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Thomasville City Schools P-Card Online Training

Complete the mandatory online training for Thomasville City Schools P-Card program to understand the responsibilities, limitations, and functions of the P-Card.

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Thomasville City Schools P-Card Online Training

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  1. P-Card Online Training Thomasville City 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 and Business Services section on the TCS intranet website. (http://www.tcs.K12.nc.us) Must login to access If you have any QUESTIONS, please call the Finance Department at (336) 474-4215. Thomasville City 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 Thomasville City Schools P-Card Training

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

  6. Chapter 1 Definitions & General Information Thomasville City Schools P-Card Training

  7. P-Card Online TrainingDEFINITIONS What is a P-Card? • A MasterCard credit card issued by SunTrust Bank Who is a Cardholder? • Any individual employee who has been issued a P-Card. Thomasville City 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 TCS employees may use these cards with proper TCS 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. Thomasville City 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 TCS Finance website at http://www.tcs.k12.nc.us Thomasville City 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 our LINQ software, the P-Card has the characteristics of a blanket purchase order. Thomasville City 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) Thomasville City Schools P-Card Training

  12. P-Card Online TrainingIMPORTANT BILLING INFORMATION What is the Billing Cycle? • Set by SunTrust Bank and runs from the 28th day of one month to the 27th day of the next month. What is the Cycle Cutoff date? • The last date of the billing cycle. • SunTrust has set this date to be the 27th day of the month. Thomasville City Schools P-Card Training

  13. Chapter 2 Using Your P-Card Thomasville City Schools P-Card Training

  14. P-Card Online TrainingUsing your P-Card Spending Limits • Per Transaction $$$ Limit • The TCS School & Department maximum limit on any single P-Card purchase is $1,000. • Transactions over the $1,000 limit must be approved by the Finance Department in advance. • The TCS Transportation, Maintenance, & School Activity cards may have different maximum limits on any single P-Card transaction depending on the type of purchase. • Limits also include sales tax & shipping charges. Thomasville City Schools P-Card Training

  15. P-Card Online TrainingUsing your P-Card Spending Limits Monthly $$$ Limits - None. Limited to available balance on the P-Card - Cannot spend more than the remaining amount encumbered on each P-Card purchase order line. Overspending available funds may cause a violation to be issued. Thomasville City 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 specific budget codes. • If a purchase is questionable for a budget code please get approval from the Finance Department before making the purchase. Thomasville City 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 TCS Purchasing Policy. • Exceptions must be approved in advance by Finance. Thomasville City Schools P-Card Training

  18. P-Card Online TrainingUsing your P-Card Purchasing Guidelines • Identify yourself as a TCS Employee. • Confirm the vendor accepts MasterCard. • 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. Thomasville City 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 and maintain a secure website (https://). Thomasville City Schools P-Card Training

  20. P-Card Online TrainingUsing your P-Card Sales Tax • TCS 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 coded and approved. Thomasville City Schools P-Card Training

  21. Chapter 3 Cardholder Responsibilities Thomasville City 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…. Thomasville City 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. Thomasville City 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 Finance Department by email ASAP. Thomasville City 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. Thomasville City 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. Thomasville City 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. Thomasville City Schools P-Card Training

  28. Chapter 4 Coordinator & Manager Responsibilities Thomasville City Schools P-Card Training

  29. P-Card Online TrainingCoordinator Responsibilities P-Card Coordinator Main Duties • Code and approve transactions in SunTrust ESP. • Coding is required within 2 days of transactions posting in SunTrust ESP. This will be monitored!!! • Reconcile, upload, and retain all P-Card documentation. • Custodian of School or Department P-Card(s). • Main contact person for all card users. Thomasville City 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. • Login to the SunTrust ESP website at: https://enterprisespendplatform.suntrust.com • Save the website to your Desktop or Favorites for faster access. Thomasville City 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 Purchasing 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 Thomasville City Schools P-Card Training

  32. P-Card Online TrainingCoordinator Responsibilities Thomasville City 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 Purchasing Card website. • Complete 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. Thomasville City Schools P-Card Training

  34. P-Card Online TrainingCoordinator Responsibilities Thomasville City 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. Thomasville City Schools P-Card Training

  36. P-Card Online TrainingCoordinator & Manager Responsibilities Tips for avoiding P-Card Violations • Log in & Review daily. • Code and Approve ASAP. • Reconcile monthly. • Submit reports timely. • Pay attention to details. Thomasville City Schools P-Card Training

  37. Chapter 5 Allowable & Restricted Purchases Thomasville City 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, 314, 326, 327, 411, 414, 418, 422, 423, 424, 425, 459, 461, & 462. • Please contact Finance for specific items that can be purchased from these budget codes. Thomasville City 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 by Finance unless it is a Workshop P-Card. (see form) • Schools: Food purchased from 411 must be for instructional purposes & approved by the Cardholder Manager. No Food Pre-approval form is needed for School Activity P-Cards. Thomasville City Schools P-Card Training

  40. P-Card Online TrainingAllowable Purchases Thomasville City Schools P-Card Training

  41. P-Card Online TrainingRestricted Purchases Merchant Restrictions: • Generally, P-Cards cannot be used at the following merchants: • Hotels • Restaurants & Caterers • Travel (airlines, autos, railroads) • Fuel Stations There are exceptions!!! • Banks & ATMs (NEVER!!!) Thomasville City 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 provided: • Furniture (chairs, tables, desks, etc.) • Computer systems & Printers over $250 • Audio Visual Equipment over $250 Thomasville City 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 Thomasville City 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. Thomasville City Schools P-Card Training

  45. Chapter 6 Returns & Disputes Thomasville City 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 is issued to the P-Card and never accept cash as a refund. Thomasville City 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 and approve the credit in SunTrust ESP when posted. • Verify the credit is on the SunTrust Billing Statement. Thomasville City Schools P-Card Training

  48. P-Card Online TrainingP-Card Disputes Dispute Process • Complete the dispute form in SunTrust ESP. • Contact supplier and make at least 2 attempts to resolve the problem. You are allowed 30 daysfrom transaction posting to dispute the charge. • 3. Document all communications with the monthly statement including: • Dates • Persons involved • Brief statement of the problem • 4. Notify the P-Card Manager and maintain a copy for your records. Upload any documentation to the transaction in SunTrust ESP. Thomasville City Schools P-Card Training

  49. Chapter 7 Documentation Thomasville City Schools P-Card Training

  50. P-Card Online TrainingDocumentation Tips for maintaining proper documentation: • Retain all receipts, packing slips, or any other documents you receive for an order. (Especially for split orders like Amazon transactions.) A receipt is required for all transactions!!! • Restaurant receipts must be detailed. The credit card authorization form is NOT an acceptable receipt. • Attach transaction reports and documentation to the monthly billing statement. • Keep separate folders for each P-Card. • Explain any problems with an order in SunTrust ESP. Thomasville City Schools P-Card Training

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