Dorchester School District Two

Transcription

1 Dorchester School District Two Procurement Card Program Policies and Procedures

2 Dorchester School District Two Procurement Card Program INTRODUCTION Welcome to the Dorchester School District Two s Procurement Card Program. This program is designed to improve the efficiency and effectiveness of the District s procurement card program by allowing small, low-dollar purchases including travel, to be made without the need for a purchase order. It will increase the convenience of making small purchases as well as reduce the number of purchase orders and checks involved in completing the procurement process. These policies and procedures have been designed to explain the benefits of the program, the responsibilities of the Cardusers and the Cardholders and reasons for revocation of a card. The success of the Procurement Card Program and its continued use depends on your participation and cooperation. Please be sure to read and follow the program guidelines as specified within this manual. WHAT IS THE PURCHASING CARD? The Procurement Card is a Visa credit card issued by Bank of America. It is a fast, flexible purchasing tool which offers an alternative to the existing purchasing processes. It provides an extremely efficient method of purchasing and paying for small, low-dollar supplies and will enable you to purchase certain items by telephone, online or in person directly from the vendors. The card will be issued in the name of the school or department. Each card has a predetermined limit. These limits are set and managed by the District s Finance Office. The cards will be issued to District Administrators to include certain department heads and principals. These individuals may designate the recordkeeping responsibilities of the card to another individual in their department/school. Any exception to these limits must be submitted in writing and approved by the Procurement Officer prior to the purchase. BENEFITS Cardusers- You will be able to obtain supplies directly from your vendors without using a purchase order. This streamlines the purchasing process and can help improve turnaround time on receipt of your order. It significantly reduces the workload and processing costs (average savings of $75 per check) related to the purchase and payment of supplies. Cardholder or Designee and Finance Department- It provides built-in card features to make the program easy to control and monitor. It also reduces 2

3 the volume of paperwork on small purchases and enables all departments to focus on higher yield, value-added activities. Vendors- Vendors who accept VISA will welcome the procurement card. When they accept the card for business purchases, they receive immediate payment in lieu of using the accounts payable process which could take up to 30 days after receipt of invoice. Fraud Protection Bank of America offers 24-hour fraud protection on each procurement card. The District is not responsible for any fraudulent charges. CARDHOLDER RESPONSIBILITIES The Cardholder is the District administrator, department head or principal held responsible for the procurement card. However, the Cardholder can designate an employee to be in charge of the daily supervision of the procurement card. This employee will distribute the card to employees within their school/department requesting use of the card. The Cardholder or designee is responsible for the following: Complete training session with Procurement Officer. Storing the card in a secure location while not in use. Ensuring that the Cardusers understand their responsibilities. Ensuring that a Procurement Card Request form is completely and appropriately authorized by the Cardholder before purchase is made (See Page 6). Requiring that Cardusers sign the Procurement Card Sign-Out Sheet (see page 7). Obtaining and storing receipts from the Cardusers. Reviewing the monthly Bank of America billing statement to ensure the charges are appropriate and valid. Summarizing the receipts on the form titled Summary of Procurement Card Transactions (see page 8) and assigning account numbers to each purchase. Submitting the Summary of Procurement Card Transactions and the attached receipts to Accounts Payable by the 25 th of each month. Notifying the Procurement Officer of any lost or stolen cards as well as any unauthorized charges. Requiring all Cardusers to sign the DSD2 Procurement Card Agreement (page 9). These signed agreements should remain on file with the school/department. Signing a statement acknowledging understanding of these policies and procedures (see page 10) and accepting full responsibility for the 3

4 assigned procurement card. This signed statement should be returned be returned to the Procurement Officer. CARDUSER RESPONSIBILITIES The Carduser is an employee of the District which requests use of the procurement card. The procurement card may be used for small in-store and online purchases, conferences, registration fees and travel expenses including, but not limited to, airline tickets, rental car fees, and hotel reservations (room and tax only). The procurement card may not be used for entertainment, cash and purchases which are explicitly prohibited by Dorchester School District Two (example: alcoholic beverages). Meals purchased while traveling must stay within the District per diem rates. Misuse of the card will subject the Carduser to disciplinary action and revocation of the card. The Carduser must: Sign the DSD2 Procurement Carduser s Agreement (see page 9) Provide a Procurement Card Request form authorized by Cardholder Sign the Procurement Card Sign-Out Sheet Ensure that the procurement card is used for legitimate business purposes only. Maintain the procurement card in a secure location at all times. Adhere to the purchase limits and restrictions of the procurement card. Return the card to the Cardholder or designee immediately after use of the card along with all sales slips or register receipts. For the exception of travel, it is preferred that the card not be held overnight. Never accept cash in lieu of a credit to the procurement card account. Immediately report a lost or stolen card to the Procurement Officer and to the Cardholder. IN-DISTRICT AUDITS Each month, all summary statements will be audited to ensure proper receipts and documentation has been obtained for each transaction. Additionally, all meals and hotel charges are evaluated to ensure that meal transactions remain within the District s per diem rate and hotel charges are for room and tax only. The District s Internal Auditor will randomly select transactions from statements each month to ensure that the proper account numbers are being used for those transactions (i.e. federal monies, grants, etc.) 4

5 CARDHOLDER TERMINATION The Finance Department reserves the right to revoke a procurement card when there is evidence of failure to comply with the program guidelines to include Cardholder and Carduser responsibilities. The following actions would result in revocation of a card: Purchase personal supplies. Purchase alcoholic beverages, or any substance, material or service which violates policy, law or regulation of Dorchester School District Two. Carduser allows the card to be used by another employee without authorization by the Cardholder. Carduser splits a purchase to circumvent the limitations of the procurement card. Carduser fails to provide the Cardholder with the required receipts. Cardholder fails to provide, when requested, information about any specific purchase. Carduser accepts a cash refund in lieu of credit to the procurement card. Carduser or Cardholder does not adhere to the DSD2 policies and procedures manual. Any other use deemed inappropriate by DSD2. PROBLEMS, QUESTIONS, OR CONCERNS Any problems, questions or concerns may be directed to Allyson Duke, Chief Financial Officer, or Rhonda Grice, Procurement Officer, at

6 (Insert School or Department Name) PROCUREMENT CARD PURCHASE REQUEST DATE OF REQUEST: REQUEST MADE BY: VENDOR: GENERAL DESCRIPTION OF GOOD OR SERVICE TO BE PURCHASED: ESTIMATED COST: APPROVAL SIGNATURE ACCOUNT NUMBER 6

7 Dorchester School District Two Procurement Card Sign-Out Sheet School/Department Name:_ Cardholder Name Card Account No. Print User Sign-Out Return #of Purchase Vendor Name Date Date Receipts Amount Name 7

8 Please attach this sheet to the monthly statement and return to Accounts Payable DORCHESTER SCHOOL DISTRICT TWO SUMMARY OF PROCUREMENT CARD TRANSACTIONS DEPT/SCHOOL: AUTHORIZED BY: DATE: _ PREPARED BY: ACCOUNT NUMBER VENDOR AMOUNT PURPOSE TOTAL * ALL RECEIPTS MUST BE ATTACHED Procurement Officer 8

9 DORCHESTER SCHOOL DISTRICT TWO PROCUREMENT CARDUSER'S AGREEMENT AGREEMENT TO ACCEPT PROCUREMENT CARD Dorchester School District Two ("DSD2") is pleased to offer you the use of the Bank of America Procurement Card. It represents DSD2's trust in you and your empowerment as a responsible agent to safeguard DSD2's assets. I, _, hereby acknowledge receipt of the DSD2 Procurement Card Program Policies and Procedures manual and confirm that I have read and understand its terms. As a Carduser, I agree to comply with said document and understand that DSD2 is liable to Bank of America for all of DSD2's approved purchases. I agree to use the Procurement Card for DSD2 approved purchases and agree not to charge personal purchases. I understand that DSD2 will audit the use of the card and report any discrepancies. I further understand that improper use of the card will result in a security investigation which may lead to disciplinary action, up to and including prosecution and termination of employment. Should I fail to use the card properly, I authorize DSD2 to deduct such amount from my salary equal to the total amount of unaccountable expenditures. I also agree to allow DSD2 to collect any amounts owed by me even if I am no longer employed by DSD2. In the event that the Procurement Card is not used as herein stated, I hereby authorize DSD2 to release my last known address and any information relating to my use of the card to Bank of America. I understand that DSD2 may terminate my right to use the card as outlined in the policy. I also agree to return the card to DSD2 immediately upon request or upon termination of employment. CARDUSER Signature Name Printed Date School/Department 9

10 DORCHESTER SCHOOL DISTRICT TWO PROCUREMENT CARDHOLDER'S AGREEMENT AGREEMENT TO ACCEPT PROCUREMENT CARD Dorchester School District Two ("DSD2") is pleased to offer you the use of the Bank of America Procurement Card. It represents DSD2's trust in you and your empowerment as a responsible agent to safeguard DSD2's assets. I, _, hereby acknowledge receipt of the DSD2's Procurement Card. I have received a copy of the, DSD2 Procurement Card Program Policies and Procedures manual and confirm that I have read and understand its terms. As a Cardholder, I agree to comply with said document and understand that DSD2 is liable to Bank of America for all DSD2's approved purchases. I understand that DSD2 may terminate my rights as a Cardholder as outlined in policy and that violations of these requirements may also result in disciplinary action. I also agree to return the card to DSD2 immediately upon request or upon termination of employment. I hereby certify that I have received the following Procurement Card(s): Card Number Card Number Card Number Card Number Signature Date Print Name District Office Use Only I acknowledge that the above Cardholder has been issued the Procurement Card(s) listed above. Chief Financial Officer Date 10