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Caswell County Schools P-Card Training

Teacher TrainingTeacher Training

Caswell CountySchools

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Caswell County Schools P-Card Training

P-Card Teacher TrainingCompletion of this online training is mandatory for Cardholders, P-Card

Coordinators, and Cardholder Managers every year before anyone will be allowed to

obtain or use a…

PProcurement rocurement CardCard

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Caswell County Schools P-Card Training

P-Card Teacher Training

The Caswell County Schools Procurement Card, also known as P-Card, is a

valuable tool for quickly and efficiently purchasing and

paying for small-dollar expenditures.

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Caswell County Schools P-Card Training

P-Card Teacher Training

DEFINITIONS

What is a P-Card?– A VISA credit card issued by SunTrust Bank

Who is a Cardholder? – Any individual employee who has been issued a P-Card.

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Caswell County Schools P-Card Training

P-Card Teacher Training

DEFINITIONSWhat are Teacher P-Cards?– P-Cards embossed with the Teacher’s name.

Only CCS employees may use these cards with proper CCS identification.

Who is a P-Card Coordinator? – The employee responsible for overseeing card

activity and reviewing transactions in SunTrust’s Enterprise Spend Program (ESP). Generally, it’s the School Treasurer in a school and the Administrative Assistant in a department.

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Caswell County Schools P-Card Training

P-Card Teacher Training

DEFINITIONSWho is the Cardholder Manager?– For purposes of the P-Card, this refers to

the: Principal or Director with budgetary authority for the unit.

Who is the P-Card Manager?– The Finance Department representative

responsible for the P-Card program.

For more specific information, go to the CCS Finance websitehttp://www.caswell.k12.nc.us/?DivisionID=4503&ToggleSideNav=

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Caswell County Schools P-Card Training

P-Card Teacher Training

INTRODUCTIONHow does the P-Card function?

Just like a credit card, but with the limitations of a debit card.

QQualified purchases are made without the need for a requisition or purchase order.

In ISIS, the P-Card has the characteristics of a blanket purchase order.

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Caswell County Schools P-Card Training

P-Card Teacher Training

Using your P-CardSpending Limits

• Per Transaction $$$ Limit

- The CCS Teacher P-Cards have a maximum limit on any single P-Card purchase is $100.

- The CCS Teacher P-Cards will be declined if the transaction total is greater than $100.

- Limits also include sales tax & shipping charges.

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Caswell County Schools P-Card Training

P-Card Teacher Training

Using your P-CardSpending Limits

• Other Limitations - Purchases are limited to only classroom

supplies and materials.- If a purchase is questionable for this

category please get approval from your Principal before making the purchase.

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Caswell County Schools P-Card Training

P-Card Teacher Training

Using your P-CardSpending Limits

• Other Limitations - The $100 must be used by December

31st or it will be returned to the school for spending at the Principal’s discretion.

- Inappropriate purchases will have to be reimbursed.

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Caswell County Schools P-Card Training

P-Card Teacher Training

Using your P-CardPurchasing Guidelines

• Be sure to have your CCS Employee ID in case it is required.

• Confirm the vendor accepts VISA.• Always obtain receipts for merchandise

purchased.• Turn in receipts to the P-Card Coordinator

within 2 days of your purchase.

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Caswell County Schools P-Card Training

P-Card Teacher TrainingCardholder

ResponsibilitiesProtection of Card• Cardholder must protect the

security of P-Cards and the P-Card numbers at all times.

• If the card is lost or stolen, immediately call SunTrust Bank at: 1 (800) 836-8562

• Cardholder must notify P-Card Manager in writing ASAP.

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Caswell County Schools P-Card Training

P-Card Teacher TrainingCardholder

ResponsibilitiesLimitations

It is the Cardholder’s responsibility to ensure the availability of funds before making purchases.

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Caswell County Schools P-Card Training

P-Card Teacher TrainingRestricted PurchasesViolations & Suspensions

Any purchase of restricted or prohibited items will result in a P-Card Violation Warning and/or suspension of P-Card privileges. Serious infractions may result in termination and/or criminal prosecution.

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Caswell County Schools P-Card Training

P-Card Teacher TrainingDocumentation

If NO documentation is received:

• Make a photocopy of the catalog page or computer screen showing:– The items purchased and price

• Attach the Missing Documentation Form (see image on the next page).

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Caswell County Schools P-Card Training

P-Card Teacher TrainingDocumentation

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Caswell County Schools P-Card Training

P-Card Teacher TrainingTraining Completion

Form

Congratulations!!!!!Congratulations!!!!!Please complete the Purchasing Card Please complete the Purchasing Card

Training Completion & Cardholder Training Completion & Cardholder Agreement Forms and turn them in Agreement Forms and turn them in to your School Treasurer as soon a to your School Treasurer as soon a

possible.possible.