Module 6

By klwinkle2 | Updated: April 12, 2023, 10:06 p.m.

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METHODS
PROCEDURES
AND
CREDIT CARDS:
KATIE WINKLE
WHY?
Simplify the purchasing process for supplies, materials, services, travel, and equipment (Alachua County Public Schools, 2018)

Reduce overall costs by decreasing the number. of limited purchase drafts, requisitions, purchase orders, petty cash transactions, etc. (Provo City School District, n.d.)

Establish a more efficient and cost-effective method of paying for small dollar transactions and high volume, repetitive purchases (Lackland Independent School District, 2018)

Reduce the need for staff to use personal funds for purchases requiring reimbursement, and increase turn-around time for order fulfillment (Parkview School District, 2013)
WHAT?
Purchasing Card IS:
Spending authority given by the District to specific employees for District use ONLYAuthorized for use with specific vendors, products, and servicesA restricted use credit card

Purchasing Card IS NOT:
A way to avoid appropriate procedures for purchases or paymentsA card to receive cash or creditA right of employmentFor personal use
               (Parkview School District, 2013)
P-Cards shall be used only for expenses that are for the district's benefit and serve a valid and proper public purpose (Jones, 2019)
WHO?
Individuals who hold a position in the District that requires regular purchasing (Parkview School District, 2013)

Authorized employees may make purchases in accordance with Kansas Statues and Federal Guidelines (Wichita Public Schools, 2019)

Only the employee to who the card is issued is authorized to use it and allowing another to purchase using the card is strictly prohibited (Parkview School District, 2013)
WHERE?
Used where VISA cards are accepted including in person and online orders (Provo City School District, n.d.)

Be sure when purchasing via the internet to know the merchant and use a "secured" site (Liberty County School District, n.d.)
HOW?
CARDHOLDER WILL:
Obtain an itemized receipt at the time of purchaseInform vendor of tax-exempt status prior to completing transactionSubmit all receipts to Card Manager attached to a Purchase form and keep a copy for your recordsReport lost or stolen cards to District Business Office and Bank immediately 
PRINCIPALS WILL:
Request cards and limitsOversee reconciliation Review purchases entered in databaseReview and initial all card statements (Wooten, 2019)
CARD MANAGER WILL: 
Collect all original receipt monthly Reconcile monthly card statementsEntering ALL purchases into databaseObtaining signature from Principal and forward documents to Finance Department
MISUSE
Cards not used according the guidelines of the program will result in severe consequence, up to and including termination of employment (Provo City School Distict, n.d.)
Purchases that are:
unauthorizedillegalperceived to be unethical or conflict of insterentpersonal useviolate the intent of the policy
MAY RESULT IN CARD REVOCATION AND/OR TERMINATION
(Wichita Public Schools, 2019)
Employees who can't justify their purchases will be held liable for charges (MyPlainview, 2006)
Failure to provide adequate documentation for a purchase will constitute misuse of the card (Liberty County School District, n.d.)
USD 308:
Hutchinson
Must be used only within parameters established by Administrator and Finance DepartmentNot to be used by anyone other than cardholderCan be used anywhere VISA is accepted Be sure to have district discounts applied where applicableTry to purchase goods from local supplies firstProduce receipts or proof of transaction for audit (must show who, what, where, when, why)Refund should be requested as a credit back to purchasing cardFailure to follow procedures could result in revocation of card or other appropriate disciplinary actions
Alachua County Public Schools. (2018, August). Purchasing card rules and procedures: Purchasing department. https://fl02219191.schoolwires.
      net/cms/lib/FL02219191/Centricity/Domain/78/P-Card%20Policies%20and%20Proc%20Rev%2008-2018.pdf
Hutchinson Public Schools. (2012). Purchasing Card Program Manual.
Jones, L. (2019, June 8). Unit 4 drafts policies on 'P-cards' designed to prevent alleged abuse. https://www.news-gazette.com/news/unit-drafts- 
      policies-on-p-cards-designed-to-prevent-alleged/article_8316d1cd-a993-5b33-9cfc-cd29cc6de83c.html
Lackland Independent School District. (2018). Procurement card manual. https://resources.finalsite.net/images/v1543548307/
      lacklandisdnet/jwk9ingkuv5b5em6lvzv/Procurement_Card_Manual.pdf
Liberty County School District. (n.d.). Liberty County School District purchasing card procedures. https://www.liberty.k12.ga.us/pdf/Finance/
      PCardPolicy.pdf
MyPlainview. (2006, July 31). FBI subpoenas Dallas school district credit card receipts. https://www.myplainview.com/news/article/FBI-subpoenas- 
      Dallas-school-district-credit-card-8700133.php
Parkview School District. (2013, January 21). Purchasing card manual. https://www.parkview.k12.wi.us/Businessoffice/Informationand
      FormsforEmployees/Purchasing%20Card%20Manual.pdf
Provo City School District. (n.d.). Cardholder's manual: Provo City School District. https://www.schools.utah.gov/file/cf202ae5-b7b6-
      4f1c-b6da-b5f0d576f303
Rose, D. (2019, November 4). Records: Superintendent put $10K in personal charges on district credit card. https://www.wisn.com/article/
      record-greendale-superintendent-put-dollar10k-in-personal-charges-on-district-credit-card/8975865
Wichita Public Schools. (2010, August). P3307 credit/procurement cards: Board policy. https://www.usd259.org/cms/lib/KS01906405/
      Centricity/domain/622/boe%20policies/3307%20Credit-Procurement%20Cards.pdf
Wooten, N. (2019, February 25). Audit: Caddo Schools was not enforcing credit card policy even after employee stole $260k.   
       https://www.shreveporttimes.com/story/news/2019/02/25/Caddo-schools-not-enforcing-credit-card-policy-after-employee-stole-260-   
       k/2978883002/
References

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