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ProCards: Best Practices of an Established Program

Learn about the successful ProCards program at Salisbury University, including its history, training methods, auditing and compliance processes, last activity tracking, separation from employment protocols, and other miscellaneous considerations. Contact Jeff Canada for any questions.

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ProCards: Best Practices of an Established Program

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  1. PROCARDS – BEST PRACTICES OF AN ESTABLISHED PROGRAMJeff Canada, C.P.M.

  2. Salisbury University at a Glance • Member of the University System of Maryland • Founded in 1925 • 8,700 Students • 58 Degree Programs • 41 Countries Represented • Arboretum Status

  3. SU Fun Facts

  4. About Our ProCard Program • Established in 1998 • Visa/US Bank/PeopleSoft • 65 Cards • 13,000 Transactions • $5.5 Million in Spend • Purchasing Staff Have Cards • Rebate Goes Back to State

  5. PDG PCards on Campus • 22nd National Cards and Payments on Campus Conference • February 3-6, 2019 | Scottsdale, AZ

  6. Training • Prior to Issuing • Face To Face • Online • Test • Reviewer • Refresher • Written • In Person • Reviewer

  7. Forms • Application • Reviewer Form • Maintenance Request Form • Transaction Log • Missing Receipt Affidavit • Consider DocuSign

  8. Auditing/Compliance Reviews • Perception of Detection • Percentage to Audit • Risk Matrix • Decline Reports • Randomness Panopticon

  9. Level 3 Report • Search for key words • Look for round numbers • Ship to address • Send to supervisors • “Novelty” invoices • See what everyone is actually buying • Contract Compliance • Master Contracted Needed

  10. MCC Report • Can be a good control • Not always set up correctly – 7299 • Vendors can override this block • Makes sure your controls are working

  11. Last Activity • Establish and adhere to a policy • Standard emails=standard message • Reduces liability • Ease reporting

  12. Profile Audit • Establish and adhere to a policy • Reduces Liability • Let everyone know that changes are not permanent

  13. Separation From Employment • First hurdle is notification • Be proactive • Have a consistent plan • Turn off accounts • Amazon • Lowes • Sam’s Club

  14. Misc. • Ebay • Other Agency Audits • Accidental Use • Amazon for Business • Third Party Billing Platforms • IN* • SQ*

  15. Questions? Jeff Canada jhcanada@Salisbury.edu

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