Procurement Cardholder’s Procedures

Procurement Cardholder’s Procedures

1. 
   Remind your vendor that you are tax exempt. You will be responsible for any tax charges.
   

2. 
   Do not approve for back ordered items. Vendors should not bill until the items are shipped. CCPS does not pay in advance and if this should occur contact the vendor and ask for either a credit or immediate shipment of item(s).
   

3. 
   Do not use the card to pay any individuals. CCPS is required by the IRS to issue a 1099 for any individual who receives a payment from CCPS for services rendered. This includes bus contractors, consultants, DJs, contract services, etc. If in doubt, please contact the Finance Office for clarification.
   

4. 
   Do not order any textbooks which include: entire curriculum change for textbooks, replacement texts, or additional books with the procurement card. All purchases must be made through the Curriculum Department. If you need to buy textbooks, please contact the Curriculum Department for more information.
   

5. 
   All equipment which needs to be put on inventory (over $5,000 each) must be purchased through a purchase order, as this process initiates the inventory cycle.
   

6. 
   Bid vendors must be used when applicable. Use the Buying Guides published by Purchasing.
   

7. 
   Software or hardware purchases need to be ordered through Technology Services. Their written approval is required before any technology purchase is made.
   

8. 
   Purchases that are blocked on the Procurement Card include cash advances and 900 numbers (telephone number). Travel-related purchases should not be charged until written approval is received.
   

9. 
   The Financial and Administrative Services Department is the primary contact regarding your procurement card. If you receive an email from the company related to your CCPS procurement card number, please delete it immediately as it is a fraudulent email.
   

10. 
    Statements come directly to the cardholder at your cost center address. Arrival time is usually between the 12^th and 16^th of each month. If you do not use your card that month you will not receive a statement. Statements are due to Finance within 3 to 4 days after their arrival.
    

11. 
    If problems occur with the billing statement, contact the vendor verbally to correct the problem. If the verbal contact does not resolve the issue, then notify the vendor of your intent to file a dispute form with the bank. Dispute forms are to be filled out and faxed to the bank by the cardholder, not the secretary. Be sure to include a copy of the form with your statement.
    

12. 
    The cardholder is responsible for reconciling the statement.
    

13. 
    Once your statement has been reconciled, sign your statement and forward it to the appropriate financial secretary for a summary of expense accounts. The principal or administrator must sign off on charges after the secretary has reviewed.
    

14. 
    CCPS requires the use of the Activity Log when making procurement card charges. This will help you keep an accurate record of purchases. It will also make reconciling your statement easier, as the charges on the statement and on the log should roughly be in the same date order.
    

15. 
    The card user must forward all documentation to Finance. Keep at least one (1) copy, but forward all originals to Finance. All documentation should be submitted to Finance within four (4) days upon receiving your statement.
    

16. 
    Prior approval is required for all travel. Approved permission forms must accompany the statement to Finance. Do not put any travel expenses (hotel, air, etc.) on the Procurement Card until your permission form has been approved. Do not pay for meals using your Procurement Card. A check request must be completed for your per diem meal allotment.
    

17. 
    Grant funds must have receipts attached. If no receipt is attached, a local unrestricted budget code will be used to pay the account in lieu of the grant.
    

18. 
    If you are using a cost center for which your cost center administrator does not have authorization, then the cost center administrator of that site needs to code and approve purchases before sending to the Financial and Administrative Services Department.
    

19. 
    If your card is lost or stolen, contact the Financial and Administrative Services Department first. During non-working hours contact the bank immediately. However, under no circumstances should you or anyone else except Finance re-order a new card. CCPS keeps a record of all account numbers and cannot do this accurately if cards are being re-ordered at school sites.
    

20. 
    NEVER SHARE A CARD OR CARD NUMBER WITH ANOTHER PERSON!!! You are responsible to protect your card from fraud. Sharing the card or number with anyone presents the possibility of inappropriate use and can result in serious reprimands or possible dismissal. In the event that the card is intentionally shared, your card will be canceled.
    

21. 
    DO NOT USE THE BOARD’S CARD FOR PERSONAL PURCHASES!!!
    

Applicant Name (print): ______________________________________________________

Applicant Position: ___________________________________________________________

Cost Center Name: ___________________________________________________________

Cost Center Address: _________________________________________________________

_________________________________________________________

Reason for Requesting Card:

Cost Center Administrator Approval Director Approval

Superintendent of Schools

Name (print): _______________________________________________________________

Position: ___________________________________________________________________

Cost Center Name: ___________________________________________________________

Cost Center Address: _________________________________________________________

_________________________________________________________

Reason for Request: _______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

_______________________________ _______________________________

Cost Center Administrator Approval Director Approval

Superintendent of Schools

Procurement Card Journal Form

_________________________________________ ­­__________________________________________

Department/Cost Center Cardholder’s Name

Financial code

FD	CL	CAT	PGM	SER/ AREA	ACT	PJT	CC	ACCOUNT CODE	AMOUNT
								TOTAL

___________________________________________________ ________________________

Approving Official Date

Procurement Card Activity Log

__________________________________ _________________________ _________________

Cardholder’s Name Statement Month Date

Order Date	Company Name/Supplier	Brief Description of Items	Cost

___________________________________________ _______________________________________

Cardholder Signature/Date Approving Official’s Signature/Date

Delegation of Authority for Procurement Card Purchases

You are hereby delegated authority to purchase supplies/services and pay for said supplies/services on behalf of CCPS, using the CCPS Procurement Card, provided the amount of any single purchase does not exceed the monthly limit established for your card.

Supplies or services may be purchased, consistent with your organizational responsibilities and purchase limits established by the approving official designated to review your purchases, to satisfy legitimate requirements.
All purchases must be made in accordance with applicable laws and regulations, including, but not limited to CCPS Procurement Card Procedures, administrative regulations and procedures. CCPS will punish wrong doers by suspension or termination of employment, fine or criminal prosecution. Purchases made consistent with these procedures will not affect personal credit ratings.
This delegation shall automatically terminate upon separation from CCPS.

STATEMENT OF COMPLIANCE WITH ABOVE:
I certify that I have read the CCPS Procurement Card Procedures and that I shall purchase supplies or services in accordance with applicable CCPS Procurement Card procedures. I certify that, to the best of my knowledge and belief, all my statements are true, correct and made in good faith and subject to CCPS Purchasing Policy and all other applicable laws and regulations.
I further certify that I shall be personally responsible for any unauthorized Procurement Card purchases and CCPS is authorized to deduct such charges from my payroll check. I agree to release the Board of Education and/or its agents from any or all liability in connection with such deductions.
I have attended the CCPS Procurement Card Training and received a copy.

_________________________________

Print Name
_________________________________ _________________

Signature Date

Procurement Card Review Assessment

1. 
   The purpose of having the procurement card is to make purchases and
   

reduce ­­­__________________________________________________.

2. 
   True/False - Only Technology Services is authorized to purchase software
   

and hardware related to technology.

2. 
   As with any school system purchase, we never pay ______________.
   

2. 
   When being assigned a card, the cardholder has a _______________
   

responsibility to CCPS.

2. 
   Where is the tax exempt number printed? _____________________
   

2. 
   True/False - The cardholder is the ONLY person authorized to use the card.
   

2. 
   What is your monthly transaction limit on the procurement card? _______________
   

2. 
   Who keeps track of your monthly account balance? __________________________
   

2. 
   _________________, ___________________, ________________, _____________
   

are examples of purchases not appropriate for the purchasing card.

2. 
   True/False - You notify the merchant after ringing up the sale that you have a
   

tax exempt purchase.

2. 
   Original ______________ are to be included in the Transaction Activity Log and
   

forwarded to the Finance Office.

2. 
   Employees that do not follow all the appropriate procedures will _______________
   the right to use the procurement card.
   

2. 
   Lost or stolen cards must be reported to ___________________________________.
   

2. 
   Questions regarding your procurement card can be directed to _________________.
   

I HAVE COMPLETED THE PROCUREMENT CARD TRAINING AND UNDERSTAND THE IMPORTANCE OF SAFEGUARDING THE CARD, USING IT APPROPRIATELY FOR THE SCHOOL SYSTEM AND NOT ALLOW TAXES TO BE CHARGED. I FURTHER UNDERSTAND THAT I AM FINANCIALLY RESPONSIBLE FOR CHARGES FOR PERSONAL ITEMS AND/OR SALES TAXES.

_________________________________________________________ _________________

Signature Date

High School Graduated Class Accounts

Any funds remaining in the account of a graduated class, after all financial obligations have been satisfied, may be deposited, with the approval of the principal, in a bank account established by the graduated class. The principal’s approval will be granted upon compliance with the following:

1. 
   The general membership of the graduated class must agree to the establishment of a class bank account.
   

2. 
   The graduated class bank account must be established in the names of at least two class officers.
   

3. 
   The class officers must present full information about establishing the bank account in a written report to the principal. This information must include a statement that the money deposited in the Graduated Class Account will only be used for expenses incurred for alumni activities, unless a majority of the membership of the graduated class decides otherwise.
   

The principal will request, in writing, that the Supervisor of Finance issue a check for the graduated class account balance payable to two (2) class officers. This check will be deposited into the newly established graduated class bank account. The principal will be responsible for maintaining records of the above correspondence.

All funds not deposited in the Graduated Class Private Account, in accordance with the above procedures, may revert to the School Fund Account in accordance with a Graduated Class Donation Form as seen on the following page. If a good faith effort was made by the school administration to have the form signed and it remains unsigned six (6) months after graduation, the funds may revert back to the School Fund Account and placed in an account of the Principal’s choosing.

Other Important Restricted Account Rules

• 
  Unspent funds will not be returned to contributors at the end of the school year unless the good or service was not provided.
  
• 
  Restricted account funds will not be used for the benefit of any one particular individual unless the funds were collected specifically for that purpose. However unrestricted account funds can be used to benefit those students who do not have the financial ability to pay.
  
• 
  Account Managers must consider their current account balances when calculating how much they are going to charge for upcoming goods or services. For example let’s assume the 3^rd Grade Field Trip account has accumulated a positive balance of $3,000. Now they are planning an upcoming field trip. The Account Manager must consider the fact that they already have $3,000 when calculating how much to charge students for the upcoming field trip. The Account Manager should use the existing balance to offset the upcoming field trip cost.
  
• 
  Restricted account funds will not be used to benefit faculty events.
  

GRADUATED CLASS DONATION FORM

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