2012 April MCPS Purchasing Card Guide

7/31/2019 2012 April MCPS Purchasing Card Guide

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Montgomery County Public Schools

Department of Materials ManagementDivision of Procurement

45 West Gude Drive, Suite 3100

Rockville, MD 20850

301-279-3555


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Should a card member need limits adjusted please see card member roles andresponsibilities.

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Purpose, Exclusions, and Definitions

PurposeThe Montgomery County Public Schools (MCPS) Purchasing Card Program has beenestablished to streamline the process for making low-dollar purchases that are necessaryfor MCPS operations. It is the preferred method of procurement for all small purchasesnot on a bid list and less than $100 (also referred to as micro purchases). Each card isattached to a specific account and all charges will flow to that cost center. The program isdesigned to replace a variety of processes, including employee reimbursements, pettycash, advance checks, and certain purchase orders. In addition to budgeted funds,principals are authorized to use the purchasing card (only IAF) for clothing or assistancefor needy students, as outlined in chapter 20 of the Financial Management Manual. Thesedisbursements require written authorization from the Office of School Performance.

Use of the purchasing card does not relieve the card member from complying with theMCPS Procurement Manual, Chapter 20, Financial Management Manual, and all MCPSregulations, especially the requirements in MCPS Regulation DJA-RA, Procurement ofEquipment, Supplies, and Contractual Services.

Examples of permitted items include the following:

Approved materials of instruction Books, periodicals, and newspapers


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Who is eligible to apply for a purchasing card?

Permanent, full-time, or part-time employees of Montgomery County Public Schools whohave responsibility within their unit for ordering supplies and services are eligible toobtain a purchasing card. Consultants, contractors, temporary employees, or those asdetermined by the director, Division of Procurement, are not eligible for a purchasing

card.

Definit ions

Approving official: This is the person of authority who is responsible for card activities ofsubordinate card members. The approving official for school-based personnel is the principal.the approving official for central office is a director or coordinator.

Card member: This is the employee to whom the card is issued. The card bears theemployees name and may be used only by that employee to make authorized purchases

for MCPS. Card members are reminded to safeguard their cards with appropriate securitymeasures, in accordance with good business practices. Normal card limits have been setat $750 per item and $2,000 per month. In some instances MCPS may grant lower andhigher limits depending on card member duties. The card member is reminded thattransactions may not be split to avoid set limits. Should a card member need limitsadjusted, please see card member roles and responsibilities.

Contract administrator: This is the director, Division of Procurement, who serves asthe liaison for the school system with the card member. Contract administration involvesquality control and testing, specific contract delivery requirements, special contractprovisions, and MCPS procedures for monitoring and measuring performance. He/shewill set the spending amount per transaction, billing cycle, and month that will limit cardmember transactions to a predetermined dollar amount within any defined period. Inaddition, the Division of Procurement will set and define Merchant Category Codes(MCCs). The MCC is a four-digit code from which MCPS staff may purchase. It isassigned by the suppliers credit card processor, according to category or type of businessa merchant conducts.

Program card administrator: This is the controller, Division of Controller. He/sheserves as point-of-contact for the Purchasing Card Programs initial account set-up andongoing account management. Account management includes processing spending limitsor transaction increases (permanent or temporary), issuing new cards, reporting stolen orlost cards, and answering general questions, as needed.

Purchasing card provider (currently American Express): Purchasing cards benefitMCPS by expediting payment and reducing paperwork associated with purchase ordersand invoices for small dollar transactions. The provider supplies MCPS with detailedreports and allows staff to acquire small dollar goods without subjecting vendors topayment delays. The card provides direct charges to accounts, reducing overhead forreimbursements along with more time-sensitive accounting.


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Roles and Responsibilities

The Card Member

Acknowledges that the purchasing card is the property of MCPS and should beused only for official business purposes.

Accepts responsibilities under the MCPS Purchasing Card Program and agreesto comply with the requirements set forth in this users guide, the MCPS FinancialManual (chapter 3), the MCPS Procurement Manual, and all MCPS policies andregulations by signing the MCPS Purchasing Card Agreement.

Does not give the card number to any other individual, even to place orders with asupplier. The purchasing card is a charge card and must be used in such a manner thatensures its security and safekeeping. The purchasing card is non-transferable.Allowing anyone else to use the card will result in termination of card privileges. Thecard member must be the person placing the order with the supplier. It should benoted that it is a misdemeanor in Maryland, subject to fines, please see attachment A.

Notifies card provider immediately of a lost or stolen purchasing card (1-800-492-4920) and advises his/her approving official and the program card administrator.Notification is required to release MCPS from liability for charges incurred bysomeone other than the card member.

Advises the supplier at the time of the transaction of the following: The shipping address (including the name and phone number) of the

person to whom the material is to be delivered. The MCPS school, office, division, or department that is placing the

order at the time of purchase or requisition. The tax-exempt status of MCPS (i.e., no sales tax). The tax exemption

number is listed on the card.

Obtains a receipt and/or a packing list at the point of receiving purchases andverifies that the materials and/or services received are in the quantity ordered, in goodcondition, and the correct items ordered.

Treats returns and credits of goods as separate transactions. They are not to behandled as exchanges or combined with other purchases, and the account holder maynot accept cash refunds.

Reviews statements each month for accuracy and gives statements with logs andinvoices/receipts to the approving official to be reviewed, approved, and retained bythe approving official for future reference and audit. (Click here to see MCPS Form234-21: Purchasing Card: Card Member Transaction Log.) A Microsoft Excelspreadsheet may be substituted, provided it has all of the same fields as listed on thetransaction log.

Attempts to resolve any disputed transactions through the supplier. If adiscrepancy cannot be resolved with the supplier, the card provider should benotified. The card provider (American Express) will place these charges in disputeuntil resolved.

Contacts the contract administrator for assistance in informing suppliers who do notaccept the purchasing card ([email protected].).


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The Approving Official (Principal, Director, Coordinator)

In collaboration with the program administrator, establishes appropriateguidelines and procedures for use of the purchasing card at the school and/oroffice level consistent with the requirements set forth in this guide and MCPS policiesand procedures, including setting transaction and monthly limits for each subordinate

card member. The approving official also is responsible for maintainingcommunications with the staff on updates and or changes to the program.

Is responsible for reporting abuse and maintaining budgetary control. He/she isexpected to account for all expenditures and credits in his/her school, office,department, or division.

Reviews and signs the monthly summary report within 14 calendar days of receipt.Signature indicates that the approving official has reviewed all monthly transactionsto ensure purchases were made in accordance with MCPS policies and regulations.

Approves and retains all documentation, including card members monthlystatements and transaction logs, for a period of three fiscal years, for future referenceand audit.

Ensures subject records are complete and turns over all records to successorprincipal, director, or coordinator upon reassignment or retirement.The Program Administrator and Program Card Administrator

Develops and coordinates training for card members and approving officials andprovides updates to card members.

Works with card members to identify new suppliers/merchants. In collaboration with approving officials, establishes and maintains card

member records and controls regarding transaction limits, monthly limits, reportinghierarchy, and card expiration date.

Coordinates card member enrollment, termination, and changes. (Click here tosee MCPS Form 234-20: Purchasing Card File Maintenance Worksheet).

Identifies program improvements and enhancements for new purchase agreements.This may include negotiation of discounts on future purchasing card purchases.

Serves as point-of-contact for card provider for account set-up and ongoingaccount management services.

Division of ControllerInvoice Processing and Remittance

Receives and processes monthly purchasing card billing statement to the MCPSaccounting system for payment and input.

Performs post-audits of purchasing card transaction activity to ensure properfunctioning of the program.

Executes payment of the card providers monthly billing statement. Thepurchasing card billing system is a single-bill/central pay arrangement. Although eachcard member may access a monthly account statement, payment is executed centrallyby MCPS. The grand total of all charges to MCPS, with supporting detail by cardmember account, is paid to card provider within 14 days following the close of thebilling cycle.

Retains monthly billing statements for five years, as outlined in state records.


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Invoices schools for reimbursement of IAF purchasing card expenditures.Payment is normally expected within 30 days of the invoice.

Merchant/Supplier

Marks boxes and other shipping containers with the proper shipping address andthe card members name and telephone number to facilitate identification.

Shows detailed information on quantity, description, and price on receipts orpacking lists.

Issues paid invoices (as requested by MCPS Department of Transportation andDivision of Maintenance for their special procedures).

Segregates individual credit/return transactions. Does not issue cash refunds. Maintains the confidentiality of MCPS purchasing card account numbers and

transaction history to prevent this information from unauthorized use.

Bills or invoices backorders after shipping. Provides adequate credit card security on suppliers web page.

Purchasing Card Provider (currently American Express) Processes requests for new purchasing card accounts, changes, or cancellations of

accounts in a timely manner.

Provides access to monthly purchasing card account statements for the school,office, department, or division of individual card members.

Resolves billing errors with card members and/or suppliers in a timely manner. Provides a single monthly billing statement to the MCPS Division of Controller,

including all information necessary to apply transaction costs to the MCPS generalledger code assigned to each purchasing card account.

Provides ongoing customer service through MCPS representatives and programadministrator.

Procedures

Orderi ng Materials or Services The card member (or his/her approving official) must ensure that funds are available

to pay for items being purchased. This includes items purchased with a card fromIAF.

The card member is reminded that transactions may not be split to avoid set limits.Should a card member need limits adjusted, please see information on card member

roles and responsibilities above. All items purchased over the counter must be available immediately. Back-ordering is

not allowed.

All items purchased by telephone should be sent in a single delivery by the merchant(supplier) within the 30-day billing cycle. The order should not be placed without thisassurance.

Whether by phone, Internet, or over the counter, the card member must inform thesupplier that the purchase is for MCPS and is tax exempt. The tax exempt number is


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printed on the card and should be shared with the supplier. The card member mustsecure a refund from the supplier or reimburse MCPS for any sales tax included in theaccount.

Card member accounts must not be charged in the month for which thesupplies/services were ordered. Accounts must be charged after supplies have been

shipped and services have been rendered. The card member must stipulate that the following be marked prominently on the

outside of all boxes or other shipping containers: shipping address (including thename and phone number of the person to whom the material is to be delivered) andthe name of the school, office, department, or division for which the order wasplaced.

If someone other than the card member is picking up the order, the card member mustnotify the supplier of the name of this individual and request that the supplier ask tosee the persons identification of employmentthe official MCPS employment badgeis the required form of identification. That person must sign for the order that he/shepicks up.

The card member transaction logand monthly statement must be used to documentpurchasing card orders. These logs, with receipts attached, shall be retained by his/herapproving official for at least three fiscal years. These logs are subject to review byboth internal and external auditors. (Click here to review MCPS Form 234-21:Purchasing Card: Card Member Transaction Log.)

Returns/ Credits

The card member is responsible for ensuring that the return of materials to suppliers ishandled as credit and treated as separate transactions. Returns are not to be handled as

exchanges or combined with other purchases. A separate transaction must be placed toreorder the correct materials.

Cash refunds are not allowed under any circumstances.

Picking Up/ Receiving Materi als

Employees who have been authorized by their supervisors to pick up supplies orderedby a card member must show identification of employment by MCPS when pickingup orders from a vendor. The official MCPS employment badge is the required formof identification.

The card member must verify that the material received is what was ordered and thatall receipts and packing lists are accurate. The card member must update his/her transaction log indicating the delivery/receipt

of materials ordered.

Purchase card transactions are exempt from taxes. The MCPS Federal TaxIdentification number is 52-6000989, and exemption is listed on all cards. The taxexemption certificate is located at the back of this guide.


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Travel

Authority may be given to purchase transportation tickets and meals to avoid havingto use personal funds to pay for items such as lodging, meal, vehicle rental, and

transportation costs. Direct use of the card for certain types of expenses reducespaperwork, while providing the traveler with a convenient method of financingofficial MCPS travel expenses.

The withdrawal of cash from automated teller machines (ATM) is prohibited, alongwith first-class travel. All card members are expected to use a high degree of care inusing MCPS and grant resources to carry out their official responsibilities; and allcard members are expected to review their statements for accuracy.

Use of the card for anything but official MCPS duties is not authorized and may beconsidered card misuse/abuse that may result in disciplinary action.

Mont hly Card Member Statements and Reconcili ation

The card provider must provide an access portal for monthly account statements tothe school, office, department, or division of individual card members. Reconciliationof the monthly statement must be completed within five working days of thestatement being posted by the purchasing card vendor. Directions for access to thiswebsite must be under separate cover. Card members must print the statement forrecord-keeping purposes.

Principals must forward a copy of the log with invoice copies to their communitysuperintendents for review and signature. To the greatest extent possible, electronicsignatures and electronic logs must be used to reduce paperwork and expedite

processing of charges and monthly statements. Original logs with original invoicesmust be retained on site for audit purposes.

Each card member is responsible for checking his/her monthly statement of purchasesor other transactions (e.g., credits). The transaction log (with attached sales receipts)maintained during the month should be compared with the monthly statement fromthe card provider. Part numbers or terms, such as miscellaneous supplies, officesupplies, classroom materials, general merchandise, or hardware items, are notsufficient. The Division of Maintenance will use a modified method that must beapproved in writing by the chief operating officer.

If the card member does not have documentation of the transaction to send with thestatement, the card member must make a good-faith effort to obtain the required

documentation from the merchant. If this effort is unsuccessful, the card membermust attach a detailed explanation that, at a minimum, includes a description of theitem, date of purchase, merchants name, and why there is no supportingdocumentation.

The card member should attempt to resolve any disputed transactions through thesupplier. If a discrepancy cannot be resolved with the supplier, the card providershould be notified. The card provider (American Express) will place these charges indispute until resolved.


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After review, the card member must sign and date the monthly card memberstatement, with transaction log and receipts, and give it to his/her approving officialwithin seven calendar days, for retention and audit. The use of a signature stamp isnot acceptable from either the card member or the approving official. The approvingofficial must review, approve, and sign the monthly report within 14 calendar days,

including disputed transactions. These timelines must be followed. Below is a graphic representation of the process in a school. The central office staff

process varies. SEE ATTACHED FLOW CHART

Lost and/ or Stol en Card

The card member must report the loss or theft of his/her card (or account number)immediately to the card providers Customer Service at 1-800-492-4920.

After the card provider has been contacted, the card member must advise his/herapproving official and the program administrator. Upon notification to the cardprovider of a lost or stolen card, further use of the card will be blocked. Promptnotification of lost or stolen cards (or account confidentiality) reduces MCPSsliability for fraudulent charges.

Issuing a New Card Mem ber Account

The approving official must complete the card member application and forward it tothe program administrator to be submitted to the card provider. (Click here to reviewMCPS Form 234-22: Purchasing Card: Approving Official Acknowledgment).

The program administrator must contact the potential card member to schedule themandatory training session. Cards are issued at the training session. The program administrator must complete applicable sections of theMCPS Purchasing

Card Agreement and obtain the signature of the approving official for the cardmembers participation in the Purchasing Card Program.

The card member must attend the mandatory training and read the Purchasing CardUser Guide. The card member is expected to understand his/her responsibilities withregard to the purchasing card, including the transaction and monthly limits set byhis/her approving official.

The card member must sign theMCPS Purchasing Card Agreementand give it to theprogram administrator (or his/her representative) at training in order to receive the

MCPS purchasing card.

Cancellations

The card members approving official must initiate cancellation of the card membersaccount within 48 hours, in the event that the card member is transferred to another


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3. purchases are properly authorized,4. split purchases are not being made to circumvent card limits, and5. documentation is complete.

Approving officials are responsible for retaining all statements, receipts, and vouchers foraudit by internal and external auditors.

In addition to random audits, monitoring of the use of purchasing cards will be done bythe program administrator and the program card administrator using card-provider tools,including online reporting and program management. Purchasing card activity throughcard-provider tools also will be monitored by location and by approving officials or theirdesignees. Areas to be monitored include, but are not limited to, the following:

Compliance with individual location procurement and purchasing policies Compliance with purchasing card procedures Inappropriate charges of sales and use tax Inactivity that indicates the need for the card has ended

In general, purchasing card transactions are subject to review by either or both of thefollowing:

Approving official for the activity of the card member Office of Chief Operating Officer

If any card is used for an improper purchase, reimbursement must be made to theDivision of Controller. The statement should be annotated to indicate that an improperpurchase was made, identifying the transaction that was improper. A copy of theannotated statement and a cashiers check or money order made out to MCPS should besent via the Pony to

Division of ControllerMontgomery County Public Schools45 West Gude Drive, Suite 3200

Rockville, Maryland 20850

Telephone and Contact List

Call the card provider (currently American Express) 24 hours/day,

7 days/week, at 1-800-492-4920.

Important reasons to call:

Lost or stolen cards Rejected cards Questions or information Billing disputes

If disputes cannot be satisfied with the supplier, the card provider should be contactedand the program administrator informed of the dispute. Please remember that the suppliershould be contacted first to resolve billing disputes.


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MCPS Program Administrator301-279-3115 and 301-279-3555

Important reasons to call

Card member is changing work locations

Employment with MCPS is terminated Employee dies Purchasing card use is denied by supplier Supplier does not accept American Express Other questions


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American Express Purchasing Card Process


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Attachment A: Credit Card Theft


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PURCHASING CARD AGREEMENT

The Montgomery County Public Schools (MCPS) purchasing card (card) is issued to you subject to thefollowing terms and conditions. You must comply with these terms and conditions as a requirement foryour employment.

I certify that:

1. I am entrusted with a valuable tool, a purchasing card, and will be making financial commitments onbehalf of Montgomery County Public Schools (MCPS). I understand that MCPS is liable to the cardprovider for all charges made on the card.

2. I will strive to obtain the best value for MCPS. I agree to purchase supplies and materials inaccordance with my organizational responsibilities and purchase limits established by the approvingofficial designated to review my purchases.

3. I will use this card for approved purchases only and must not charge personal items. I am aware ofand understand the Board of Education Ethics Policy. MCPS will audit the use of this card and reportand take appropriate action on any discrepancies. I understand that use of the card for personal itemswill result in deduction of the total of such unauthorized charges from my payroll check.

4. I will follow the policies and regulations established by MCPS for the use of the card. Failure to do somay result in either revocation of the card use privileges or other disciplinary action.

5. I acknowledge that all purchases must be made in accordance with applicable laws and regulations,including but not limited to MCPS Purchasing Card procedures. I understand that personsintentionally making unauthorized purchases may have their card privileges suspended or be subjectto disciplinary and/or legal action.

6. I have been given a copy of the Purchasing Card Users Guide for the card. I have read the UserGuide and understand the requirements of the cards use.

7. If the card is lost or stolen, I will notify the card provider and the MCPS program administratorimmediately. Having done so, if my card or account number is lost or stolen, I will not be personallyresponsible for any unauthorized charges.

8. I agree to comply with any changes MCPS may make to the terms and conditions and policies andprocedures concerning the use of the card.

9. I will return the card immediately upon request or upon termination of my employment (includingretirement). Should there be any organizational change that causes my work location (school, office,department, or division) to change, I will notify the MCPS program administrator and AmericanExpress (see Users Guide) immediately.

10. I have attended the MCPS Purchasing Card training and agree to additional training as needed.As the employee being issued the card, I have read and agree to the terms and conditions stated above. Icertify that, to the best of my knowledge and belief, all of my statements and assertions are true, correct,complete, and made in good faith and subject to MCPS policies, regulations, and all other applicablelaws. This agreement supersedes any previously signed agreements (as of the date of the signing of thisagreement).

Employee Name (printed)_______________________________________________________

Employee ID #________________________________________________________________

School/Location Name__________________________________________________________

Employee Signature_________________________________ Date_____________________


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PURCHASING CARD AGREEMENTBOARD OF EDUCATION MEMBER AND EXECUTIVE STAFF MEMBER

The Montgomery County Public Schools (MCPS) Purchasing Card (card) is issued to you subject to the termsand conditions listed below. You must comply with these terms and conditions.

I certify that:1. I am entrusted with a valuable tool, a purchasing card, and will be making financial commitments on

behalf of Montgomery County Public Schools (MCPS). I understand that MCPS is liable to the cardprovider for all charges made on the card.

2. I will strive to obtain the best value for MCPS. I agree to purchase supplies and materials inaccordance with my organizational responsibilities and purchase limits established by the approvingofficial designated to review my purchases.

3. I will use this card for approved purchases only and must not charge personal items. I am aware ofand understand the Board of Education Ethics Policy. I understand that MCPS will audit the use ofthis card and report and take appropriate action on any discrepancies. I understand that use of the cardfor personal items will result in deduction of the total of such unauthorized charges from my payrollcheck.

4. I will follow the policies and regulations established by MCPS for the use of the card. Failure to do somay result in revocation of my card use privileges or other disciplinary actions.

5. I acknowledge that all purchases must be made in accordance with applicable laws and regulations,including but not limited to MCPS Purchasing Card procedures. I understand that personsintentionally making unauthorized purchases may have their card privileges suspended or be subjectto disciplinary and/or legal action.

6. I have been given a copy of the Purchasing Card Users Guide for the card. I have read the User Guideand understand the requirements of the cards use.

7. If the card is lost or stolen, I will notify the card provider and the MCPS program administratorimmediately. Having done so, if my card or account number is lost or stolen, I will not be personallyresponsible for any unauthorized charges.

8. I agree to comply with any changes MCPS may make to the terms and conditions and policies and

procedures concerning the use of the card.9. I will return the card immediately upon request or upon termination of my term of office or

employment. Should there be any organizational change that causes my work location (school, office,department, or division) to change, I will notify the MCPS program administrator and card provider(see Users Guide) immediately.

10. I will follow MCPS policy and regulation authorization of travel and dining expenses and promptlysubmit required documentation regarding business purpose and participants.

11. I have attended the MCPS Purchasing Card training and agree to additional training as needed.

As the individual being issued the card, I have read and agree to the terms and conditions stated above. Icertify that, to the best of my knowledge and belief, all of my statements and assertions are true, correct,complete, and made in good faith and subject to MCPS policies, regulations, and all other applicable

laws. This agreement supersedes any previously signed agreements (as of the date of the signing of thisagreement).

Employee Name (printed)______________________________________________________

Employee ID #_______________________________________________________________

School/Location Name________________________________________________________

Signature__________________________________________Date_____________________

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2012 April MCPS Purchasing Card Guide

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