1. SANTA ROSA COUNTY SCHOOL BOARD Procurement Card (PCard)
TRAINING FOR ALL PCARD USERS
Presented by:
PCARD Program Administrator
Purchasing Department

2. PCARD INFORMATION
Santa Rosa County School Board PCard is to be used for all small purchases under $2,500.00
Except if the vendor doesn’t accept credit cards
School or Department Administrators approve individual employees that are to be issued a PCard
Card limits are established at $2, single transaction and $15, monthly limits.
Only an Administrator’s cards will be increased to a level that accommodates a single purchase ≥ $20,000.00

3. PCARD INFORMATION cont…
There are two types of cards:
Visa Card
To be used when expending School Based Budget Funds
MasterCard
To be used when expending Federal Grant Funds
This card is NOT for personal use.
To avoid doing so and protect the card:
Place the card in it’s sleeve and
Store it away from your personal credit/debit cards.

4. USING THE PCARD
To use a School Board PCard which is in your name you must:
Complete and provide certificate of the PCard Training to the School/Department Administrator
Read and sign a Cardholder Agreement Form
Read and sign a PCard Procurement Tip Sheet
You may keep the PCard with your name safely in your possession at the discretion of your School or Department Administrator
All receipts must be turned into the Bookkeeper or Secretary the next working day after the purchase
Do not pass your card on to another person to use
Carry a tax exemption form whenever you’re making purchase on behalf of the School District (form is located at: s_Tax_Exemption_2022.pdf)

5. USING THE PCARD cont…
Review your receipt before leaving the vendor
If taxes have been applied, request credit to be applied to the PCard.
NEVER accept cash as the credit
Do not use a PCard issued in another persons name, contact Purchasing for exceptions
Software and online support products must be approved by the Software Approval Committee prior to purchase
Splitting a purchase >$2500 into smaller transactions is not authorized

6. Convenience Checks Only available for Visa cards
Assigned to an individual PCard account (usually the Bookkeeper/Secretary)
Used for:
Purchases <$
Vendor only accepts checks
Vendors without a School District issued vendor number
There will be a transaction fee – 3% (min of $3.00 and max of $30.00)

7. Convenience Checks
Complete the Convenience Check Requisition Form and send it to the Purchasing Dept with all applicable documentation
When the School/Dept receive the check, it MUST be signed by both the Cardholder and an Administrator prior to sending it to the vendor
Scan and send a copy of the signed check to the Purchasing Dept
Refunds – copy the refund check and all accompanying paperwork and retain for records
Sign the refund check (whose name is on it) and send to the Finance Dept with a completed Budget Amendment Form with a note describing the need for the amendment
Send a copy of the refund and all paperwork to the Purchasing Dept

8. Increasing Card Limits
Only an Administrator’s cards will be increased to a level that accommodates a single purchase ≥ $20,000.00
The Administrator must contact the Purchasing Department by with the following information:
Last four numbers of the P-Card
Name of Cardholder
Name of Company or Vendor purchase is being made from
Description of what is being purchased
Total amount of the purchase
Dates the purchase will be made
List of what accounts the Cardholder has access to (i.e. School Based Budget Visa, School Based Budget MasterCard, Internal Funds account and Internal Funds Visa)

9. Increasing Card Limits
Purchasing Department will coordinate with the Finance Department Internal Funds to confirm that the individual (except for Administrators) does NOT have the ability to make a purchase greater than $20,
Once completed, Purchasing Department will initiate an override with SunTrust and notify the requestor by e- mail.
The purchase must be made within the time frame submitted.
The Bookkeeper/Secretary must notify the Purchasing Department when the transaction has posted to the cardholder’s SunTrust account.

10. WHAT CAN BE PURCHASED Allowable: Not Allowable Alcohol Tobacco
Books
Software
Postage
Repair parts
Small equipment
Office supplies
Travel expenses other than food except for student meals
Alcohol
Tobacco
Cash Advance
Entertainment
Food except for student meals
Personal use items and services

11. TRAVEL TIPS
When renting a vehicle, use the PCard for both the rental of the vehicle and fuel
When using your personal vehicle, you must use your personal card and then submit for reimbursement from the School District
When making hotel reservations, fax a copy of the tax exempt form to the hotel and carry a copy with you
Never purchase food with your PCard unless it’s been pre-approved for students during a trip
Return receipts to the Bookkeeper/Secretary immediately upon return from your trip

12. CARDHOLDER RESPONSIBILITIES
Lost or Stolen card
YOU are responsible to:
Call to report that it is lost or stolen
Notify your School or Department Bookkeeper or Secretary immediately
Follow appropriate state laws and guidelines found on the Tip Sheet, Cardholder Agreement Form and this presentation when making purchases
Cardholder misuse or abuse of the PCard are subject to disciplinary action up to and including termination of employment
If at any time during the calendar year that the Cardholder has the ability though any combination of School Based Budget PCard(s) (Visa and MasterCard) and Internal Funds Accounts to make a purchase greater than $20,000.00, they are subject to submitting a Financial Disclosure Statement with the State Commission on Ethics through the local Supervisor of Elections

13. Purchasing Department
6544 Firehouse Rd
Milton, FL 32570
(850)