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ProCards: Best Practices of an Established Program

Discover the best practices of the established ProCards program at Salisbury University, including auditing and compliance reviews, Panopticon Level 3 reports, profile audits, and separation from employment guidelines. Contact Jeff Canada for more information.

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

  6. Forms • Application • Reviewer Form • Maintenance Request Form • Lost/Stolen Form • Transaction Log • Dispute Form • Missing Receipt Affidavit

  7. Auditing/Compliance Reviews • Perception of Detection • Percentage to Audit • Risk Matrix • Decline Reports • Other Agency Audits Panopticon

  8. 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

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

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

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

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

  13. Misc. • EBay • Accidental Use • Amazon for Business • Third Party Billing Platforms • IN* • SQ*

  14. Questions? Jeff Canada (410) 543-6056 jhcanada@Salisbury.edu

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