Pasco County Schools Purchase Card Program

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2 Pasco County Schools Purchase Card Program Presented by Ann Altman Manager, Purchasing Services Gator Lane Land O Lakes, FL aaltman@pasco.k12.fl.us Retiring 01/31/2018

3 In the beginning.. Program began approximately 1999 Minimal commodities/items allowed Spend limits and MCC Roles were predefined based on job title Restrictive transaction and daily limits Purchasing s audit process was to review mounds of paper receipts, some unreadable P-card jail

4 The Evaluation of the Program Joint effort between Purchasing and Finance Goals were simple: Reduce costs and increase revenue Decrease time to receive goods and services Simplify life for our schools and departments Create procedures to gain efficiency Use functionality in Munis (ERP System) for more timely review of purchases

5 The Program Revisions Removed a majority of restrictions for items & services that could be paid by P- card Reduced the number of MCC roles Limits were increased based on cardholder monthly requirements, special circumstances Increased the single transaction spend limit Created school and department check out cards Issued single use cards for Maintenance, Transportation, Utilities, Ricoh (Printers) Preapproval required for some purchases to replicate the requisition process Easy access to program information and forms through the Purchasing Services website

6 The Players Card manager at least one per site, usually the bookkeeper Cost center administrator Director, Principal, or assign Cardholder Purchasing Services Finance Project Managers CFO Internal Audit

7 The New Card Process Applications/agreements completed and signed by cardholder, card manager, and cost center administrator Purchasing verifies employee is active and processes the new card in JPMorgan Payment Net System Cardholder takes an online course (Canvas) for P-card procedures & requirements Purchasing receives the card and enters information in Munis Purchasing distributes the card to the cardholder along with an electronic copy of the procedures guide Cardholder signs receipt for the card, returns to Purchasing, and activates the card

8 The Purchase Preapproval is required for some purchases (e.g. computers, printers, single spend over $10,000) Original, itemized, signed receipt due from cardholder to card manager within 24 hours (& other backup documentation if required) Transactions are uploaded from JPMorgan Payment Net into Munis daily Card manager manages the statement in Munis Statement goes through workflow for approval Purchasing, Finance, Project/Grant Manager, and Administrator Purchasing logs any issues on spreadsheets that require more than phone call or to resolve Schools balance Due to District weekly to make payments from Internal Accounts Accounts Payable balances the statements between JPMorgan and Munis monthly

9 The Challenges Cardholders purchasing from incorrect vendor Difficulty for card managers to get receipts from some cardholders MCC Codes (periodically) Surcharges for using the card Sales tax Confusion over what can be charged when traveling Fraud Frequent requests for temporary limit changes The $20,000 rule Cardholders terminating employment or transferring

10 The Rewards Our program was well received by the State Auditors Simplified the ordering process Better timeline for receipt of goods Accounts Payable staff can spend more time on other duties More efficient and timely review of P-card charges through workflow No more P-card jail, happier employees

11 And last but not least.the Rebate 2014 $ 91, $235, $366, $429, (Spend level $27,360,500.75)

12 Unauthorized Purchases Inappropriate or personal purchases as well as items listed in the table below

13 Preapproval Table The items below require approval BEFORE using the P-card to make the purchase