1. Educational Seminar PCard
Purchasing

2. Split Purchases are not allowed; unless preapproved
Purchases that are over $ to one vendor
Purchasing for the single transaction limit to be removed
Do not split the purchase unless preapproved by purchasing staff
Split Purchases are not allowed; unless preapproved

3. Call the vendor to see if they will credit the tax back
Call the vendor to see if they will credit the tax back. Make a notation on the invoice the date you called the vendor and who you spoke with.
The tax exemption certificate is located on the Purchasing Website.
Taxes

4. When using a rental vehicle the purchasing card is the only approved method for fuel purchases.
Pcard is not to be used for fuel purchases when using personal vehicles. Travel reimbursement is to be used is this circumstance.
If an employee returns from travel and they have purchased fuel using the P-Card for their personal vehicle, they will need to reimburse the District for the total amount of the fuel receipts.
A travel reimbursement form should be completed in order to be reimbursed for mileage and other approved travel expenses.
Travel

5. Purchasing a request to either remove the single transaction limit and/or state the amount of increase needed, last four digits of the card #, card name, what is being purchased, and the vendor. If it is for travel enter the dates of travel.
Copy to an Administrator.
Increasing a P-Card

6. After the PO request is entered, email the project director’s secretary to release the request.
If project director requests receipts of your purchases, send as soon as possible. Do not wait until the request needs to be released from project hold.
Check to see if your request has been released on screen 12
E – Encumbered
S – Status --hold, V(visa), B (blanket)
I – Project status --hold or released P – Shows the project is on project hold Y – Indicates project has been released
**Please remember the status of P does not show the same day as you enter the PO request. The P will show the following day unless the project has been released.
Project Release

7. School and Department P-Cards
School and Department P-Cards will no longer be used due to the increased security and fraud protection requirements from SunTrust.
P-Cards will be issued in named cards ONLY.
By January 1st all School/Department cards will be inactive.
Any employee can obtain a card in their name with Administration approval.
Processing --It takes at least two weeks to receive a new card.
Plan ahead -- if person is traveling a new card will need to be issued at least a month in advance to receive the P-card in time for travel.
School and Department P-Cards