Purchasing Card Training Uintah School District. How do I get a purchasing card? Each building/program administrator assigns cards as needed at their.

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Presentation transcript:

Purchasing Card Training Uintah School District

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.

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, dont hand it to a store clerk. BEWARE of unscrupulous vendors.

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. Sammi Bowden and let her know if there are any invalid charges on your monthly statement.

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.

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

Examples of what PC 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.

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 # Retain the detailed receipt for reconciliation to statement.

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

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

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

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.

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.

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.

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