to present  Purchasing periodically reviews the quiz and questions to ensure accuracy  Questions with historic high error rates are thrown out if deemed to be confusing or tricky Online Tutorial and Quiz

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado  Tutorial and Quiz may be used as a refresher  Some Financial Officers suspend card until quiz is passed if the card is misused  Tutorial can also be used as reference material Online Tutorial and Quiz

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado Online Tutorial and Quiz Demo