P- Card Training South Seattle Community College October 11, 2007

Why are we here?  Increase in per transaction limit  Review P-Card Policies & Procedures  Sign new P-Card User Agreement

P-Card  Is intended to promote purchasing efficiency, flexibility, & convenience  Each employee using P-Card must ensure that purchases comply with ALL applicable laws, rules, and regulations

Good News!!! Limit for single transaction $1,500 (including tax & shipping)

P-Card may not be used to:  Make personal purchases  Purchase materials & services from friends and family members  Make purchases between state agencies  Purchase small & attractive assets  Pay for cell phone and cell phone services  Pay for employee travel expenses (lodging, meals, car rental)

Approving Manager is Responsible For:  Designating card custodians  Delegating authority to card custodians to release card to authorized employees (FT or PT permanent employees only)  Maintaining a list of authorized card custodians  Ensuring timely reconciliation and chargeback  Taking appropriate action when s/he suspects a fraudulent use of P-Card

P-Card Custodian Responsibilities:  Use P-Card in accordance with agency policies & procedures  Release P-Card to authorized agency employees  Maintain user agreements  Maintain P-Card transaction log  Keep P-Card in secure locked place  Be ready for an audit at any time

P-Card Custodian Responsibilities:  Report lost or stolen cards to the Business Office  Reconcile online monthly statement to P- Card transaction log  Process timely chargeback  Notify the approving manager promptly of any known or suspected inappropriate use of P-Card

P-Card User is Responsible:  Read and sign SSCC User Agreement  Fill out Card Authorization form  Obtain signed approval of supervisor or budget administrator  Timely return of card with original receipts or order confirmation  Notify card custodian immediately if card is lost or stolen

Warning!!! Copying the P-Card number and expiration date for reference or for future use is not allowed.

Internal Audit  P-Card log (date, user, vendor, time)  Transaction limit  Authorized users  Unauthorized charges  Purchase of Small & Attractive assets  Purchase of IT related goods or services  Purchase of food*  Reconciliation & chargeback

Questions Thank you!