1. Multnomah Education Service District P-Card Recertification 2015-16

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 baltman@mesd.k12.or.us 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 http://www.mesd.k12.or.us/pcard

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

12. 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 (503-255-1841) Any incentive rewards are the property of MESD.

13. Never give a vendor your personal data as part of your transaction Never put your full card number in an email *** 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 Things You Should Never Do

14. Program Review Monthly Audits Business Services conducts monthly random 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

15. 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

16. 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

17. What about Fraud?

20. Bank of America WORKS Questions?

21. WORKS Instructions Instructional materials found at – http://www.mesd.k12.or.us/pcard http://www.mesd.k12.or.us/pcard

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