Tips and Tools for implementing and managing your p-Card ProgramIowa ASBO

March 2013

All p-Card programs are NOT alike!

What are Procurement Cards?

They look and operate similar to credit cards.

They do not carry a revolving line of credit.

Usage and authorization parameters can be reviewed and managed via the internet by district administration.

Only 3 Possible costs to participating school

Late fee ATM Charge – IF cash advance option is

selected Interest owed on any cash advance

Billing and Payment

Monthly Billing Statements –ONLINE ONLY

www.bmodetailsonline.com

Payment MethodsAutomated Clearing HouseCheck

NEW!

In order to provide ease and convenience, and also in keeping with our strong commitment to conserving the environment, we at BMO Spend & Payment Solutions have decided to make the corporate card program paperless to the maximum extent possible.

The Invoice Report is the first document, which is made completely paperless—this means you will stop receiving your Invoice Reports via fax and mail; instead, you will be provided access to electronic copies of your Invoice Reports in details Online.

The Invoice Report in the electronic format offers you the following benefits:

• Instant Access: View your Invoice Report 24 hours a day, 7 days a week.

• Print & Save: Print or save your Invoice Report on your computer.

• Email Notification: Receive an email notification when your Invoice Report is ready in details Online.

• Indefinite Archiving: Archive your Invoice Report indefinitely on your computer.

NEW!

p-Cards Should Not/Will Not

Eliminate all of the Purchase Orders a district uses – whether paper or electronic!

Change what you buyWho you buy fromWhen you buy

Please visit our Web site: www.illinois-pcard.com

Illinois ASBO p-Card Web site

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Application Documents

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Iowa Participating School Districts 2012 - 2013 Ankeny Community Schools Bellevue Community Schools Corwith Wesley CSD Davenport Community SD Des Moines Community Sch Dike-New Hartford CSD Dubuque Community School Essex CSD Gladbrook-Reinbeck CSD Harlan Community School District Howard-Winneshiek CSD Interstate 35 CSD Iowa Association Of School & Business Iowa City Comm Sch Dist Johnston Community School Keokuk CSD Louisa-Muscatine Community School District Mid Prairie SD Mt. Pleasant Community Schools Muscatine CSD Nashua-Plainfield Comm SD

Nevada Community School Nordaway Valley CSD North Iowa CSD North Polk CSD North Scott Community School District Rudd-Rockford-Marble Rock CSD South Tama County Comm SD Tipton CSD Valley Comm School Distr Wapello Community School District Waterloo Community SD Waukee CSD Waverly-Shell Rock Community Schools West Branch Community SD West Des Moines Com Sch D West Liberty Comm Sch Dis West Wood Community School District Western Dubuque CCSD Wilton Community School Woodbury Central Comm Sch

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Frequently Asked QuestionsAnd the answers!

What do I need to get started in the p-Card program? What is the rebate going to be? How do I know what my credit limit should be? How do I manage my p-Card accounts online? How do I order more cards? How do I increase/decrease

credit limits? How do I shut down a card? How do I upload my Chart of Accounts? How do I pull a list of specific vendor

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details Online Training Weekly Webinars

Mondays: 11:00 am EST

General Overview

Mondays: 1:00-3:00 pm EST

In Depth-Required for Admins.

Mondays: 3:00-4:00pm EST

Basic

Home Page

Procedure Manual

Samples on Website Policies and procedures for use Policies and procedures for MISuse Parts can be individualized Samples of paperwork Tutorials

Procedural Manual

IDEAS:

Overview of program

How to obtain a card

Guidelines for us

How to process card use

Consequences

Samples of paperwork

Online Capabilities (24/7)“details online”

Online Program Management Submit, approve, and cancel Card accounts Instant Account Activation Adjust spending limits/manage Cardmember profiles View Cardmember charges Change accounting information

Online Information Services View/Manage Program Information Access to Web reporting tools

Details Online

Getting Started Create New User/Change Password View User Change Credit Limits View or Print Statements Reports Set up Interface

Home Page

Instructions on how to set up GL

 

ADMIN >

SYSTEM SETUP >

CUSTOMIZE SYSTEM>

CHOOSE EN>

SELECT LANGUAGE

Instructions on how to set up GL

 ADMIN >

SYSTEM SETUP >

CUSTOMIZE SYSTEM>

CHOOSE EN>

SELECT LANGUAGE>

SYSTEM SETUP >

UPLOAD FILE

Growing your ProgramAnalyze your spending habits

Look at your check registry

Get cards into the people who are doing the spending Secretaries Buildings and Grounds/Maintenance High School Departments

Look at your big purchases Energy Transportation Food Books Technology

Manage Your Program Details Online  Run incentive programs with your rebate

Holly Wallace815.753.9083 (tel)815.753.9367 (fax)hwallace@iasbo.org