Florida School Business - Fall/Winter 2017 - 11

Continued from Page 9
your accounts or computer directly. When
you are looking up information online such
as a restaurant menu and you see cute ads
on the side of the screen, those links could
contain spyware. This is loaded on your
computer when you click on the picture.
Spyware is just like it sounds, the criminal
spies on you. They can obtain the access to
your email account and send out messages
in your name. They watch you for awhile
and then impersonate you. Check with
your IT Department and find out if your
school district has malware protection.
I have found that purchasing card authorizations are another area of concern. We
had a charge appear on one of our purchasing cards six months after the card
had been canceled. The cardholder was an
administrator that transferred from one
school to another and his card was closed
at that time. Luckily, the vendor was local
and we contacted him. The vendor told us
that they were audited and it was discovered that they had not posted a charge for
merchandise that was received. So they
used the authorization and processed the
charge six months later. This is the reason
that checking authorizations daily tops the
list of card manager duties. (Your school
district may be set up differently and this
may be a cardholder responsibility.) We
encourage the cardholders to check pending charges and set them up with user
IDs and passwords, but many of them are
classroom teachers, maintenance staff, and
principals that rely on their card managers.
A card manager recently reported a cardholder on extended leave When this occurs,
our procedure is for the card administrator to lower the card to a zero spend limit.
Within one week, fraud was attempted
on the card. Keep card numbers secure.
We had a school that had fraudulent activity, we replaced the cards and within a
month fraud occurred again. New cards
were ordered and fraud occurred again!
After the third time, we asked if the cards
were locked up and if the card numbers
were written down. We discovered that the
card manager had all of the numbers written down and "hidden" under her computer
keyboard. Apparently someone was coming into her office when she was not there
and finding the list of credit card names
and numbers. (This was a small school-
two cards, but still inconvenient because
while waiting on the new cards to arrive,

they were without P-Card capability.) The
first eight digits of all of your cards are the
same number. If your financial software
lists the last eight digits, it makes it easier
for a criminal to obtain the entire 16 digit
number. Be careful when sending screen
prints of your software via email, especially
to a state auditor. Be suspicious of anyone
calling you asking for information. The
phone solicitors are clever.
As another precautionary measure, we
access our declined authorization report
each morning, and at least once a year,
we run a report to view the total amount
of purchases on a card per month for the
previous 12 months. This enables us to
keep the monthly limits at a level that is
needed by the individual so we do not have
a $10,000 monthly limit for a classroom
teacher that has an annual budget of $2,000
this in turn reduces the dollar amount of
fraud should the card be compromised.
To help reduce or eliminate purchasing card fraud, your school district should
establish a plan and navigate that plan. The
key is to identify fraudulent authorizations
as quickly as possible. Among the key elements in the Escambia County School
District's Fraud Plan:
* Report Suspicious Activity to Purchasing
* Program Administrator reduces limits
on cards compromised and cards thought
to be compromised to zero to stop additional fraud

800701_1GPA.indd 1

* Card Managers/Cardholders are instructed to contact the vendor and find
out details of the purchase if fraudulent
activity is suspected
* If the purchase is fraudulent, tell the
vendor and request that they reverse
the authorization and stop shipment of
merchandise
* Place the bank's customer service number
on your website for occurrences that happen during non-business hours
Education is also critical. Your district
should have training for card managers
and cardholders and should have the following information posted online for reference: a purchasing card manual, contact
information for bank and district personnel and instructions on what to do if you
have a fraudulent authorization.
Finally, communication with employees
who are card managers and cardholders is
vitally important in reducing fraud. A newsletter is a good way to keep fraud communication fresh and challenging staff to be vigilant.
Also, keep the communication positive by
openly recognizing a card manager who
discovers fraud or someone who has been
diligent in checking charges and reporting
suspicious activity. You can weather the fraud
storm with a good plan.
●
Cindy Davison, CPCP, is the Purchasing
Card Coordinator for The School District of
Escambia County.

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Table of Contents for the Digital Edition of Florida School Business - Fall/Winter 2017

President’s Message
All Hands on Deck for Purchasing Card Fraud Prevention
Legislative Report
2017 Annual Conference Recap
In Memoriam: Rita Zazzaro
Index of Advertisers/Advertiser.com
Florida School Business - Fall/Winter 2017 - Intro
Florida School Business - Fall/Winter 2017 - bellyband1
Florida School Business - Fall/Winter 2017 - bellyband2
Florida School Business - Fall/Winter 2017 - cover1
Florida School Business - Fall/Winter 2017 - cover2
Florida School Business - Fall/Winter 2017 - 3
Florida School Business - Fall/Winter 2017 - 4
Florida School Business - Fall/Winter 2017 - 5
Florida School Business - Fall/Winter 2017 - 6
Florida School Business - Fall/Winter 2017 - President’s Message
Florida School Business - Fall/Winter 2017 - All Hands on Deck for Purchasing Card Fraud Prevention
Florida School Business - Fall/Winter 2017 - 9
Florida School Business - Fall/Winter 2017 - 10
Florida School Business - Fall/Winter 2017 - 11
Florida School Business - Fall/Winter 2017 - Legislative Report
Florida School Business - Fall/Winter 2017 - 13
Florida School Business - Fall/Winter 2017 - 2017 Annual Conference Recap
Florida School Business - Fall/Winter 2017 - 15
Florida School Business - Fall/Winter 2017 - In Memoriam: Rita Zazzaro
Florida School Business - Fall/Winter 2017 - 17
Florida School Business - Fall/Winter 2017 - Index of Advertisers/Advertiser.com
Florida School Business - Fall/Winter 2017 - cover3
Florida School Business - Fall/Winter 2017 - cover4
Florida School Business - Fall/Winter 2017 - outsert1
Florida School Business - Fall/Winter 2017 - outsert2
Florida School Business - Fall/Winter 2017 - outsert3
Florida School Business - Fall/Winter 2017 - outsert4
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