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Resolution 2012-05

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Resolution 2012-05 SITKA SCHOOL DISTRICT www.ssd.k12.ak.us TO: Steve Bradshaw, Superintendent School Board Members FROM: David Arp, Business Manager DATE: June 13, 2012 RE: Purchase Cards One of the most difficult parts of managing purchasing in a District of our size (not really small, but not really large either) is balancing convenience and controls. The District’s current purchasing process is a hybrid. Most of the purchases are done through the District business office via the requisition system and the rest are handled by an individual building or program with each Principal or Director having a credit card with a $5,000 limit. As the Business Manager, I consistently receive requests for credit cards with higher limits on them as $5,000 is not that much buying power. On the surface this seems to be a simple request but it changes completely when you balance it with our needs for internal process and controls. One of the key internal control requirements is to have more than one person review and sign off on every purchase. Since there is a delay of up to a month or more between when a credit card purchase is made and anyone outside of the purchaser reviews it, there is a window created where malfeasance can happen. The more cards issued and the higher the credit card limits, the greater the risk the District is subjected to on an organizational level. All of that said, given the digital age and product availability through the internet, I am sympathetic to the need our Administrators have for purchasing flexibility. One elegant solution to meeting both our internal control requirements and the flexibility needs of our Administrators is to make use of procurement cards, also known as p- cards. In simple terms p-cards are internally managed credit cards. Such a program provides the District the ability to authorize the number, the limits, types of purchases allowed, and to dynamically change any of those categories as needed. It also automates much of the requisition process reducing the number of checks and time entering requisitions creating new efficiencies in the purchasing process. This type of solution is exactly what the District needs to help balance its need for controls while providing more convenience to our Administrators. One of the benefits of the District’s membership in the Alaska Association of School Business Officials (ALASBO) and International Association of School Business officials (ASBO) is that it provides access to the Illinois ASBO (IASBO) p-Card program. This program was designed by school business officials and is vetted via RFP process by the IASBO group. There is no cost to the District and it provides a reimbursement of a little less than 1% on every purchase. Included with this memorandum are copies of some literature that describe in more detail what p-cards are and benefits of choosing the IASBO program. Other bank programs were also reviewed (Wells Fargo, US Bank) but none were as inexpensive to use or designed to work specifically with school districts like the IASBO program. It is the Administrations recommendation that the School Board approve Resolution No. 2012-05 and authorize the Superintendent to enter into an agreement with the Bank of Montreal for the provision of procurement cards. "Educating Today's Children to Become Tomorrow's Leaders" SITKA SCHOOL DISTRICT www.sitkaschools.org RESOLUTION OF THE SITKA SCHOOL BOARD OF EDUCTION Resolution No. 2012-05 AUTHORIZING THE ISSUANCE OF INDIVIDUAL PROCUREMENT CARDS WHEREAS, the Sitka School District Board would like to enter into an arrangement with the Bank of Montreal for the provision of purchasing cards; and, WHEREAS, the Sitka School District Board has the authority to enter into an agreement with the Bank of Montreal for purchasing cards. NOW, THEREFORE, BE IT RESOLVED by the Sitka School District Board that the President of the Board is authorized to enter into an Agreement with the Bank of Montreal to secure Procurement Cards for each authorized employee of the school district under the terms and conditions set forth in Board Policy as approved by the Board. The School Board authorizes the Superintendent, or designee, to execute a “p-Card” program agreement on its behalf. Passed and Approved on __________________________. Ayes _______ Nays _______ ________________________________________ Lon D. Garrison, President "Educating Today's Children to Become Tomorrow's Leaders" What is a p-Card? For most people the description of a p-Card system makes it sound like it is nothing more than a fancy name or marketing ploy for a credit card. While all of us have had experience with credit cards and debit cards our experience is not much more than making purchases, receiving the monthly bill and paying the bill by a certain deadline either by check or electronically on-line. In most cases, the card holder can access their current charges and transaction on a 24/7 basis. Most of the operating parameters of the card are dictated by the issuing bank. True p-Card programs carry some significant differences-keeping in mind that all p-Card programs are NOT created equal. Most of the p-Card features described in the following reflects features of the MASBO/Illinois ASBO p-Card partnership. Other p-Card systems may be similar or very different. Each system should be evaluated based on the needs of the district. Here are some important features: − The plastic works the same as a credit card. − A p-Card does not have a revolving payment capability. − When individual credit cards are created by the bank, the bank establishes the credit limit for each card. − In a state-of-the-art p-Card system, the bank and school district work together to establish the credit limit for the district. The district then allocates a portion of that credit to each card holder according to the interests and needs of the district. This can be changed on-line by the district on a 24/7 basis. − The p-Card system is interactive i.e. it is administrated and managed by local district administration and all that is needed is an internet connection. This partnership provides continuous training at no cost to the district. − The “interactive” feature of the MASBO/Illinois ASBO partnership is the management information system called Details Online which allows the district to process district transaction in total or in district determined parts. Up to 3 years of data is accessible to the district to generate 80+ different reports if the district has the need. Data over 36 months old is archived and accessible if needed. The power to mine your data to drive future decision making as opposed to simply getting and paying a bill is the significant difference between p-Card programs and p-Card systems and credit card programs. − Customized cards, rather than a credit card that would give an employee access to a product, services or a business that accepts the card. A p-card can be programmed to limit the size of transactions, where a person can charge and specifically what can be purchased. The internal controls are significantly improved since school personnel can view 24/7 the activities on every card. − Rebates. While there are credit cards that can only be used at a specific store and that store might offer a refund of a certain percentage. A group card may offer a rebate if the group is large enough in terms of number of charges and total dollar value of the charges. In the MASBO/Illinois ASBO partnership the rebate is calculated regardless of where the card is used and the rebate is based on the aggregate value of all charges. Small districts earn the same rate of rebate as large school districts. − Fraud protection offered by credit card companies may differ significantly from a p-Card system as well as how disputed charges are processed. The p-Card system that best meets the needs of your school district will be a matter of personal analysis. Now is the time to streamline your procure pay system. Even though budgets are tight, you will still spend a lot of money this year. It is imperative to be as efficient and effective in how you spend this money as you can. P-Cards can definitely help. Want to learn more-go to http://www.illinois-pcard.com . Illinois ASBO/ALASBO Procurement Card • The Illinois ASBO p-card program is the largest public p-card program in the nation and is customized to the needs of school districts • ALASBO and 12 other ASBO state affiliates have MOU’s with Illinois ASBO to participate in the p-card program • Nearly 500 school districts nationwide participate; in Alaska: o ALASBO o Juneau School District o Kenai Peninsula Borough School District o Ketchikan Gateway Borough School District o Kodiak Island Borough School District o Lake & Peninsula Borough School District o Matanuska-Susitna Borough School District o North Slope Borough School District o Northwest Arctic Borough School District o Wrangell Public Schools • Card administration and rebate calculation is much simpler than in other comparable programs o Mastercards are issued by BMO/Harris Bank o NO fees; unlimited cards for people or departments o Online administration – Details Online software o 7, 14, 21 or 27 day statement pay cycle o Upload of account code information from Details Online to GL o Rebate calculated in June through Illinois ASBO • Program rebates increase with total sales volume; for the period May 2009 – April 2010, the total volume was nearly $123 million, generating $1.3 million in rebates • For Alaskan districts, volumes have been steadily increasing: o May 08 – Apr 09 - $2.8 million; $22k rebate to districts o May 09 – Apr 10 - $7.5 million; $58k rebate to districts o May 10 – Jan 11 (9 mo.) - $6.8 million • Some of the main benefits Alaskan districts have realized o Fewer PO’s and checks; consultants estimate a cost of $100/PO o Automated management of purchasing limits through Details Online o Management of travel expenses o Significant rebates, especially when utility bills can be charged • Program originated with an RFP by Illinois ASBO about nine years ago.
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