1. Purchasing Update Angela Baiguini R/Senior Manager Accounts Payable
Graeme Northcote
Senior Manager Business Services
Operations
(including PCards)

2. The big picture: what’s happening in purchasing land?
NSW Government long term strategy – wherever possible, use a PCard!
3x cheaper than raising a purchase order
98% of Education purchases can be made with PCards
Better budget tracking and control with immediate visibility of your spend through Expense8
Instant payment for small businesses – Small Business Faster Payment Terms
I’m here to stay!

3. Whole of Government Faster Payment Terms Policy – what’s that?
Cash flow is a big issue for small businesses. 1/3 say late payments affect their personal finances and business health.
The NSW Government has committed to faster payments for small businesses.
Now: Payments made before 31 December 2019 – must be paid within 20 days.
Coming soon: Payments made after 31 December 2019 – must be paid within 5 days.
Make it easy for you and your school. Pay instantly with your PCard! 3
Extracted from

4. Suggested purchasing methods by supply type
Type of Purchase
Current Suggested method(s)*
eCatalogue
Shopping cart/Purchase order (EDBuy includes PCard option)
Single purchases > $10,000
Shopping cart/Purchase order/PCard
Single purchases < $10,000
PCard
Utilities
Limit order/PCard
Recurring supply
In store POS (hardware, retailers, fuel)
Online Purchasing
(Groceries, conferences, overseas supply, subscriptions)
Travel
(Flight, accommodation, car hire, meals, Taxi)
FCM – flights/accommodation
PCard – meals/taxi/Uber/GoGet
Out of pocket expenses paid by staff
SAP HR ESS
Down payment (Deposit & final payment)
Shopping cart/Purchase order/Pcard
Prepayment (Full payment before supply) 4
* Suggested payment method(s) may change as alternate payment method(s) become available. Information is current as at May 2019

5. PCard Program update
11,000 active cards (Schools & Corporate) July 2019
Average of 36,000 transactions per month; currently around 50,000
Average of $7.4m spend per month; currently around $10 million
Acquittal compliance remains very good – unacquitted averages 0.3%
Audits confirm overall timely transaction acquittals and very low levels of inappropriate use 5

6. What PCards can be used for6

7. Examples of inappropriate use7

8. What else is coming? Improved reporting
SAP-HR integration with Expense8
Acquitting across multiple cost centres and work locations
Removing ‘hidden’ WBS/internal order types
Updated delegations to help meet the Faster Payment Terms policy
Coming soon: new banking contract – PCards replaced and reissued by Citibank 8

9. New banking contract – Westpac PCards will be replaced and reissued by Citibank.
What does it mean?
Our PCard provider is changing to Citibank from Westpac.
We will need to change PCards.
Most processes remain the same through Expense8 as does your support through EDConnect. You will be supported through the transition process. 9

10. Thank you