Page 9 - PASBOReportSept2018

While there are plenty of solid benefits to adopting a
procurement program, I would be remiss if I didn’t call
attention to making sure you have a solid framework in
place for administering the program.

• Adopt a Board policy outlining the use of the
procurement cards.
• Identify who your cardholders will be.
• Consider issuing a cardholder responsibility agreement
to each cardholder that must be signed and maintained PASBO Members Earn CEQs
on file. The agreement clearly identifies expectations for
card usage including appropriateness of charges, limits,
responsibility to prevent tax being charged, submission Congratulations to the following PASBO members
of original receipts, etc. who have demonstrated a high level of competency in the
• Set up your procurement program’s framework of profession by earning a Certificate of Enhanced Qualification
(CEQs) through the successful completion of a series of
internal controls. Clearly define who will be responsible courses in a specialized area of school business leadership.
for what, then be sure to follow it.
• Setup MCCs (Merchant Category Codes), daily/weekly/ ANITA M. KASEMAN
per transaction, etc. spending limits before distributing Quakertown Community SD
cards to employees. Not allowing access to an MCC Financial Operations
prevents your employees from using the procurement Human Resources
card at specified vendors. For instance you can (and
should) decline usage at racetracks, casinos, etc., which BRADLEY J. SNYDER, PCSBS
will make the card null and void at those types of Ligonier Valley SD
establishments. Human Resources
• Block the ability for cash advances and foreign Materials Management
transactions before distributing cards to employees.
• Ensure your internal controls document clearly outlines EasyProcure Rebates
the reconciliation process. Periodic reviews should be
conducted throughout the statement cycle. For instance, Check out the lucky or should we say... SMART group
review activity weekly or bi-weekly, and require of school business officials pictured below. They decided to
original receipts be submitted on the same schedule. use the EasyProcure Card and left the Steel Eagle Leadership
• Do not over-issue cards – remember, not everyone Institute with big checks to take back to their schools.
needs one, no matter how much they insist they do.
• If your organization currently allows for petty cash, The 230 Pennsylvania schools and other agencies
consider discontinuing petty cash in conjunction with participating in the EasyProcure program will receive checks
implementing a procurement card solution. totaling over $1.3 million this year. Three participants were
• Ensure employees understand the terms of usage presented with a rebate check of over $100,000, three with a
and that annual quote and bid thresholds still apply. check over $50,000 and eight participants will saw a rebate
Procurements should never be used to circumvent check of over $25,000!
policies, regulations or procedures.

Procurement card programs clearly offer many
business advantages. Considering the rebate and interest
earnings, coupled with the increases in efficiency of
operations, it would be a mistake not to consider adding
this tool to your business and purchasing operations.

Hopefully this article has sparked your interest and
you are ready to implement the procurement program
in your district. Please check the PASBO website http://
www.easyprocure.org/ for more EasyProcure information
or contact Tom Inners at Tinners@pasbo.org to learn
more about this program.

September 6