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Transcript of BACKNEXT Caswell County Schools P-Card Training Online Training Caswell County Schools.
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Caswell County Schools P-Card Training
Online TrainingOnline Training
Caswell CountySchools
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Caswell County Schools P-Card Training
About this Online Training…
1. You may progress through the presentation by using the mouse to click on the NEXT button.
2. To EXIT the training at any time, press ESC. 3. Complete information regarding the P-Card
program and its associated Forms may be obtained from the Finance section on the CCS website. (http://www.caswell.k12.nc.us)
If you have any QUESTIONS, please call the Finance Department at (336) 694-4116.
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Caswell County Schools P-Card Training
P-Card Online TrainingCompletion of this online training is mandatory for Cardholders, P-Card
Coordinators, and Cardholder Managers every year before anyone will be allowed to
obtain or use a…
PProcurement rocurement CardCard
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Caswell County Schools P-Card Training
P-Card Online Training
The Caswell County Schools Procurement Card, also known as P-Card, is a
valuable tool for quickly and efficiently purchasing and
paying for small-dollar expenditures.
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Caswell County Schools P-Card Training
P-Card Online TrainingOVERVIEW
There are 8 chapters that must be completed.– Chapter 1: Definitions & General Information– Chapter 2: Using your P-Card– Chapter 3: Cardholder Responsibilities– Chapter 4: Coordinator & Cardholder Manager
Responsibilities– Chapter 5: Allowable Purchases & Restrictions– Chapter 6: Returns/ Disputes– Chapter 7: Documentation– Chapter 8: Other Information and Completion
Form
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Caswell County Schools P-Card Training
Definitions & General Definitions & General InformationInformation
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Caswell County Schools P-Card Training
P-Card Online Training
DEFINITIONS
What is a P-Card?– A VISA credit card issued by SunTrust Bank
Who is a Cardholder? – Any individual employee who has been issued a P-Card.
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Caswell County Schools P-Card Training
P-Card Online Training
DEFINITIONSWhat are School & Department P-Cards?– P-Cards embossed with the school or
department name. Only CCS employees may use these cards with proper CCS identification.
Who is a P-Card Coordinator? – The employee responsible for overseeing card
activity and reviewing transactions in SunTrust’s Enterprise Spend Program (ESP). Generally, it’s the School Treasurer in a school and the Administrative Assistant in a department.
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Caswell County Schools P-Card Training
P-Card Online Training
DEFINITIONSWho is the Cardholder Manager?– For purposes of the P-Card, this refers to
the: Principal or Director with budgetary authority for the unit.
Who is the P-Card Manager?– The Finance Department representative
responsible for the P-Card program.
For more specific information, go to the CCS Finance websitehttp://www.caswell.k12.nc.us/?DivisionID=4503&ToggleSideNav=
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Caswell County Schools P-Card Training
P-Card Online Training
INTRODUCTIONHow does the P-Card function?
Just like a credit card, but with the limitations of a debit card.
QQualified purchases are made without the need for a requisition or purchase order.
In ISIS, the P-Card has the characteristics of a blanket purchase order.
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Caswell County Schools P-Card Training
P-Card Online TrainingIMPORTANT BILLING
INFORMATION What is the statement billing address?
- The school or department physical location.
What is the billing telephone number? – The main phone number of the school
or department.
(Either or both may be requested by vendors for phone orders)
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Caswell County Schools P-Card Training
P-Card Online TrainingIMPORTANT BILLING
INFORMATION
What is the Billing Cycle?– Set by SunTrust Bank and runs from the 3rd day
of one month to the 2nd day of the next month.
What is the Cycle Cutoff date?– The last date of the billing cycle.– Please consult the P-Card Calendar for the
specific dates each month.
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Caswell County Schools P-Card Training
Using Your P-CardUsing Your P-Card
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Caswell County Schools P-Card Training
P-Card Online Training
Using your P-CardSpending Limits
• Per Transaction $$$ Limit
- The CCS School & Department maximum limit on any single P-Card purchase is $ 1,000.
- The CCS Transportation maximum limit on any single P-Card purchase is will depend on the purchase.
- Limits also include sales tax & shipping charges.
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Caswell County Schools P-Card Training
P-Card Online Training
Using your P-Card
Spending LimitsMonthly $$$ Limits - Varies from card to card
depending on budgeted amounts.
- Cannot spend more than the remaining amount encumbered on the P-Card purchase order.
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P-Card Online Training
Using your P-CardSpending Limits
• Other Limitations - Purchases are subject to budget code
limitations because each P-Card is associated to a specific budget codes.
- If a purchase is questionable for a budget code please get approval from the Finance Department before making the purchase.
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P-Card Online Training
Using your P-CardSpending Limits
• Other Limitations - Do not make more than $1,000 in daily
purchases from the same vendor.- Do not split similar item purchases to
circumvent CCS Purchasing Policy.- Exceptions must be approved in
advance by Finance.
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Caswell County Schools P-Card Training
P-Card Online Training
Using your P-CardPurchasing Guidelines
• Identify yourself as a CCS Employee. • Confirm the vendor accepts VISA.• Confirm pricing, availability, and
specifications of the order.• All packages/packing slips must identify
the name of the School or Department embossed on the card.
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Caswell County Schools P-Card Training
P-Card Online Training
Using your P-CardInternet Purchases
• Always use a secure web browser. • Always obtain receipts. Examples are
screen print of orders, email confirmations, and shipping documents.
• Use vendors that are reputable.
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P-Card Online Training
Using your P-CardSales Tax
• CCS Purchases are not exempt from NC sales tax, HOWEVER, you may pay taxes at different rates.
• Be sure the Sales Tax on the receipt is recorded in SunTrust when the transaction is reviewed.
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Caswell County Schools P-Card Training
Cardholder Cardholder ResponsibilitiesResponsibilities
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Caswell County Schools P-Card Training
P-Card Online TrainingCardholder
ResponsibilitiesObtain the Best Value
• Cardholder must utilize the lowest price based upon requirements, quality, and availability to obtain the maximum value for each dollar expended.
and….
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Caswell County Schools P-Card Training
P-Card Online TrainingCardholder
ResponsibilitiesObtain the Best ValueCardholder should also…
– Vary Suppliers(i.e., spread purchases among many suppliers including: small, minority, and women-owned businesses)
– Ensure that the price is fair and reasonable.
– Consult with the Finance Department for items on state contract.
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Caswell County Schools P-Card Training
P-Card Online TrainingCardholder
ResponsibilitiesProtection of Card• Cardholder must protect the
security of P-Cards and the P-Card numbers at all times.
• If the card is lost or stolen, immediately call SunTrust Bank at: 1 (800) 836-8562
• Cardholder must notify P-Card Manager in writing ASAP.
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Caswell County Schools P-Card Training
P-Card Online TrainingCardholder
ResponsibilitiesLimitations
It is the Cardholder’s responsibility to ensure the availability of funds before making purchases.
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Caswell County Schools P-Card Training
P-Card Online TrainingCardholder
ResponsibilitiesLimitations
It is the Cardholder’s responsibility to ensure that prohibited items are not procured with the P-Card.
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Caswell County Schools P-Card Training
P-Card Online TrainingCardholder
Responsibilities
Limitations• Personal Gains
– Cardholder must not make P-Card purchases from friends or relatives where cardholder has a financial interest.
– Cardholder must not accept any gift or gratuity that appears to influence decision making regarding P-Card purchases.
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Caswell County Schools P-Card Training
Coordinator & Manager Coordinator & Manager ResponsibilitiesResponsibilities
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Caswell County Schools P-Card Training
P-Card Online TrainingCoordinator
ResponsibilitiesP-Card Coordinator Main Duties
• Review Cardholder transactions in SunTrust ESP.
• Reconcile, approve, and retain all P-Card documentation.
• Custodian of School or Department P-Card(s).
• Main contact person for all card users.
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Caswell County Schools P-Card Training
P-Card Online TrainingCoordinator
ResponsibilitiesHow does a P-Card Coordinator get
access to SunTrust ESP?– Obtain a User ID & Temporary
Password from the P-Card Manager. – Using Internet Explorer, Login to the
SunTrust ESP website at: https://enterprisespendplatform.suntrust.com
– Save the website into your Favorites for faster access.
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Caswell County Schools P-Card Training
P-Card Online TrainingCoordinator
ResponsibilitiesHow do you review & approve
transactions in the SunTrust ESP website?– Step-by-Step instructions are found in P-
Card Coordinator’s Tutorial located on the P-Card website.
– The tutorial also explains how to use the SunTrust ESP Program to track transactions and card balances.
– The next slide shows an image of the page
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Caswell County Schools P-Card Training
P-Card Online TrainingCoordinator
Responsibilities
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Caswell County Schools P-Card Training
P-Card Online TrainingCoordinator
ResponsibilitiesHow does money get added to or
taken away from the P-Card?– Download an Encumbrance Request
Form at the P-Card website. – Fill out out the yellow-shaded areas.– Transfers can only be whole dollars.– Save the form to your hard drive.– Follow the directions at the top of the
form.
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Caswell County Schools P-Card Training
P-Card Online TrainingCoordinator
Responsibilities
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Caswell County Schools P-Card Training
P-Card Online TrainingManager
ResponsibilitiesCardholder Manager Main Duties
• Approve Cardholders & assigns Coordinator.
• Approve billing statements & transaction reports.
• Responsible for all aspects of the program in the absence of a Coordinator.
• Notify P-Card Manager of changes in Coordinator.
• Ensure timely adherence to program dates.
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Caswell County Schools P-Card Training
P-Card Online TrainingCoordinator & Manager
Responsibilities
Tips for avoiding P-Card Violations
• Review daily. • Reconcile monthly.• Submit reports timely.• Pay attention to
details.
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Caswell County Schools P-Card Training
Allowable & Restricted Allowable & Restricted PurchasesPurchases
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Caswell County Schools P-Card Training
P-Card Online TrainingAllowable Purchases
Budget Code Limitations:
• Only allowable purchases for the budget codes attached to the P-Card.
• Object codes associated with P-Cards are: 311, 312, 326, 411, 414, 418, 422, 423, 424, 425, 459, 461, & 462.
• Please contact Finance for specific items that can be purchased from these budget codes.
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Caswell County Schools P-Card Training
P-Card Online TrainingAllowable Purchases
Food Purchases:Only allowable from 312, 411, & 459. • Departments: Food purchases are
allowed. Food purchases must be pre-approved through Finance. (see form)
• Schools: Food purchased from 411 must be for instructional purposes & approved by the Cardholder Manager.
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Caswell County Schools P-Card Training
P-Card Online TrainingAllowable Purchases
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Caswell County Schools P-Card Training
P-Card Online TrainingRestricted Purchases
Merchant Restrictions:• Generally, P-Cards cannot be
used at the following merchants:– Hotels (except in special cases)– Restaurants & Caterers– Travel (airlines, autos, railroads)– Fuel Stations– Banks & ATMs
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Caswell County Schools P-Card Training
P-Card Online TrainingRestricted Purchases
Commodity Restrictions:• P-Cards cannot be used for the
following commodities unless pre-approval is given:
– Furniture (chairs, tables, desks, etc.)
– Computer systems & Printers over $250
– Audio Visual Equipment over $250
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Caswell County Schools P-Card Training
P-Card Online TrainingRestricted Purchases
Prohibited Purchases:• P-Cards cannot be used for the
following transactions:– Anything personal in nature– Cash Advances– Gifts cards for employees– Cell phone Services
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Caswell County Schools P-Card Training
P-Card Online TrainingRestricted PurchasesViolations & Suspensions
Any purchase of restricted or prohibited items will result in a P-Card Violation Warning and/or suspension of P-Card privileges. Serious infractions may result in termination and/or criminal prosecution.
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Caswell County Schools P-Card Training
Returns & DisputesReturns & Disputes
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Caswell County Schools P-Card Training
P-Card Online TrainingP-Card Returns
Request the following from the vendor:
• An address to ship to.
• A return authorization number.
• A credit be issued to the P-Card.
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Caswell County Schools P-Card Training
P-Card Online TrainingP-Card Returns
P-Card Coordinator actions:
• Document what items have been returned in SunTrust ESP.
• Inform the appropriate people involved in the transaction.
• Review the credit in SunTrust ESP when posted.
• Verify the credit is on the SunTrust Billing Statement.
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P-Card DisputesDispute Process
1.1. Contact supplier and make at least 3 attempts to Contact supplier and make at least 3 attempts to resolve the problem. You are allowed resolve the problem. You are allowed 30 days30 days from from transaction posting to dispute the charge. transaction posting to dispute the charge.
2.2. Document all communications on the monthly Document all communications on the monthly statement (or attached to it) including:statement (or attached to it) including:
DatesPersons involvedBrief statement of the problem
3.3. If unable to resolve with the vendor, send the P-Card If unable to resolve with the vendor, send the P-Card Dispute Form and documentation to the P-Card Dispute Form and documentation to the P-Card Manager and maintain a copy for your records.Manager and maintain a copy for your records.
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P-Card Online Training
P-Card Disputes
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Caswell County Schools P-Card Training
DocumentationDocumentation
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Caswell County Schools P-Card Training
P-Card Online TrainingDocumentation
Tips for maintaining proper documentation:
• Retain all receipts, packing slips, or any other documents you receive for an order.
• Attach transaction reports and documentation to the monthly billing statement.
• Keep separate folders for each P-Card.• Explain any problems with an order in SunTrust ESP.
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Caswell County Schools P-Card Training
P-Card Online TrainingDocumentation
If NO documentation is received:
• Make a photocopy of the catalog page or computer screen showing:– The items purchased and price
• Attach the Missing Documentation Form (see image on the next page).
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Caswell County Schools P-Card Training
P-Card Online TrainingDocumentation
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P-Card Online Training
DocumentationInternet/Telephone Purchases
• Request a receipt be included with the shipment.
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Caswell County Schools P-Card Training
P-Card Online TrainingDocumentation
• EACHEACH transaction must transaction must be recorded on the be recorded on the appropriate appropriate P-Card P-Card LedgerLedger..
• A A P-Card LedgerP-Card Ledger is is required to be required to be maintained on each P-maintained on each P-Card for auditing Card for auditing purposes.purposes.
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Caswell County Schools P-Card Training
P-Card Online TrainingDocumentation
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Caswell County Schools P-Card Training
P-Card Online TrainingDocumentation
• EVERY TIMEEVERY TIME a P-Card is a P-Card is taken from the P-Card taken from the P-Card Coordinator’s work area Coordinator’s work area it must be signed out it must be signed out and signed back in on and signed back in on the appropriate the appropriate P-Card P-Card LogLog..
• Each P-Card must have Each P-Card must have its own its own P-Card LogP-Card Log..
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Caswell County Schools P-Card Training
P-Card Online TrainingDocumentation
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Caswell County Schools P-Card Training
P-Card Online TrainingDocumentation
• The P-Card Ledger spreadsheet contains a Reconciliation Form for each P-Card.
• It is required that your P-Card be reconciled monthly.
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Caswell County Schools P-Card Training
P-Card Online TrainingDocumentation
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Caswell County Schools P-Card Training
Other Information & Other Information & Completion FormCompletion Form
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Caswell County Schools P-Card Training
P-Card Online TrainingOther Information
Card Renewals: • Renewal Cards are sent directly to
the P-Card Manager:– An email is sent to P-Card Coordinator
once cards are ready to be picked up.– All cards must be picked up in person
from the Purchasing Department.– Contact P-Card Manager if not received
2 weeks before the expiration date.
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Caswell County Schools P-Card Training
P-Card Online TrainingOther Information
Card Replacements: • Send email to the P-Card Manager
requesting a replacement:– An email is sent to P-Card Coordinator
once cards are ready to be picked up.– All cards must be picked up in person
from the Purchasing Department.– Replacements can take as long as 3
weeks to receive.
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Caswell County Schools P-Card Training
P-Card Online TrainingOther Information
Card Cancellation: • Send email to the P-Card Manager
requesting the card be cancelled:– An email is sent to P-Card Coordinator once
cards are cancelled.– All cancelled cards must be turned in to the
Purchasing Department.– All cards must have a zero balance in order
to be cancelled.– Complete the Employee Notification
Cancellation Letter
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Caswell County Schools P-Card Training
P-Card Online TrainingOther Information
5 Types of P-Card Violations: • Failure to Review or provide
documentation on time• Lack of documentation• Splitting transactions to
circumvent card limits or bidding requirements
• Inappropriate purchase• Personal purchase
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Caswell County Schools P-Card Training
P-Card Online TrainingOther Information
Standard Suspension Process: • 30 Days at 3rd violation of the
current fiscal year• 60 Days at 4th violation of the
current fiscal year• Indefinitely at 5th violation of the
current fiscal year– Cardholder Manager may apply for
reinstatement of privileges in writing to the P-Card Manager after 75 days.
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P-Card Online TrainingOther Information
P-Card Coordinator Removal:The P-Card Manager may recommend removal of a P-Card Coordinator anytime after the 3rd violation in the current fiscal year.
P-Card privileges will be suspended until the Cardholder
Manager names a new P-Card Coordinator.
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Caswell County Schools P-Card Training
P-Card Online TrainingOther Information
P-Cards & Audits:Any P-Card violation could result in an audit exception on an internal audit.
Any P-Card suspension will result in an audit exception on an internal audit.
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Caswell County Schools P-Card Training
P-Card Online TrainingOther Information
P-Card Monthly Transaction Review: • P-Card Manager performs monthly
reviews:– An email is sent to P-Card Coordinator
requesting transaction(s) detail.– All documentation faxed to the Finance
Department (694-4441).– Violations will be issued for requests
not honored in a timely manner.
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Caswell County Schools P-Card Training
P-Card Online TrainingOther Information
How do I obtain a P-Card? – Go to the CCS P-Card website and
click on Forms– Complete the Cardholder Enrollment
Form and the P-Card Online Training.– Complete a Cardholder Agreement
Form for each Cardholder, P-Card Coordinator, and Cardholder Manager
– Send completed documents to the P-Card Manager
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Caswell County Schools P-Card Training
P-Card Online TrainingTraining Completion
Form
Congratulations!!!!!Congratulations!!!!!Please go to the P-Card website, click Please go to the P-Card website, click
on Forms, complete the Purchasing on Forms, complete the Purchasing Card Training Completion & Card Training Completion &
Cardholder Agreement Forms, and Cardholder Agreement Forms, and submit it to the P-Card Manager.submit it to the P-Card Manager.
To EXIT this online training, please press ESC.To EXIT this online training, please press ESC.