Procurement Card Procurement Card Overview Grant Training FY2015

Procurement Card Overview The Bank of America procurement card is issued in the name of a Cobb County School District employee with the direct responsibility for the control and usage of the card under the principal or department director. It is primarily intended for small dollar purchases or “point of sale” transactions. Monthly limit - $5,000 Transaction limit - $2,000 The transaction limit or monthly limit may be temporarily increased upon request by ing District’s Procurement Card Specialist, Peggy McClure-Greenough :

Authorized Purchases Items not on the CCSD Procurement Services Contract List (formerly Bid List)- found on the Procurement Services intranet support website. Exceptions to the bid list are: Office Supplies – All Office Max orders must be made on the procurement card (except for capital outlay expenditures that must be on a District purchase order) Other allowed vendors listed on Procurement Contract List (formerly Bid List)

Procurement Services Contract List Cobb County School District Procurement Services CONTRACT LIST (Formerly "BID LIST") Last Update HOME Please note: At times some of our links may not be active because information is being updated. The links will be re-established once updates are complete. If you require information during this period, please contact the procurement services This page is best viewed using Internet Explorer CONTRACT NAMEBID/QUOTE/ RFP # P-CARD APPROVED? PROCUREMENT CONTACTEXP. DATE Agenda BooksRFP 09-14NoJune Wolfenbarger12/31/2014 Art SuppliesRFP 05-12YesElaine Bynum12/31/2014 AudiovisualBid 14-42NoFranklin Lawson05/31/2015 Band & Orchestra Equipment Vendor List Bid 14-34NoJune Wolfenbarger06/30/2015 Batteries YesDebra Reed07/31/2015 Bookcases - (See Furniture) Bulbs - (See Lighting, Lamps & Ballast) CablingCabling (voice or data drops and wireless access points)Bid 13-40NoGary Blount02/28/2015 Calculators TI 84 Plus Calculators Bid No Elaine Bynum Dale Waldron 10/31/ /31/2015 Charter Bus Services and Travel ServicesRFP 19-13NoGary Blount07/31/2015 Choral Music EquipmentBid 14-29NoJune Wolfenbarger05/31/2015 Clay NoDale Waldron11/30/2014

Unauthorized Purchases Personal purchases, money orders, or cash withdrawals Gift Cards (including ITune gift cards) – when paid by county allotment funds. Gift cards are only allowable on the procurement card using local school activity funds (hospitality, staff recognition, etc.) for the purchase of a gift. Employee travel expenses – when paid by county allotment funds. Refer to Travel Procedures on the Financial Services Portal intranet support site.

Unauthorized Purchases Sales Tax Capital Outlay – any equipment or non-expendable property with a unit cost of $1,000 or more and an expected useful life of longer than 2 years; including all computers, iPads, printers, interactive white boards and LCD projectors, regardless of cost. Items on the CCSD bid list – with exceptions under Authorized Purchases. The purchase of any type of service.

Procurement Card Posting Bank of America charges - downloaded daily and should be reviewed daily by bookkeepers or central office keyers. Bank statements - sent to the cardholder around the 10 th of each month. Posting charges - should be done weekly, except for Grant purchases, which must be posted in the month that the charges are incurred. An will be sent with the posting deadline date each month. Detailed posting analysis report - available only of a limited basis and upon request by ing Peggy McClure- Greenough

Procurement Card Issues In each of the below issues, contact Peggy McClure-Greenough or Posting Errors - If charge is posted to incorrect charge code, a journal voucher will be done to correct the code. Charge Discrepancies – Further information from Bank of America system may be helpful. Dispute Charges – Dispute form, found in the Procurement Card Manual and in the Financial Services Form bank will need to be completed. Fraudulent Charges – Bank of America needs to be contacted. The account will be closed and a new card will be issued.

Request a Procurement Card Complete form FS-410 Procurement Card Application and send to Damaris Whyte in Procurement Services, Form currently located at: tents/forms.htm tents/forms.htm Address change or card cancellation Damaris Whyte, Lost or Stolen card 1.Call Bank of America – Contact Damaris Whyte or to cancel card 3.Contact Peggy McClure-Greenough or