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)

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)

-

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)

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)

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)

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

$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

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