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Online Training

Caswell County Schools. P-Card. Online Training. About this Online Training…. You may progress through the presentation by using the mouse to click on the NEXT button. To EXIT the training at any time, press ESC .

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Online Training

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  1. Caswell County Schools P-Card Online Training Caswell County Schools P-Card Training

  2. About this Online Training… • You may progress through the presentation by using the mouse to click on the NEXT button. • To EXIT the training at any time, press ESC. • Complete information regarding the P-Card program and its associated Forms may be obtained from the Finance section on the CCS website. (http://www.caswell.k12.nc.us) If you have any QUESTIONS, please call the Finance Department at (336) 694-4116. Caswell County Schools P-Card Training

  3. P-Card Online Training Completion of this online training is mandatoryfor Cardholders, P-Card Coordinators, and Cardholder Managers every year before anyone will be allowed to obtain or use a… Procurement Card Caswell County Schools P-Card Training

  4. P-Card Online Training The Caswell County Schools Procurement Card, also known as P-Card, is a valuable tool for quickly and efficientlypurchasing and paying for small-dollar expenditures. Caswell County Schools P-Card Training

  5. P-Card Online TrainingOVERVIEW There are 8 chapters that must be completed. • Chapter 1: Definitions & General Information • Chapter 2: Using your P-Card • Chapter 3: Cardholder Responsibilities • Chapter 4: Coordinator & Cardholder Manager Responsibilities • Chapter 5: Allowable Purchases & Restrictions • Chapter 6: Returns/ Disputes • Chapter 7: Documentation • Chapter 8: Other Information and Completion Form Caswell County Schools P-Card Training

  6. Chapter 1 Definitions & General Information Caswell County Schools P-Card Training

  7. P-Card Online TrainingDEFINITIONS What is a P-Card? • A VISA credit card issued by SunTrust Bank Who is a Cardholder? • Any individual employee who has been issued a P-Card. Caswell County Schools P-Card Training

  8. P-Card Online TrainingDEFINITIONS What are School & Department P-Cards? • P-Cards embossed with the school or department name. Only CCS employees may use these cards with proper CCS identification. Who is a P-Card Coordinator? • The employee responsible for overseeing card activity and reviewing transactions in SunTrust’s Enterprise Spend Program (ESP). Generally, it’s the School Treasurer in a school and the Administrative Assistant in a department. Caswell County Schools P-Card Training

  9. P-Card Online TrainingDEFINITIONS Who is the Cardholder Manager? • For purposes of the P-Card, this refers to the: Principal or Director with budgetary authority for the unit. Who is the P-Card Manager? • The Finance Department representative responsible for the P-Card program. For more specific information, go to the CCS Finance website http://www.caswell.k12.nc.us/?DivisionID=4503&ToggleSideNav= Caswell County Schools P-Card Training

  10. P-Card Online TrainingINTRODUCTION How does the P-Card function? Just like a credit card, but with the limitations of a debit card. Qualified purchases are made withoutthe need for a requisition or purchase order. In ISIS, the P-Card has the characteristics of a blanket purchase order. Caswell County Schools P-Card Training

  11. P-Card Online TrainingIMPORTANT BILLING INFORMATION What is the statement billing address? - The school or department physical location. What is the billing telephone number? • The main phone number of the school or department. (Either or both may be requested by vendors for phone orders) Caswell County Schools P-Card Training

  12. P-Card Online TrainingIMPORTANT BILLING INFORMATION What is the Billing Cycle? • Set by SunTrust Bank and runs from the 3rd day of one month to the 2nd day of the next month. What is the Cycle Cutoff date? • The last date of the billing cycle. • Please consult the P-Card Calendar for the specific dates each month. Caswell County Schools P-Card Training

  13. Chapter 2 Using Your P-Card Caswell County Schools P-Card Training

  14. P-Card Online TrainingUsing your P-Card Spending Limits • Per Transaction $$$ Limit • The CCS School & Department maximum limit on any single P-Card purchase is $ 1,000. • The CCS Transportation maximum limit on any single P-Card purchase is will depend on the purchase. • Limits also include sales tax & shipping charges. Caswell County Schools P-Card Training

  15. P-Card Online TrainingUsing your P-Card Spending Limits Monthly $$$ Limits - Varies from card to card depending on budgeted amounts. - Cannot spend more than the remaining amount encumbered on the P-Card purchase order. Caswell County Schools P-Card Training

  16. P-Card Online TrainingUsing your P-Card Spending Limits • Other Limitations • Purchases are subject to budget code limitations because each P-Card is associated to a specific budget codes. • If a purchase is questionable for a budget code please get approval from the Finance Department before making the purchase. Caswell County Schools P-Card Training

  17. P-Card Online TrainingUsing your P-Card Spending Limits • Other Limitations • Do not make more than $1,000 in daily purchases from the same vendor. • Do not split similar item purchases to circumvent CCS Purchasing Policy. • Exceptions must be approved in advance by Finance. Caswell County Schools P-Card Training

  18. P-Card Online TrainingUsing your P-Card Purchasing Guidelines • Identify yourself as a CCS Employee. • Confirm the vendor accepts VISA. • Confirm pricing, availability, and specifications of the order. • All packages/packing slips must identify the name of the School or Department embossed on the card. Caswell County Schools P-Card Training

  19. P-Card Online TrainingUsing your P-Card Internet Purchases • Always use a secure web browser. • Always obtain receipts. Examples are screen print of orders, email confirmations, and shipping documents. • Use vendors that are reputable. Caswell County Schools P-Card Training

  20. P-Card Online TrainingUsing your P-Card Sales Tax • CCS Purchases are not exempt from NC sales tax,HOWEVER, you may pay taxes at different rates. • Be sure the Sales Tax on the receipt is recorded in SunTrust when the transaction is reviewed. Caswell County Schools P-Card Training

  21. Chapter 3 Cardholder Responsibilities Caswell County Schools P-Card Training

  22. P-Card Online TrainingCardholder Responsibilities Obtain the Best Value • Cardholder must utilize the lowest price based upon requirements, quality, and availability to obtain the maximum value for each dollar expended. and…. Caswell County Schools P-Card Training

  23. P-Card Online TrainingCardholder Responsibilities Obtain the Best Value Cardholder should also… • Vary Suppliers (i.e., spread purchases among many suppliers including: small, minority, and women-owned businesses) • Ensure that the price is fair and reasonable. • Consult with the Finance Department for items on state contract. Caswell County Schools P-Card Training

  24. P-Card Online TrainingCardholder Responsibilities Protection of Card • Cardholder must protect the security of P-Cards and the P-Card numbers at all times. • If the card is lost or stolen, immediately call SunTrust Bank at: 1 (800) 836-8562 • Cardholder must notify P-Card Manager in writing ASAP. Caswell County Schools P-Card Training

  25. P-Card Online TrainingCardholder Responsibilities Limitations It is the Cardholder’s responsibility to ensure the availability of fundsbefore making purchases. Caswell County Schools P-Card Training

  26. P-Card Online TrainingCardholder Responsibilities Limitations It is the Cardholder’s responsibility to ensure that prohibited items are not procured with the P-Card. Caswell County Schools P-Card Training

  27. P-Card Online TrainingCardholder Responsibilities Limitations • Personal Gains • Cardholder must not make P-Card purchases from friends or relatives where cardholder has a financial interest. • Cardholder must not accept any gift or gratuity that appears to influence decision making regarding P-Card purchases. Caswell County Schools P-Card Training

  28. Chapter 4 Coordinator & Manager Responsibilities Caswell County Schools P-Card Training

  29. P-Card Online TrainingCoordinator Responsibilities P-Card Coordinator Main Duties • Review Cardholder transactions in SunTrust ESP. • Reconcile, approve, and retain all P-Card documentation. • Custodian of School or Department P-Card(s). • Main contact person for all card users. Caswell County Schools P-Card Training

  30. P-Card Online TrainingCoordinator Responsibilities How does a P-Card Coordinator get access to SunTrust ESP? • Obtain a User ID & Temporary Password from the P-Card Manager. • Using Internet Explorer, Login to the SunTrust ESP website at: https://enterprisespendplatform.suntrust.com • Save the website into your Favorites for faster access. Caswell County Schools P-Card Training

  31. P-Card Online TrainingCoordinator Responsibilities How do you review & approve transactions in the SunTrust ESP website? • Step-by-Step instructions are found in P-Card Coordinator’s Tutorial located on the P-Card website. • The tutorial also explains how to use the SunTrust ESP Program to track transactions and card balances. • The next slide shows an image of the page Caswell County Schools P-Card Training

  32. P-Card Online TrainingCoordinator Responsibilities Caswell County Schools P-Card Training

  33. P-Card Online TrainingCoordinator Responsibilities How does money get added to or taken away from the P-Card? • Download an Encumbrance Request Form at the P-Card website. • Fill out out the yellow-shaded areas. • Transfers can only be whole dollars. • Save the form to your hard drive. • Follow the directions at the top of the form. Caswell County Schools P-Card Training

  34. P-Card Online TrainingCoordinator Responsibilities Caswell County Schools P-Card Training

  35. P-Card Online TrainingManager Responsibilities Cardholder Manager Main Duties • Approve Cardholders & assigns Coordinator. • Approve billing statements & transaction reports. • Responsible for all aspects of the program in the absence of a Coordinator. • Notify P-Card Manager of changes in Coordinator. • Ensure timely adherence to program dates. Caswell County Schools P-Card Training

  36. P-Card Online TrainingCoordinator & Manager Responsibilities Tips for avoiding P-Card Violations • Review daily. • Reconcile monthly. • Submit reports timely. • Pay attention to details. Caswell County Schools P-Card Training

  37. Chapter 5 Allowable & Restricted Purchases Caswell County Schools P-Card Training

  38. P-Card Online TrainingAllowable Purchases Budget Code Limitations: • Only allowable purchases for the budget codes attached to the P-Card. • Object codes associated with P-Cards are: 311, 312, 326, 411, 414, 418, 422, 423, 424, 425, 459, 461, & 462. • Please contact Finance for specific items that can be purchased from these budget codes. Caswell County Schools P-Card Training

  39. P-Card Online TrainingAllowable Purchases Food Purchases: Only allowable from 312, 411, & 459. • Departments: Food purchases are allowed. Food purchases must be pre-approved through Finance. (see form) • Schools: Food purchased from 411 must be for instructional purposes & approved by the Cardholder Manager. Caswell County Schools P-Card Training

  40. P-Card Online TrainingAllowable Purchases Caswell County Schools P-Card Training

  41. P-Card Online TrainingRestricted Purchases Merchant Restrictions: • Generally, P-Cards cannot be used at the following merchants: • Hotels (except in special cases) • Restaurants & Caterers • Travel (airlines, autos, railroads) • Fuel Stations • Banks & ATMs Caswell County Schools P-Card Training

  42. P-Card Online TrainingRestricted Purchases Commodity Restrictions: • P-Cards cannot be used for the following commodities unless pre-approval is given: • Furniture (chairs, tables, desks, etc.) • Computer systems & Printers over $250 • Audio Visual Equipment over $250 Caswell County Schools P-Card Training

  43. P-Card Online TrainingRestricted Purchases Prohibited Purchases: • P-Cards cannot be used for the following transactions: • Anything personal in nature • Cash Advances • Gifts cards for employees • Cell phone Services Caswell County Schools P-Card Training

  44. P-Card Online TrainingRestricted Purchases Violations & Suspensions Any purchase of restricted or prohibited items will result in a P-Card Violation Warning and/or suspension of P-Card privileges. Serious infractions may result in termination and/or criminal prosecution. Caswell County Schools P-Card Training

  45. Chapter 6 Returns & Disputes Caswell County Schools P-Card Training

  46. P-Card Online TrainingP-Card Returns Request the following from the vendor: • An address to ship to. • A return authorization number. • A credit be issued to the P-Card. Caswell County Schools P-Card Training

  47. P-Card Online TrainingP-Card Returns P-Card Coordinator actions: • Document what items have been returned in SunTrust ESP. • Inform the appropriate people involved in the transaction. • Review the credit in SunTrust ESP when posted. • Verify the credit is on the SunTrust Billing Statement. Caswell County Schools P-Card Training

  48. P-Card Online TrainingP-Card Disputes • Contact supplier and make at least 3 attempts to resolve the problem. You are allowed 30 daysfrom transaction posting to dispute the charge. • 2. Document all communications on the monthly statement (or attached to it) including: • Dates • Persons involved • Brief statement of the problem • 3. If unable to resolve with the vendor, send the P-Card Dispute Form and documentation to the P-Card Manager and maintain a copy for your records. Dispute Process Caswell County Schools P-Card Training

  49. P-Card Online TrainingP-Card Disputes Caswell County Schools P-Card Training

  50. Chapter 7 Documentation Caswell County Schools P-Card Training

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