89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado Purchasing Card Electronic Tutorial and Quiz Lisa Steinbugl, C.P.M Senior Purchasing

89th Annual Meeting & ExpositionMarch 21 – 24, 2010Denver, Colorado

Purchasing Card Electronic Tutorial and Quiz

Lisa Steinbugl, C.P.MSenior Purchasing Agent/Pcard Coordinator

The Pennsylvania State University


Purchasing Card Program Statistics Program Overview Cardholder Training Online Tutorial and Quiz How We Did It Demo Questions

Agenda


Program implemented in 1996 PNC Bank/VISA card ≈8,000 Cardholders ≈400,000 Transactions Per Year ≈$80 Million Per Year, Combined Goods and Services

and Travel Purchases

Program Statistics


One card used for both goods and services and travel purchases

Transactions are routed by PNC Bank based on merchant category code (MCC)

Transactions with goods and services MCC’s are routed to IBIS (internal reconciliation system)

Transactions with travel MCC’s are routed to Penn State’s Employee Reimbursement System (ERS)

Program Overview


Goods and Serviceso Maximum limits are $2,000 per

transaction/$18,000 per day/$18,000 per cycleo Cardholder must turn in signed receipt

along with signed Purchasing Card Support Form for each purchase

o Transactions are reconciled by a designated Reconciler in each department

o Ensures that a second person reviews every purchase

Program Overview


TraveloMaximum limits are $3,000 per

transaction/$20,000 per day/$20,000 per cycleo Transactions are sent by PNC Bank to ERS for

reconciliation by department reconcilers.o Cardholders must sign electronic agreement

stating that any non-reimbursable transactions will be deducted from their paycheck

Program Overview


Employees attended session at Purchasing building to learn about the pcard policies

o Not very effectiveo Difficult to coordinateo Constant training of new employeeso “I already know how to use a credit card!”

First Cardholder Training


Video recorded by Pcard CoordinatorPcard Coordinator did a small introduction

followed by the videoo Employees still had to attend session at

Purchasingo Still difficult to coordinate oReading, Sleeping, etc. once video started

playing

Second Cardholder Training


Employees login to training site via a link from Purchasing Card website

Review cardholder agreement Choose whether they want a card for goods and

services, travel, or both Read tutorial Take quiz Electronically sign cardholder agreement (must sign

agreement to submit quiz)

Online Tutorial and Quiz (3rd Time’s a Charm!)


Results are emailed to user and to the Financial Officer (passing scores only)

Must get 18 out of 20 questions correct to pass

Users may take quiz as many times as needed to pass

Results are recorded in database for Purchasing

Online Tutorial and Quiz


Purchasing along with help from Controller’s Office wrote approximately 100 different questions with multiple choice or True/False answers

Enlisted help of PSU faculty to help write tutorial

Wanted questions to be clear, not confusing

Each time the user logs in, 20 different questions are presented

How did we do it?


Users can login anywhere, anytime (24/7 access)

User, date and which quiz was passed are recorded along with the electronically signed cardholder agreement. Records are kept from the inception of the pcard program to present

Purchasing periodically reviews the quiz and questions to ensure accuracy

Questions with historic high error rates are thrown out if deemed to be confusing or tricky



Tutorial and Quiz may be used as a refresher

Some Financial Officers suspend card until quiz is passed if the card is misused

Tutorial can also be used as reference material



Online Tutorial and Quiz Demo

Documents

89 th Annual Meeting & Exposition March 21 – 24, 2010 Denver, Colorado Purchasing Card Electronic Tutorial and Quiz Lisa Steinbugl, C.P.M Senior Purchasing