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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