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The New and Improved Purchasing Card Program ( A
better way to do business )
Wednesday, January 7, 2009 1015 a.m.
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Presenters Steve W. Smith,
Comptroller steven.smith_at_mnsu.edu
389-5022 Helen Wenner, Purchasing
Card Coordinator helen.wenner_at_mnsu.edu
389-2269
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Presentation Outline

• Review Options for Purchasing Goods Services
• Discuss Why We Are Changing Our Purchasing Card
  Program
• Compare Features of the Old P-Card Program to the
  New P-Card Program
• Discuss Implementation Planning
• Review How To Get Set Up For The New P-Card
  Program
• Answer Questions

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Options for Purchasing Goods Services

• PCS Electronic Purchase Order
• Field Purchase Order (CAO35 Form)
• Request for Check Writing (CS1400 Form) for
  prepayment of fees, registrations, subscriptions,
  etc.
• Purchase item with personal funds and seek
  reimbursement on an Expense Reimbursement Form
• Request Travel Advance (CS1404 or CA036 Forms)
• Purchasing Card / Group Travel Credit Card

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FY2008 Purchasing Card Activity

• 19,056 purchasing card transactions
• 5.7 million total purchases
• 299 Average Transaction Size

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Why Change?

• The Current Wells Fargo Purchasing Card Program
  (Smart Data) is being eliminated and replaced
  with a new version (CEO Commercial Electronic
  Office).
• The new program provides for more purchasing
  flexibility and accountability.
• More and more vendors do not accept purchase
  orders anymore. (e.g. Walmart, Sams Club,
  Target, Best Buy, Office Max, Airfare, Lodging,
  On-line advertisements, etc.)
• Utilizing the purchasing card for routine smaller
  purchases is significantly more efficient for
  both the University and external vendors.
• Opportunity for Revenue Sharing Program

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Comparison of the Old and New Programs
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Comparison of the Old and New Programs(Continued)
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Implementation of New Program

• A few departments within the Finance
  Administration Division have been piloting the
  new program over the last few months so that we
  can better understand how the program works and
  to determine what training is needed.
• Business Services will be contacting departments
  over the next few months to discuss the steps
  necessary to convert to the new program.
• Departments interested in converting to the new
  program now should contact Helen Wenner to set up
  an initial planning meeting.

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How to Get Set up for the New Purchasing Card
Program

• Department heads and administrative assistants
  should schedule a meeting with Helen Wenner to
  learn more about how the program is structured
  and to determine their departments needs.
• Cardholders must complete a new purchasing card
  application form and obtain supervisor approval.
  The form is available at this link.
  http//www.mnsu.edu/busoff/purchasingcard/forms/pu
  rchasingcardapp1208save.pdf
• Helen Wenner will order purchasing cards for the
  Department.
• Once the cards are received, an initial
  cardholder training meeting should be scheduled
  to review how to access and navigate through the
  Wells Fargo website and to review purchasing
  policies. (Approximately 1 hour)
• Cardholders are encouraged to utilize the new
  card to make purchases.
• Follow up cardholder training is scheduled with
  Helen Wenner within two weeks of initial training
  session to review actual purchase transactions,
  reclassify and reconcile purchases showing first
  statement. (Approximately ½ hour)

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Questions ?
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Thank you for your interest in the new purchasing
card program.
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Credits
Presentation created by Steve W.
Smith Comptroller 507-389-5022 steven.smith_at_mnsu.e
du On January 6, 2009