Youth Entrepreneurs Teacher P-Card Training

1. Youth Entrepreneurs Teacher P-Card Training 2018 YEedu

2. Welcome, Overview, Guidelines, & Issuance 2

3. Course Overview • During this training, you will learn about: • P-Card Usage Guidelines • Issuance Process • Report Submission • Receipts & Required Documentation • Personal Charges, Out of Pocket Expenses, & Refunds • Card Expirations • Lost or Stolen P-Cards • Fraudulent Activity • Phishing Emails • Teacher vs YE Staff Responsibilities & Expectations • Reporting Issues • Concur Mobile App • Other Information 4

4. Teachers & YE P-Cards • As a YE Teacher you are a member of our team & critical to the success of the program. • To facilitate your success, YE has entrusted you with a YE purchasing credit card (P-Card). • With the receipt of a YE P-Card comes certain expectations & responsibilities. • You are expected to review all slides to ensure you have an understanding of those expectations & responsibilities. 3

5. P-Card Usage Guidelines • You are expected to: • Agree to & comply with the policies & procedures surrounding P-Cards. • Use good judgement when making charges. • Utilize your P-Card only for approved YE classroom related expenditures. • Misuse may result in disciplinary action which may include suspension of your P-Card or termination of the YE relationship. • Keep ALL receipts 5

6. Usage Guidelines Continued • Do not split charges due to merchant declines. • When you receive your P-Card, you need to ensure that there is no Koch name or logo on the front of the card. Your P-Card should only have Youth Entrepreneurs displayed. • If your P-Card says Koch, you will need to notify Citi Bank you need a new card with Youth Entrepreneurs on the front. • Notify the National Program Assistant of the situation. 6

7. Teacher P-Card Issuance Process • You will complete this YEedu training session. • The National Program Assistant will then send you the YE teacher P-Card application. • Complete the P-Card application to its entirety & submit back to the National Program Assistant. • Once your card is received, you are to activate it immediately via the instructions on the back of the card. • You then needs to log into your Concur profile. (www.ConcurSolutions.com) & create your permanent password. • Do NOT wait until expenses need to be reconciled to do this step. • Please allow 20-25 business days from the time you submit your application to the National Program Assistant for your card to be delivered. 7

8. P-Card Applications • Pass out applications. • Complete applications. • Pick up completed applications. 8

9. Submission, Receipts, & Deadlines 9

10. Submitting Expense Reports • Concur is the website you will use to complete your expense reports. • www.ConcurSolutions.com • ALL USERNAMES ARE FORMATTED THE SAME: YE(last 4 digits of your social)@kochind.com • Example: YE1234@kochind.com • ALL TEMPORARY PASSWORDS ARE THE SAME • YE123$% • Report all transactions through Concur. • Receipts are required to be turned in with all transactions. • Ensure the receipts you submit contains all required information. • Charges need to show up in Concur BEFORE you include them in your expense report. This will prevent expense report errors. 10

11. When Submitting Your Receipts • Your receipts should have a printed itemized list including sales tax & total, not just a credit card receipt (see slide 14 for examples). • Attach ALL receipts to your expense report via electronic attachment. • Attach each receipt with every purchase. 11

12. Expected Receipt Documentation • Receipts should contain the details of the purchase, as well as the amount of sales tax & business purpose. • Example of poor business purpose: Meal Expense • Example of good business purpose: Meal for Wednesday night of YEedu • For meals & entertainment include the following: • First & last name of attendees, relationship, & if applicable company/school. • Airline tickets include the following: • Purpose of trip; invoice; itinerary (if an E-Ticket is issued) • Hotel/Lodging include the following: • Name; location; dates you stayed; itemized list of amounts for the charges. 12

13. Expense Reporting Deadlines • P-Card transactions must be included in your Concur expense report & approved by the National Program Assistant within 30days from the date the P-Card transactionposted. • Reports not submitted in 30 days will result in an email sent to the cardholder notifying them they are past due. • Account suspension will occur when a P-Card transactions is not submitted in an expense report & approved within 45days of the transactionposting date. 13

14. What Should Your Receipt Look Like Incomplete ReceiptComplete Receipt 14

15. Personal Purchases, Out Of Pocket Expenses, & Refunds 15

16. If You Make A Personal Purchase With Your YE P-Card • The YE P-Card should only be used for approved YE classroom expenditures. • Personal purchases are not allowed on your P-Card. Use caution when you are making personal & business purchases at the same time. • If you make a personal purchase on your YE P-Card. • Notify the National Program Assistant of the situation. • Itemize the expense as “Personal Charge” in your expense report. • Select “No” when it asks if you want to reimburse YE through a payroll deduction. • You will then need to write YE a personal check for reimbursement & give it to the National Program Assistant . 16

17. If You Have An Out Of Pocket Expense • If you make a purchase using personal funds. • These purchases do NOT go on your Concur expense report. • Complete an out of pocket reimbursement form. • The link to the teacher resources page is https://yeacademy.org/lessons/?topic=resources • Notify the National Program Assistant via email at TeacherAdminSupport@youthentrepreneurs.org with a copy of form and receipt. 17

18. If You Have A Refund • If you return something and need to enter a refund: • Code as normal, and then code to the same place • You will need to attach the refund receipt to the expense in order for it to be processed. • Do NOT wait for the refund to be received to submit the original charge via Concur. 18

19. Accounting Forms Needed for out of pocket expense reimbursements. • Pass out W-9’s. • Pass out ACH forms. • Complete BOTH forms. • Pick up BOTH forms. 19

20. Card Expirations, Lost Card, Stolen Card, Fraud, & Phishing 20

21. If Your P-Card Is Nearing Expiration • Your card is valid through the last day of the expiration month shown on your card. • You should receive your replacement card by the end of the month PRIOR to the printed card expiration date. • To reduce the risk of getting denied, activate your new card when you receive it. • If you don’t receive your card, contact the National Program Assistant. • Activate & sign your new card. • Destroy the old card once you have activated your new card. • Update your profile information in Concur (if needed). • Update billing with any vendors that have your card information on file. 21

22. If You Lose or Have Your P-Card Stolen • Contact Citi Bank at 800.248.4553 or the number on the back of your card. • Your card will be made inactive, & a new card will be issued. • Citi Bank will walk through the recent transactions with you to verify if there is fraudulent activity on the account or not. • If fraudulent activity is observed, Citi Bank will walk you through the disputing process. • Notify the National Program Assistant of the situation. 22

23. If You Suspect Fraudulent Activity • Contact Citi Bank at 800.248.4553 or the number on the back of your card. • Fill out a dispute form provided by Citi Bank, sign, & send back to Citi Bank. • Your card will be made inactive & a new one will be issued. • Keep a copy of your completed dispute form. • You will attach the completed dispute form as a receipt to your disputed charges expense report. • Notify the National Program Assistant of the situation. 23

24. I Think I Received A Phishing Email • Do not open any attachment on the email! • Contact Citi Bank at 800.248.4553 or the number listed on the back of your card. • Notify the National Program Assistant of the situation. 24

25. National Program AssistantExpectations & Responsibilities 25

26. Expectations & Responsibilities for the National Program Assistant • Ensure teachers being issued a P-Card understand the expectations & guidelines. • Review all purchases & ensure they are in compliance with YE policies. • Review all receipts & other supporting documentation attached to the expense reports & ensure that it is adequate & accurate. • Ensure that expense reports are submitted within the required time frame for approval. • Review, approve, or reject reports within 10 days of submission. 26

27. Reporting Issues • YE teacher will notify the National Program Assistant of the issue they are experiencing. • Include screenshot(s) of error messages & be as specific as possible. • The National Program Assistant will submit a ticket via the established process. • The teachers contact information needs listed in the ticket so the myExpensesAdmin team can work directly with the teacher. 27

28. Concur App & Reference Documents 28

29. Setting Up the Concur Mobile App. • THE MOBILE APP CAN ONLY BE USED ON IPHONE OR IPAD AT THIS POINT IN TIME • Log into Concur via www.ConcurSolutions.com • Click on “Profile” • Go to “Profile Settings” • Click on “Mobile Registration” • Click on “Create Mobile PIN” • Go to the App Store & download the Concur app. • Log into the app. • Username: Same username that you use to log into your Concur account. • PIN: 4-digit PIN you set-up in step #4. 29

30. Reference Documents • Concur-Updating Personal Information • Concur Mobile App Getting Started • Concur Mobile App PIN Setup • Expense Reconciliation Process Doc • Expense Reconciliation Cheat Sheet • Expense Reconciliation Process Video • YE Teacher P-Card Best Practices • **These resources are located on YE Academy & the teacher resources website.** 30

31. Misc. P-Card Information 31

32. Other P-Card Information • I forgot my password. How do I reset it? • Have the National Program Assistant submit a ticket via Compass. • You only have 5 attempts to enter your credentials before your account is locked. • I got locked out of my account. How do I enable it? • You are locked out for a 24 hour period. After 24 hours, your account will re-enable itself. • What do I do if my card gets declined? • Contact Citi Bank at 800.248.4553 or the number listed on the back of your card to determine specifically why the card was declined. • Contact the National Program Assistant & advise them of the situation. 32

33. Reminders • Android mobile users MUST use a computer to complete and submit their expense reports. • Allocations MUST be completed for EVERY expense. • MUST use www.ConcurSolutions.com to gain access to Concur. • If your email or phone number change you need to update your Concur profile immediately. • If your mailing address changes, you need to contact Citi Bank 800.248.4553 and request that they update their records. 33

34. Questions or Concerns • Contact the National Program Assistant directly • 1 (316) 828-3936 • TeacherAdminSupport@youthentrepreneurs.org • Citi Bank 800.248.4553 as appropriate 34