Cardholders and Managers

Training Prior to Card Issuance

It is critical to train cardholders and their managers (“manager-approvers”) on Purchasing Card policies and procedures (P&P), and their respective roles, prior to card issuance. Keep the training meaningful by avoiding topics that are not relevant at this stage, such as how to reconcile transactions. Update this training whenever P&P change. 

See tips from an end-user that address both trainees and trainers, including what to prepare for that you might not expect.

Annual Refresher Training

To ensure cardholders and managers stay current, incorporate annual refresher training as part of the requirements. Include:

• Any P&P changes

• Key points that everyone should know

• P&P for which you receive regular inquiries

• Areas in which there have been compliance issues

• New types of scams and fraud trends

Some organizations require the successful completion of an annual quiz instead of, or in addition to, annual training. Either way, involve senior management, so the training directive comes from the top.

See a related 2021 blog post about updating P-Card refresher training.

Training Due to Non-compliance

Many organizations mandate additional training in cases of repeated non-compliance. For this purpose, ensure the designated training focuses on the specific issue(s). Also recognize when extra training is not the best answer. For example, if the problem is late reconciliation of transactions, is this because the cardholder does not know how to do so (and would benefit from more training) or because he or she does not pay attention to the deadlines? The latter cause is a job performance issue versus a need for more training. 

Program Managers/Administrators

Hire the right person (or people) to manage the card program, but also encourage them to expand their knowledge and skills through relevant training. Allow them to attend educational industry events (in-person and virtual) and pursue related training (e.g., how to create dynamic presentations). Share articles that might help them on the job. Ask them to participate in work groups/projects that could impact the card program (e.g., the selection of a new ERP system).

Internal Program Support Roles

Support roles may include procurement (or a similar department), accounts payable, audit, tax, etc. These employees are program stakeholders and they should be trained on their respective program roles. For example:

• The tax department should be informed about how sales and use tax is managed for the P-Card program since it differs from other payment methods.

• The audit department needs a fundamental understanding of how P-Cards work and the related controls, so they can design effective audits.

• Procurement and accounts payable often have a direct impact on the success of a P-Card program, so they need to be clear on their roles and held accountable. Learn more…