P-Card Forms Tutorial

Instructions for all P-Card forms

This tutorial will cover the following:

n Where to find the P-Card Formsn Tips for efficient use of the formsn A Detailed explanation of each form

in the P-Card programn Instructions on how to complete

each form

Preliminary Steps

n Access the Finance Dept. websitehttp://www.caswell.k12.nc.us

n Click on Finance, then Upload Documents

Click on the P-Card Program folder to access all the P-Card forms.

All forms that are used in the P-Card program.

These forms are covered in detail on the P-Card Ledger & Recon Tutorial. They will not be covered in this tutorial.

Tips for efficient use of forms

n Follow any directions listed on the form

n Suggestion: Maintain a copy of the completed form

n Forms in Excel format can be pre-filled with information and saved for later use

n The most up-to-date form will be posted on the website

Click on the form you wish to download, then click Save and save the file to your Desktop.

P-Card Forms with Instructions

Cardholder Agreement Form

n Explains the Terms & Conditions for Cardholders, P-Card Coordinators, and Cardholder Managers

n A signed copy must be on hand with the P-Card Manager before anyone may use a P-Card

n Please read the form thoroughly before signing at the bottom

Top Portion of the Cardholder Agreement Form. The first paragraph gives a clear explanation of it’s purpose.

Bottom Portion of the form. This is the place where you print your name, list your work location, and sign the form.

Must be completed before receiving or using a P-Card

Cardholder Enrollment Form

n Completed when a CCS employee wishes to be issued a P-Card for a specific budget code

n Enter an initial amount needed on the P-Card that does not exceed the remaining budgeted funds

n Please enter information only in the yellow-shaded boxes

Top Portion of the Cardholder Enrollment Form. Please pay attention to the character limits.

Bottom Portion of the form. Please be sure that all signatures and email addresses have been obtained and the budget code is correct. A copy may be faxed in place of an original.

Dispute Formn Completed when a P-Card

Coordinator has been unable to resolve a problem with a vendor

n Make at least 3 “good faith” attempts before completing form

n Send form and a copy of all documentation to the P-Card Manager 30 days after the transaction date if not resolved

Top Portion of the Dispute Form. Please make sure all information is complete. The form and documentation may be faxed.

Bottom Portion of the form. Please be sure that all signatures are obtained.

Hint: P-Card Coordinators are Cardholders for schools.

Encumbrance Request Formn Completed when a P-Card

Coordinator needs to add or take away money from a P-Card

n Please enter information only in the yellow-shaded boxes

n XXX = school numbern School budget codes have already

been enteredn Do not put any card numbers on this

form

Please follow the directions.

Top Portion of the Encumbrance Request Form. Pre-fill & Save!!!

No Card #s here

For Departments Only: If more than 6 entries are needed place “See Attached” in the Description box and attach a list.

Bottom Portion of the form. Please be sure the Cardholder Manager’s signatures is obtained.

P-Card Log Formn Completed when a P-Card is being

taken from the P-Card Coordinator’s work area

n User must be a CCS employeen User must complete before card can

be taken and give receipt to the P-Card Coordinator when returned

n Do not allow the number to be written down or copied by anyone

No Card numbers!!!

All columns must be filled out completely.

Individual Cardholders do not need to complete this form.

P-Card Policy Manual

n Contains all the CCS Policies and Procedures regarding the P-Card program

n Details program responsibilities for Cardholders, P-Card Coordinators, and Cardholder Managers

n P-Card website in written format

Please pay attention to your responsibilities.

Spending Limit Adjustment Form

n Completed when a Cardholder Manager wishes to increase the spending limits on a P-Card

n The program has a maximum per transaction limit of $1,000 ($2,500 for Transportation)

n Used very rarelyn Please enter information only in the

yellow-shaded boxes

Please be specific when entering reasons for an increase. Notification will be given if approved.

Missing Documentation Form

n Completed when a P-Card Coordinator has a lost or misplaced receipt or invoice

n Do not use on a regular basis or a violation will be issued

n Must be filled out completely and signed by P-Card Coordinator & Cardholder Manager

n Please enter information only in the yellow-shaded boxes

Attach any documentation that supports the cost. Use extra paper if needed to describe items purchased.

Please make a concerted effort to obtain a receipt from the vendor before completing this form

Bottom Portion of the form. Please be sure the all signatures are obtained and instructions are followed.

Online Training Completion Form

n Required for Cardholders, P-Card Coordinators, & Cardholder Managers

n Must be completed before a P-Card will be activated

n Form to be sent to the P-Card Managern Please enter information only in the

yellow-shaded boxes

Be sure the Online Training has really been completed before submitting this form!!!

P-Card will not be activated until this form has been received by the P-Card Manager.

Employee Cancellation Notification Letter

n Must be signed by any Cardholder, P-Card Coordinator, or Cardholder Manager when they transfer postions in CCS or leaving employment with CCS

n A signed original is kept at the work location and a copy is given to the employee

n Notifies the employee they no longer have rights to use a CCS P-Card or allowed access to SunTrust ESP accounts for that school or department

Protects CCS from unauthorized use of P-Card after the employee has been notified.

Merchant Commodity Codes (MCC) for P-Cards

n Each type of P-Card has a MCC listed with allowed types of transactions

n MCC lists are updated occasionally by the P-Card Manager based on the type of vendor

n Notify the P-Card Manager is you have a transaction declined and the vendor give you the MCC and it is not on your approved list

n Unblocking of an MCC may be temporary or permanent

Protects CCS from unauthorized use of P-Card at certain vendors.

Congratulations!!!You have completed

P-Card Forms Tutorial