P-Card Program Implementation Guide for Malta Public Schools

Jane Knudsen Malta Public Schools

P-Cards in our schools - How do I get started? 1.Contact Marie Roach at MASBO Office (406)461-8804. 2.Request Application to Participate in MASBO s P-Card Program. 3.Board must approve Resolution authorizing issuance of individual procurement cards. 4.Need to complete Application in full this is where you set you credit limit, billing date, payment by check or ACH Payment.

P-Cards in our schools - How do I get started? 5.Board must adopt policy (MTSBA Policy 7400) Financial Management. 6.Must adopt p-card procedures.

1. P-Card agreement forms. 2. P-Card Procedures. 3. P-Card check out sheet. 4. P-Card Authorization form. 5. P-Card Cardholder Spreadsheet.

INDIVIDUAL FACULTY p-CARD USE AGREEMENT AGREEMENT made this _____ day of __________, 20_____, between the BOARD OF TRUSTEES OF Malta School District 14A, Malta, Montana(hereinafter the Board ), and , residing at Malta, Montana; (hereinafter the Faculty/Staff Member ). W I T N E S S E T H: WHEREAS, by this Agreement the Faculty Member has been entrusted with a procurement credit card ( p-Card ) for use in the purchase of goods and services solely and exclusively for the authorized business purposes of the Board; and WHEREAS, the Faculty Member agrees to abide by the terms and conditions of the p-Card as set forth herein, and as in District Policy 7400, Procurement Card Use. NOW, THEREFORE, in consideration of the mutual covenants and conditions set forth herein, it is agreed by the Board and the Faculty/Staff Member as follows: 1. The Faculty/Staff Member hereby agrees to immediately return the p-Card upon request. 2. The Faculty/Staff Member shall not use the p-Card for the purchase of any goods or service that is not authorized by the terms of this Agreement or by the direct written approval of the Business Manager or Superintendent. 3. Faculty/Staff Member shall submit receipts and such other reasonable documentation of goods or services purchased as requested by the Business Manager or Superintendent. 4. Faculty/Staff Member shall immediately notify the bank in the event of a possible loss, theft, or unauthorized use of the Card by notifying the Bank by phone at (800) 361-3361 or by fax notice to the Bank at (888) 224-5394. Faculty/Staff Member shall also immediately notify the Business Manager of possible loss, theft, or unauthorized use of the Card, at 654-1871. 5. Faculty Member shall immediately indemnify the Board for any improper or unauthorized expenditure and for any and all costs and expenses (including attorneys fees and expenses) incurred by the Board in recovering improper or unauthorized expenditures by the Faculty Member. Employees of the District are expected to adhere to Board Policy 7320 which states: Staff who obligate the District without Proper authorization may be held personally responsible for payment of such obligations. 6. This Agreement may not be modified in any way without the approval of the Board. HEREBY, I acknowledge that I have received Board Policy 7400 and a copy of this form, Individual Faculty p-Card Use Agreement, and I understand that it is my responsibility to read and comply with the policies and the Code of Conduct contained in the policies and any revisions and updates made to it. IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement the day and year first above written. BOARD OF EDUCATION OF MALTA SCHOOL DISTRICT 14A By: _____________________________, Business Manager _______________________________________________ FACULTY/STAFF MEMBER

FINANCIAL MANAGEMENT Procurement Card Use The Board of Trustees permits the use of District procurement cards for actual and necessary expenses incurred in the performance of work-related duties for the District. A list of those individuals that will be issued a District procurement card will be maintained in the business office and reported to the Board each year at its meeting in June. Procurement cards may only be used for legitimate District business expenditures. The use of procurement cards is not intended to circumvent any District policy on purchasing. Users must take proper care of District procurement cards and take all reasonable precautions against damage, loss, or theft. Any damage, loss, or theft must immediately be reported to the business office and to the appropriate financial institution. Failure to take proper care of procurement cards or failure to report damage, loss, or theft may subject the employee to financial liability. Purchases that are unauthorized, illegal, represent a conflict of interest, are personal in nature, or violate the intent of this policy may result in procurement card revocation and discipline of the employee. Users must submit detailed documentation, including itemized receipts for commodities, services, travel, and/or other actual and necessary expenses which have been incurred in connection with school-related business for which the procurement card has been used. The Superintendent shall establish regulations governing the issuance and use of procurement cards. Each cardholder shall be apprised of the procedures governing the use of the procurement card, and a copy of this policy and accompanying regulations shall be given to each cardholder. The District Clerk shall monitor the use of each procurement card every month and report any serious problems and/or discrepancies directly to the Superintendent and the Board. Cross Reference: 7320 Purchasing 7335 Personal Reimbursement 7336 Travel Allowances and Expenses Legal Reference: 2-7-503, MCA Financial reports and audits of local government Policy History: Adopted on: 12/2007 Revised on: 7400

P-CARD PROCEDURES P-Card stands for Procurement Card, which is the school district s new purchasing tool. The P-card is a credit card/purchase order all in one. In order for the card to work right, we still need to follow procedures. All local charge accounts have been shut off; therefore you will need to follow these procedures in order to make purchases. Before any purchases are made, you still need to get a requisition approval from the administration. Make sure you have signed the INDIVIDUAL FACULTY P-CARD USE AGREEMENT. If not, please see Bev or Jane in the central office. Obtain the P-CARD PAYMENT AUTHORIZATION, which is actually the requisition. For activity purchases please see Margaret in the high school office; for district purchases, please see Bev, Jane or Nancy at the elementary. Fill out all necessary information; get the signature of the building principal; and return to whom you received the form from. Upon returning the form, you will need to check out a P-Card, go make your purchase, and return the card and receipts. This is going to be your big change; you are going to need to plan in advance. There will be no deviation from this policy. Also, under no circumstances should a student be allowed to take the card. It is checked out to you, and you are responsible for any unauthorized charges. Too much time has been spent in the past researching where a charge should have gone, as no receipts were turned in. The card will not be returned without some type of a receipt and any recording of card numbers for future use at your convenience will get all purchasing privileges suspended until such time as administration deems necessary.

ACH vs CHECK ACH vs Check Process - Will County Process ACH? - Run through Petty Cash Fund or other designated account. - Check Process.

MISCELLANEOUS To save on paper/or waiting for your statements to arrive by mail: You can print off your statements and do not have to wait till statements arrive in mail. Go to www.bmospenddynamics.com/secure /welcome.asp

Reports. Bank of Montreal. Account Statement Report. Account hierarchy should read your school district. Choose your report period from the drop down box. Click on generate and export to PDF.

Click back on Scheduled Reports (top of list). Click on Report Outbox. Will bring up Folder Report Outbox. Click on the download button and your report appears in PDF form. Print and reconcile it.

How to Change Account Balances on Line Two ways to change your account balance: On your home screen, click on the blue hyperlink Bank of Montreal Mastercard under Account Management. This brings you to account search. Click on the number under Open and this takes you to your list of p-cards. Click on the blue i on the right side of the screen. This opens the View & Maintain Details account. Click on the pencil next to the credit limit. Change limit and click submit. OR: On home screen, click Administration, then Account Management. This brings up a search screen. Click search and then click under Open and follow the directions above.

Personal Experience with using the P-Card Spring Orders Arrive within 2 weeks No Backorders. Convenience Travel for sporting teams can make changes to limits on cards depending what the card is being used for. Specific District can make card so specific that only food may be purchased with card or maybe just fuel. Card Numbers Can vary between schools Track Department, FCCLA, BPA, ETC Easy way to track all expenditures to a certain department.