Procurement Card

Course

Puyallup School District

Pcard Policy & Regulation 6212

In guidance with policy 6212 and regulation 6212R the district offers a procurement card program for employees to make district purchases, acquisitions and authorized travel. Pcards are optional and not a requirement of your position.

This course will cover:

Applying for a Pcard

Activating and Registering your Pcard

Rules & Guidelines

Reconciling your Pcard

Applying for your Pcard

Once you have finished this training, use the New Account Application to apply for your Pcard. Be sure to include your legal name, a personal phone number and the account code the majority of your purchases will be charged to. If you are unsure of your account code, contact the Accounting Dept.

Send your New Account Application and Certificate of completion of this course to your supervisor for approval. They will then send it to Accounting for processing.

US Bank will send your card to the work address on your application.

Activating & Registering your Pcard

Call 1-800-344-5696 to activate your card. They will ask you for your zip code (work location card is mailed to) and the last 4 of your social security number (we do not use your SSN, instead it is 0000)

Register your card online. This is necessary for obtaining your statement and reconciling your account. Enter the US Bank website at: https://access.usbank.com Click on Register Online Enter the organization short name – WASD Enter the account number as it appears on credit card Enter your cards expiration date Enter your statement zip code + 4 Click on register this account You will then create a username & passphrase – do not use the card number

as the username.

Cardholder Responsibilities

You can purchase items for a co-worker

You cannot hand over your card for the co-worker to use

You are responsible for all purchases made on your card

If your position changes or you move to another dept/school

Let your Business Services Specialist know so we can update your address and default account code

If you lose your card:

Call US Bank 1.800.344.5696

Notify your Business Services Specialist so we can watch for fraudulent purchases

If you notice fraud on your card, call US Bank right away and your Business Services Specialist.

US Bank may call and/or email if there is fraud on your card, you will need to respond to them

You are the contact for your card. We cannot dispute charges for you

Misuse of the card (including late filing & personal charges) will result in loss of card privileges

Using your Pcard appropriately

Allowed Purchases Meeting refreshments*–include agenda and meeting sign in sheets Postage Supplies Subscriptions & Books Copying & Printing Memberships/Dues Conference Registrations – must include prior approval Hotel and airfare while on travel status* Car Rentals and shuttles while on travel status* Gas for district vehicles or rental car while on travel status District vehicle repairs and parts Student Incentives-per Board Policy 3515 Staff Recognition, per Board Policy 6995 Small, free standing equipment repairs

*PSD follows the local GSA per diem rates for all travel, lodging, incidentals and meals purchased, including those for meetings.

Use anywhere Visa/MC are accepted.

Contact accounting to review and/or approve your purchase in advance.

Unsure if your purchase will be allowable?

How NOT to Use Your Card

Disallowed Purchases/Misuse Personal Services Entertainment Cash advances Gifts (see Policy 6995) Technology equipment/theft sensitive items unless approved by EdTec in advance and delivered directly to

EdTec Capital assets ($5,000 or more per item) Meals while on travel status (the district pays per diem via employee reimbursement) Charitable Contributions Service/Consultant contracts (example assembly speakers) – unless approved by Purchasing in advance Amazon Prime membership fees (the district has a Business Amazon account) Subscription automatic renewal fees

Amazon Music or Audible are allowable for items related to your position but must include a monthly list of downloads. Your district email must be the primary delivery & contact email

Shipments to personal home address – use ESC or warehouse if needed Certain merchant codes are automatically denied: out of country vendors, jewelry and liquor stores, etc.

Things to know about your Pcard

You are responsible for staying within your budget, your credit limit is not reflective of your budget.

If sales tax is not charged by the vendor, we are required to remit the sales tax to the state of WA.

All transactions will need an itemized receipt that shows each item purchased.

When meals or refreshments are acceptable (see Policy 6240) the following must be provided at end of billing cycle: Sign in sheets must be signed by the employee(s) attending the

meeting Itemized receipts Agenda Amounts beyond per diem rates are the responsibility of the card holder and must be reimbursed.

For online purchases: Always print your confirmation page Never ship to a home address Never store/save a district card as a payment option on a vendor

website Safeguard your card as if it were your own personal card.

Your monthly reconciliation is due to your Business Services Specialist five business days after the statement date (usually between the 25th-27th each month) and must include:Your account activity report with all signatures and brief comments/descriptions of purchases.All backup documentation including itemized receipts, meeting agendas and signed attendance sheets, ASB PO’s (if needed), etc.Please review the Online Reconciliation Processcourse available on the Puyallup School District Procurement Card information page.

If you have questions, please contact your Business Services Specialist:Area B – Haley Konsmo 841-8767Area C – Pam Heath 841-8708Area D – Julie Beckman 841-8623

Summary…

Your Pcard should be handled with care. Prior to making purchases, make sure you understand the districts policies and procedures. This course is a great starting point. District policies & regulations can be found on the district website for a more comprehensive read.

Board Policies - Puyallup School District

CERTIFICATE OF COMPLETION

This certifies that ___________________________has completed the Puyallup School District’sProcurement Card training on _______________

(Date)