Vicky Frayne – Purchased Services Specialist
Francis Howell School District
vicky.frayne@fhsdschools.org
Kim Mulvaney – Controller
St. Joseph School District
kim.mulvaney@sjsd.k12.mo.us
Dawne Trokey – Accounts Payable/P-Card Coordinator
Meramec Valley R-III School District
dtrokey@mvr3.k12.mo.us
Patty Bedborough, Executive Director of Finance
Northwest R-I School District
pbedborough@nwr1.k12.mo.us
• FHSD
o VISA through UMB starting in FY 04/05
o Approximately 300 cards currently issued
o 2,726,178.24 in FY 09/10
• SJSD
o
o
o
VISA through Commerce starting in FY 04/5
130 cards currently issued
$1,771,000 in FY 09/10
P-Card Details
• MVR3
o
o
o
o
VISA through UMB starting in FY 04/05
92 cards currently issued
$2,621,000 in FY 09/10
NWRI
o
o
o
MasterCard through Harris Bank/PFM starting in FY 04/05
40 cards currently issued
$1,864,000 in FY
Tight controls over who/what/where and HOW much
employees can purchase
o Reduced paperwork resulting in lower cost per transaction
o Simplifies buying process
o Reduces check volume
o On-Line purchases
o Removed need for petty cash in schools
o Hotel/Airfare reservations
o Vendors that don’t accept district purchase orders
o Rebates on purchases
o
o
Administrator/Manager requests P-card issuance
o
Cardholder requests monthly credit limit increase with
approval from supervisor
o
Credit limits may be permanent or temporary
• FHSD: Ghost, Petty Cash, Individual
• SJSD: Department, School & Individual
• MVR3: Ghost, Department & Individual
• NWRI: Individual only
• FHSD
o No physical card is issued
o Higher monthly credit limits both individual transaction limit and
monthly limits. Ex: Bill paying, Textbooks, Copier lease payments.
• SJSD & NWRI
o
Currently no ghost accounts
• MVR3
o
o
No physical card issued
Higher monthly credit limits due to larger purchases
(ex: Technology)
• FHSD
o Most have a $500 transaction limit & $2000 monthly limit.
o Most MCC code restrictions are the same.
o Activity Petty Cash have some restrictions lifted to allow for
specialized activities (IE Golf Team @ private clubs).
o Airline/gasoline purchases not allowed without authorization.
• SJSD
o Monthly/Single transaction limits vary across cards
o MCC code restrictions are same across all cards
Limits & Restrictions
• MVR3
o
o
o
o
Monthly/Single transaction credit limit is $1000
 (some exceptions ex: Ghost cards)
Can be raised with proper approval and paperwork
Strategy restrictions (dollar limit & MCC code restriction)
NWRI
o
o
o
o
o
Monthly/Single transaction limit mostly $1000, but varies for
AP Bookkeeper
Monthly limit is mostly $1000, but varies with usage and
approval
Can be raised with approval form
No gasoline or gift cards allowed
MCC code restrictions
Assigned by VISA to each vendor
identifying what type of vendor they are
o
P-cards can be set to accept or restrict certain MCC codes.
(ex. Gas P-card, restrict access to ATMs/Casinos)
o
MCC codes can be set in different groups and assigned to
different cards or groups of cards
• FHSD
o Each user must read & sign an agreement before receiving
their card.
o Handbook given to all cardholders during 2 hours training
session.
• SJSD
o Each user and bookkeeper must read and sign an
agreement when card is assigned, or employees change
o Handbook given to all
cardholders/bookkeepers/administrator
P-Card Agreement/Handbooks
• MVR3
o
o
o
Each user (individual and department cards alike) has to read
and sign an agreement at the beginning of the year before
using a card.
Handbook given to every new cardholder when training is
done.
NWRI
o
o
Each individual has to read agreement packet and sign
agreement
When card arrives the AP bookkeeper reviews the rules and
the packet with cardholding including the reporting and receipt
details
o
Training is done individually when a new user gets a card.
Updates/reminders are discussed at the annual secretary
meeting.
o
Reminders sent via message postings on VISA site
o
FHSD: Training is given to all new cardholders before they
receive their card. Try to do several at a time and have
several during the year.
o
Monthly statement with a receipt/invoice showing details of
the purchase with a total that matches the statement.
o
Administrator approval is required at this time also.
o
Sales tax is not allowed (except for restaurant/gas/out of
state purchases) (FHSD does not allow tax @ restaurants.)
o
Vendor must credit back the sales tax or cardholder must
personally pay.
• FHSD
• Restaurants-requires itemized receipt and charge receipt
• No sales tax allowed
• Gift Cards allowed for student incentives. Form and signature of gift card
receipiant is required.
• If used for personal purchase by mistake, employee provides
reimbursement to the district.
• No Paypal transactions allowed.
• SJSD
o
o
o
o
Restaurants – itemized receipt required
Sales tax allowed
Gift Cards allowed if for student incentives
If used for personal purchase employee must reimburse district and
warning given with possible suspension of card
• MVR3 (and NWRI)
o
o
o
Restaurants - itemized receipt required
Sales tax allowed
Gift Cards - Not allowed – no exceptions
o
Dispute form is filled out and sent to VISA/Mastercard.
Never had an issue getting a disputed transaction taken off
the card.
o
Individual cardholder is responsible for working with the
vendor for a return/credit.
o
Online reconciliation is required for all disputed charges and
credits are allocated to correct account numbers.
Fraud does happen but not very often.
(FHSD: PayPal is the biggest offender for fraud charges.)
VISA and Mastercard do a great job monitoring all cards for
fraudulent activity.
VISA and Mastercard may suspend a card due to what they
see as a fraudulent transaction but as soon as we verify that
it is not fraudulent, then the card is reopened and ready for
use.
If it is fraud then VISA and Mastercard take care of getting that
transaction taken off our card AND a new card is issued for
our cardholder.
Cardholder is responsible for allocating budget number for
their transactions each month.
o Cardholder must also attach all receipts/invoices to the
statement for administrator approval.
o Statements and all receipts/invoices are sent to the Central
Office AP office for review.
o AP reviews transactions/paperwork/approvals
o Payment to VISA is made via ACH.
o Transaction data is downloaded from VISA into a CSV file that
is then uploaded into our software system into a batch for
processing.
o
o
o
o
MVR3 - transactions are posted to software at vendor detail
level.
SJSD - transactions are posted as journal entries with vendor
name in description.
FHSD – transactions are posted in the financial system as a
Visa transaction.
o
Information is sent to all cardholders with cutoff dates for
making payments within this fiscal year. Any payments on
VISA made after a certain date may not be posted in this
fiscal year. This is their responsibility to make payments on
VISA, accordingly.
o
1099 Reporting will be done by VISA now
o
FHSD: Closes most cards at the end of May and requires
paperwork submitted before staff leaves for the summer.
Bare minimum of cards are left open for emergency
transactions only. All cards are closed for 3 weeks and
reopen July 1.
Vicky Frayne – Purchased Services Specialist
Francis Howell School District
vicky.frayne@fhsdschools.org
Kim Mulvaney – Controller
St. Joseph School District
kim.mulvaney@sjsd.k12.mo.us
Dawne Trokey – Accounts Payable/P-Card Coordinator
Meramec Valley R-III School District
dtrokey@mvr3.k12.mo.us
Patty Bedborough – Executive Director of Finance
Northwest R-I School District
pbedborough@nwr1.k12.mo.us