1. Multnomah Education Service District
P-Card Recertification

2. Agenda
P-Card Process
Bank of America WORKS

3. P-Card News

4. P-Card Topics
Issues with Works
Audits
Fraud

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

6. P-Card Manual and Reference on the Intranet

7. It’s an Ongoing Learning Experience!
P-Card Process Notes
It’s an Ongoing Learning Experience!

8. The P-Card Purchase Process-Under $10,000
Make purchase
Retain receipts, packing slips & invoices
Submit documents to Business Services when audited

9. 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

10. 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 ***

11. 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 $ 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. .

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

13. 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 ( )
Any incentive rewards are the property of MESD.

14. 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

15. 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 ***
Never allow someone else to use your card unless it is a department card, with the department name embossed (and never give anyone else your Works password)
Never split a purchase to circumvent limits

16. 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

17. 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

18. 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

19. What about Fraud?

22. Bank of America WORKS
Questions?

23. WORKS Instructions Instructional materials found at

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