by: mike arnold – havre public schools teresa cornell – harlem public schools brigette clark...

GOT P-Cards?By:

Mike Arnold – Havre Public Schools

Teresa Cornell – Harlem Public Schools

Brigette Clark – Geraldine Public Schools

P-Cards in our schoolsWhere do I get started

1.Contact Denise Ulberg at MASBO Office (406)443-0631

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 schoolsWhere do I get started

5.Board must adopt policy (MTSBA Policy7400) Financial Management.

6.Must adopt p-card procedures

Forms Attached

FORMS – Samples Attached1. P-Card agreement

forms

2. P-Card check out sheet

3. P-Card Authorization form

4. P-Card Cardholder Spreadsheet

ACH vs CHECK• ACH vs Check Process

- Will County Process

- Run through Petty Cash Fund

- Check Process

MISCELLANEOUSTo 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.bmodetailsonline.com

Procedures to print off statements

1. Click on Reports

2. Click on Billings/Reconciliation

Procedures to print off statements

3. Click on Detail Billing

4. Enter Report Month/Year & Submit

Procedures to print off statements

5. New screen pops up, select download.

6. Select PDF, All and view report.

Procedures to print off statements

7. A new screen pops up with your report. Selct print then all.

How to Change AccountBalances on Line

How to Change AccountBalances on Line

How to Change AccountBalances on Line

Anything you type in the “Instructions Box” will hold up your request and send it to a

client services rep for review.

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.