prince george county p-card journeyjami engel, › accounting supervisor › prince george county...
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Jami Engel rsaquo Accounting Supervisor rsaquo Prince George County ndash Almost 6 years
Project lead for P-Card Program
Have issued over 275 cards and provided employee training
Training for every employee that is issued a P-card rsaquo Re-training for expired cards
Card limits are based on department need and usage
Reinforce policy and procedures rsaquo Included procurement and internal controls
-
ndash
-
ndash
ndash
ndash
Works Report BOA Statement
Employee Makes
purchases
Department Heads Reviews
Transactions
Accounting Supervisor review Works and gathers
receipts
Procurement Officer
Sets up file in access to
import into ERP
AccountingClerk
Update invoice entry
Scan receipts
Finance Director
Final Approval
By Type
Total
$shy
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
EXPENSE MONTHLY
SUPPLIES TRAVEL
$139998038 Total
For 2016
Expenses - 37 rsaquo Invoices repairs etc
Monthly Bills ndash 32 rsaquo Verizon Wireless Cable bills Electric bills
Supplies ndash 25 rsaquo Daily operating Auto parts Office Supplies
Travel ndash 6 rsaquo Conference fees meals lodging
transportation
In 2016 we spent $139998038 with our p-cards
Almost 6000 transactions
With over 275 employees using cards (99 of our Fulltime employees have cards)
Faster and more simple rsaquo Less steps
Saves Money
Using our cards resulted in a savings of
about $418920
Rebate of $26000 for 2016
$373 Million Dollars 112012 ndash 272017
Rebate Transactions $3000000
6000 $2000000
4000 $10000002000
$shy0 2013 2014 2015 2016 2017
In Dollars
2013
2015
2017
$000 $50000000 $100000000 $150000000
Vendors are willing to work with us especially with good communication upfront
Pin amp Chip cards have been a learning process with vendors
It is easier and more efficient to have employees turn in receipts instead of scanning them into Works
On a rare occasion we are willing to pay a card transaction charge if a late fee is larger
More accountability with individual cards
Equipment Leasing Fleet Cost (outside of travel) Maintenance Contracts Medical Exams Pest Control Printing Uniforms
Still working on thishellipIt takes time
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
Training for every employee that is issued a P-card rsaquo Re-training for expired cards
Card limits are based on department need and usage
Reinforce policy and procedures rsaquo Included procurement and internal controls
-
ndash
-
ndash
ndash
ndash
Works Report BOA Statement
Employee Makes
purchases
Department Heads Reviews
Transactions
Accounting Supervisor review Works and gathers
receipts
Procurement Officer
Sets up file in access to
import into ERP
AccountingClerk
Update invoice entry
Scan receipts
Finance Director
Final Approval
By Type
Total
$shy
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
EXPENSE MONTHLY
SUPPLIES TRAVEL
$139998038 Total
For 2016
Expenses - 37 rsaquo Invoices repairs etc
Monthly Bills ndash 32 rsaquo Verizon Wireless Cable bills Electric bills
Supplies ndash 25 rsaquo Daily operating Auto parts Office Supplies
Travel ndash 6 rsaquo Conference fees meals lodging
transportation
In 2016 we spent $139998038 with our p-cards
Almost 6000 transactions
With over 275 employees using cards (99 of our Fulltime employees have cards)
Faster and more simple rsaquo Less steps
Saves Money
Using our cards resulted in a savings of
about $418920
Rebate of $26000 for 2016
$373 Million Dollars 112012 ndash 272017
Rebate Transactions $3000000
6000 $2000000
4000 $10000002000
$shy0 2013 2014 2015 2016 2017
In Dollars
2013
2015
2017
$000 $50000000 $100000000 $150000000
Vendors are willing to work with us especially with good communication upfront
Pin amp Chip cards have been a learning process with vendors
It is easier and more efficient to have employees turn in receipts instead of scanning them into Works
On a rare occasion we are willing to pay a card transaction charge if a late fee is larger
More accountability with individual cards
Equipment Leasing Fleet Cost (outside of travel) Maintenance Contracts Medical Exams Pest Control Printing Uniforms
Still working on thishellipIt takes time
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
-
ndash
-
ndash
ndash
ndash
Works Report BOA Statement
Employee Makes
purchases
Department Heads Reviews
Transactions
Accounting Supervisor review Works and gathers
receipts
Procurement Officer
Sets up file in access to
import into ERP
AccountingClerk
Update invoice entry
Scan receipts
Finance Director
Final Approval
By Type
Total
$shy
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
EXPENSE MONTHLY
SUPPLIES TRAVEL
$139998038 Total
For 2016
Expenses - 37 rsaquo Invoices repairs etc
Monthly Bills ndash 32 rsaquo Verizon Wireless Cable bills Electric bills
Supplies ndash 25 rsaquo Daily operating Auto parts Office Supplies
Travel ndash 6 rsaquo Conference fees meals lodging
transportation
In 2016 we spent $139998038 with our p-cards
Almost 6000 transactions
With over 275 employees using cards (99 of our Fulltime employees have cards)
Faster and more simple rsaquo Less steps
Saves Money
Using our cards resulted in a savings of
about $418920
Rebate of $26000 for 2016
$373 Million Dollars 112012 ndash 272017
Rebate Transactions $3000000
6000 $2000000
4000 $10000002000
$shy0 2013 2014 2015 2016 2017
In Dollars
2013
2015
2017
$000 $50000000 $100000000 $150000000
Vendors are willing to work with us especially with good communication upfront
Pin amp Chip cards have been a learning process with vendors
It is easier and more efficient to have employees turn in receipts instead of scanning them into Works
On a rare occasion we are willing to pay a card transaction charge if a late fee is larger
More accountability with individual cards
Equipment Leasing Fleet Cost (outside of travel) Maintenance Contracts Medical Exams Pest Control Printing Uniforms
Still working on thishellipIt takes time
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
By Type
Total
$shy
$10000000
$20000000
$30000000
$40000000
$50000000
$60000000
EXPENSE MONTHLY
SUPPLIES TRAVEL
$139998038 Total
For 2016
Expenses - 37 rsaquo Invoices repairs etc
Monthly Bills ndash 32 rsaquo Verizon Wireless Cable bills Electric bills
Supplies ndash 25 rsaquo Daily operating Auto parts Office Supplies
Travel ndash 6 rsaquo Conference fees meals lodging
transportation
In 2016 we spent $139998038 with our p-cards
Almost 6000 transactions
With over 275 employees using cards (99 of our Fulltime employees have cards)
Faster and more simple rsaquo Less steps
Saves Money
Using our cards resulted in a savings of
about $418920
Rebate of $26000 for 2016
$373 Million Dollars 112012 ndash 272017
Rebate Transactions $3000000
6000 $2000000
4000 $10000002000
$shy0 2013 2014 2015 2016 2017
In Dollars
2013
2015
2017
$000 $50000000 $100000000 $150000000
Vendors are willing to work with us especially with good communication upfront
Pin amp Chip cards have been a learning process with vendors
It is easier and more efficient to have employees turn in receipts instead of scanning them into Works
On a rare occasion we are willing to pay a card transaction charge if a late fee is larger
More accountability with individual cards
Equipment Leasing Fleet Cost (outside of travel) Maintenance Contracts Medical Exams Pest Control Printing Uniforms
Still working on thishellipIt takes time
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
Expenses - 37 rsaquo Invoices repairs etc
Monthly Bills ndash 32 rsaquo Verizon Wireless Cable bills Electric bills
Supplies ndash 25 rsaquo Daily operating Auto parts Office Supplies
Travel ndash 6 rsaquo Conference fees meals lodging
transportation
In 2016 we spent $139998038 with our p-cards
Almost 6000 transactions
With over 275 employees using cards (99 of our Fulltime employees have cards)
Faster and more simple rsaquo Less steps
Saves Money
Using our cards resulted in a savings of
about $418920
Rebate of $26000 for 2016
$373 Million Dollars 112012 ndash 272017
Rebate Transactions $3000000
6000 $2000000
4000 $10000002000
$shy0 2013 2014 2015 2016 2017
In Dollars
2013
2015
2017
$000 $50000000 $100000000 $150000000
Vendors are willing to work with us especially with good communication upfront
Pin amp Chip cards have been a learning process with vendors
It is easier and more efficient to have employees turn in receipts instead of scanning them into Works
On a rare occasion we are willing to pay a card transaction charge if a late fee is larger
More accountability with individual cards
Equipment Leasing Fleet Cost (outside of travel) Maintenance Contracts Medical Exams Pest Control Printing Uniforms
Still working on thishellipIt takes time
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
In 2016 we spent $139998038 with our p-cards
Almost 6000 transactions
With over 275 employees using cards (99 of our Fulltime employees have cards)
Faster and more simple rsaquo Less steps
Saves Money
Using our cards resulted in a savings of
about $418920
Rebate of $26000 for 2016
$373 Million Dollars 112012 ndash 272017
Rebate Transactions $3000000
6000 $2000000
4000 $10000002000
$shy0 2013 2014 2015 2016 2017
In Dollars
2013
2015
2017
$000 $50000000 $100000000 $150000000
Vendors are willing to work with us especially with good communication upfront
Pin amp Chip cards have been a learning process with vendors
It is easier and more efficient to have employees turn in receipts instead of scanning them into Works
On a rare occasion we are willing to pay a card transaction charge if a late fee is larger
More accountability with individual cards
Equipment Leasing Fleet Cost (outside of travel) Maintenance Contracts Medical Exams Pest Control Printing Uniforms
Still working on thishellipIt takes time
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
Faster and more simple rsaquo Less steps
Saves Money
Using our cards resulted in a savings of
about $418920
Rebate of $26000 for 2016
$373 Million Dollars 112012 ndash 272017
Rebate Transactions $3000000
6000 $2000000
4000 $10000002000
$shy0 2013 2014 2015 2016 2017
In Dollars
2013
2015
2017
$000 $50000000 $100000000 $150000000
Vendors are willing to work with us especially with good communication upfront
Pin amp Chip cards have been a learning process with vendors
It is easier and more efficient to have employees turn in receipts instead of scanning them into Works
On a rare occasion we are willing to pay a card transaction charge if a late fee is larger
More accountability with individual cards
Equipment Leasing Fleet Cost (outside of travel) Maintenance Contracts Medical Exams Pest Control Printing Uniforms
Still working on thishellipIt takes time
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
$373 Million Dollars 112012 ndash 272017
Rebate Transactions $3000000
6000 $2000000
4000 $10000002000
$shy0 2013 2014 2015 2016 2017
In Dollars
2013
2015
2017
$000 $50000000 $100000000 $150000000
Vendors are willing to work with us especially with good communication upfront
Pin amp Chip cards have been a learning process with vendors
It is easier and more efficient to have employees turn in receipts instead of scanning them into Works
On a rare occasion we are willing to pay a card transaction charge if a late fee is larger
More accountability with individual cards
Equipment Leasing Fleet Cost (outside of travel) Maintenance Contracts Medical Exams Pest Control Printing Uniforms
Still working on thishellipIt takes time
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
Rebate Transactions $3000000
6000 $2000000
4000 $10000002000
$shy0 2013 2014 2015 2016 2017
In Dollars
2013
2015
2017
$000 $50000000 $100000000 $150000000
Vendors are willing to work with us especially with good communication upfront
Pin amp Chip cards have been a learning process with vendors
It is easier and more efficient to have employees turn in receipts instead of scanning them into Works
On a rare occasion we are willing to pay a card transaction charge if a late fee is larger
More accountability with individual cards
Equipment Leasing Fleet Cost (outside of travel) Maintenance Contracts Medical Exams Pest Control Printing Uniforms
Still working on thishellipIt takes time
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
Vendors are willing to work with us especially with good communication upfront
Pin amp Chip cards have been a learning process with vendors
It is easier and more efficient to have employees turn in receipts instead of scanning them into Works
On a rare occasion we are willing to pay a card transaction charge if a late fee is larger
More accountability with individual cards
Equipment Leasing Fleet Cost (outside of travel) Maintenance Contracts Medical Exams Pest Control Printing Uniforms
Still working on thishellipIt takes time
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
Equipment Leasing Fleet Cost (outside of travel) Maintenance Contracts Medical Exams Pest Control Printing Uniforms
Still working on thishellipIt takes time
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
Why doesnrsquot everyone have the same limit
What if the vendor charges a fee
How do you determine per diem mea
What if I use my card on accident
What do I do if I suspect fraud
Questions for me
l rates
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