US Bank Visa Procurement

Card Online Presentation and

Certification

Puyallup School District

Policy & Regulation 6212

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

This training will cover:

Applying for a Pcard

Activating and Registering your Pcard

Use 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.

Sign, date and print the certificate at the end of this training and send to your supervisor for approval. They will then send it to us for processing.

US Bank will send your card to the 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) and the last 4 of your social security number (we do not use your SSN, instead it is 0000)

Then register your card online. This is necessary in order to reconcile 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 are solely responsible for your Pcard. Safeguard it as if it were your own 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 Purchases may not be shipped/delivered to a non-district location

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 You do not need a new card – the card follows you, not your position

If you lose your card: Call US Bank 1.800.344.5696 Notify your Business Services Specialist so we can cancel the card

immediately 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

How to Use Your Card

Allowed Purchases Meeting refreshments –include agenda and meeting sign in sheets Postage Supplies Subscriptions & Books Copying & Printing Memberships 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

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 Personal Services Entertainment Cash advances Technology equipment/theft sensitive assets unless approved by EdTec and Business Services in advance and

delivered directly to EdTec Purchases (capital assets) over $5,000 (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 the Business Office in

advance Personal Amazon Prime membership fees Automatic renewal fees such as Amazon Music or Audible, etc. Shipments to personal home address Certain merchandise codes are automatically denied: out of country purchases, jewelry and liquor stores, etc.

Puyallup School

District

Your monthly reconciliation packet 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 detailed 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 Process training available on the Puyallup School District Procurement Card information page.

If you have questions, please contact:

Area C - Business Services Specialist Pam Heath (841-8708)

Area D - Business Services Specialist Julie Beckman (841-8623)

Area B - Business Services Specialist Haley Konsmo (841-8767)

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.

Sign in sheets must be signed by the employee(s) attending the meeting and receiving the meal/refreshment.

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

All paperwork is currently due within 5 business days of the statement date. The statement date is usually the 25th of each month

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

CERTIFICATE OF COMPLETION

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

(Date)