Purchasing Card Training

1. Purchasing Card Training Uintah School District

2. How do I get a purchasing card? • Each building/program administrator assigns cards as needed at their location. • A monthly and a singular limit are set for each card. • Cards are the property of Uintah School District. • Each location my have different procedures for issuing and possession of cards. • Check with your administrator on procedures unique to your location. • Cardholder must immediately surrender card upon termination of employment.

3. Keeping your card secure • Each cardholder is responsible for the security of his card while it is in his possession. • Never let someone else take your card and use it. You are the only person authorized to make purchases on your card. • When possible scan your own card, don’t hand it to a store clerk. • BEWARE of unscrupulous vendors.

4. Lost or Stolen Card • Write down the 800 number on the back of your card in a separate place. • Immediately call the number if your card is lost or stolen. • Email Sammi Bowden and let her know if there are any invalid charges on your monthly statement.

5. What can I purchase with my purchasing card? • Good for small purchases up to your singular and monthly limits. • Not intended to bypass or avoid purchasing procedures or policies. • Good for “District-approved” purchases only. No personal charges. • Not intended to replace current travel policy or procedures.

6. Examples of what PC card can be used for: • Subscriptions, seminars, books, video tapes, postage, office, classroom, computer supplies, repairs, low dollar items.

7. Examples of whatPC card can NOT be used for: • Any item or group of items exceeding your singular limit. • Any item not budgeted for. • Any item normally considered inappropriate use of District funds. • Travel expenses such as meals or fuel. • Equipment classified as a fixed asset. • Personal purchases.

8. How do I use the card • Present card when making a purchase. • Notify them PRIOR to ringing up items that you are tax exempt. • At Walmart you must also give them our tax exempt customer #179704 • Retain the detailed receipt for reconciliation to statement.

9. Where can I make purchases? • Retail vendors • Telephone Order • Internet Order • Fax Order

10. Billing Cycle and Statement • The billing cycle date is the 27th of each month. • Statement should arrive by the 5th of each month only if you made purchases. • Logs are due 5 days after you receive your statement.

11. Suggestions for paperwork • Keep a file with the following: • 800 # written on file • All receipts during billing cycle • Blank transaction logs • Procedures for purchasing card

12. Filling out the Log • The log is a summary of your transactions used for data entry. It must be completely filled out with accurate budget numbers and proper signatures. • Log is due 5 days after receipt of statement. • Never staple anything on top of log it should always be behind the log. • Blank PC logs are available on USD website.

13. What should be attached to the log? • Log on top. • Statement directly behind log. • Detailed receipts behind statement (packing slips are not acceptable) • In the order that they are listed on log. • Bidding Documentation for purchases over $1,000.

14. How to activate your card • Sign the back “See ID”. • Call the 800 # to activate your card. • Keep the card in a secure place at all times.

15. WHAT NOW! • Sign the agreement to accept. • If you have questions please email the program administrator- Sammi Bowden. • If you have problems with people taking the card please email the program administrator- Sammi Bowden.