The Unvarnished Truth

Adventures of a P-Card Administrator

CLV Card Program

Est. 1998 Using present supplier since Spring

2009 Total cardholders – 281 FY 2012 projected spend: $2.5M Percent of small dollar (under

$1,000) purchases made with P-Card – 83%

Why P-Card? To eliminate the need for

petty cash – helps prevent theft, errors

To exercise better control over expenses

Quicker and more efficient than purchase orders for low dollar purchases

Cost savings from shorter processing time

Rebates help offset program costs

How We Do the Things We Do

P-Card Administration Team State of the art software Thorough training Multiple layers of approval for P-Card

transactions to keep honest people honest

Strike program

Our Team!

P-Card Administrator - Purchasing

Accounting Operations

Computer Trainer - IT

City Auditor’s Office

Technology is a Good Thing Banks are banks but choosing the right

technology for your needs is key to the program’s success

Features to look for: Ease of use – a user-friendly system will make for a

smooth transition and a minimum of complaining by cardholders, reconcilers, etc.

Reporting – a good system will include ad-hoc reporting capabilities so that you (and your Finance and Audit departments) can report on cardholder activity by cardholder, division, department, merchant, transaction type, date, billing cycle, etc.

The ability to order and cancel cards online, change limits and MCC groups real-time

Training Training held quarterly All cardholders must take training

class prior to receiving their card Training also required for reconcilers

and approvers Four-part training – Rules, Accounting

Procedure, Fraud and Accountability, and Use of ActivePay software

I Approve! Multi-level approval guards against fraud Cardholders must sign Expense Log

accepting responsibility for their charges Approvers must be Manager level and

above and must physically sign Expense Log accepting responsibility for legitimacy of expenses

Accounting Services spot checks for issues PA spot checks for violations of policy and

procedure

Just Like Baseball… Strikes are given for violations of

policy and procedure Strikes remain on record for one year Three strikes in a rolling one year

period and card is lost for one year Card must be reapplied for and

training retaken if card is to be reissued

Starting Your Program Allow at least four months for implementation CLV Implementation Team: IT, Accounting,

Purchasing Weekly Calls with P-Card Supplier Received cards three weeks ahead of go-live Four days of training for trainers week prior to go-

live First training for cardholders – week of

distribution Nine training sessions during initial month Deactivation of any cardholders, reconcilers or

approvers not trained during the implementation period

Yes, It’s Almost OverThanks for your kind attention… any

questions?

Niki Johns Gomoluh Purchasing Card

AdministratorCity of Las Vegas495 South Main StreetLas Vegas, NV 89101

(702) 229-6020ngomoluh@lasvegasnevada.g

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