PINE TREE ISD CARD CARDHOLDER GUIDE

Transcription

1 Overview The Procurement Card program is intended to streamline and simplify the Purchasing and Accounts Payable functions, by eliminating waste and low-value activities. The Procurement Card is a tool that reduces transaction costs, facilitates timely acquisition of materials and supplies, automates date flow for accounting purposes and offers flexible controls to help ensure proper usage. The Procurement Card Program is designed as an alternate payment method to petty cash, check requests and purchase orders. The Procurement Card Program is not intended to avoid or bypass district policy, appropriate procurement or payment procedures. The program is intended to complement the existing processes available. The Procurement Card is a MasterCard credit card that is issued by JP Morgan Chase. Some minimal record keeping is essential and required by campuses and departments, to ensure the successful use and compliance of the Procurement Card. This is not an extraordinary requirement; stand payment policies requires retention of receipts, etc. This Cardholder Guide provides information about the process, the types of purchases that can and cannot be made, records that must be maintained and reconciled for each cycle, and a variety of other Program information. Please remember that you are committing company funds each time you use the Procurement Card. This is a responsibility that should not be taken lightly. Employees are responsible for all charges made to the Procurement Card once it has been issued. Intentional misuse or fraudulent abuse may result in disciplinary action up to and including dismissal. The card will have no impact on your personal credit. Although the card may list an individual s name, the card is actually issued to Pine Tree ISD. The employee name on the card is simply a method for tracking and audit purposes. *The card needs to be secured in the vault or safe when not in use.*

2 Obtaining A Card After you have read this Cardholder Guide and understand the procedures outlined, you must complete all of the requirements of the Procurement Card District policy and agreement forms before the card will be issued. Only full-time employees of Pine Tree ISD are eligible to check out a Procurement Card after obtaining an approved purchase order. Contractors or temporary employees are not eligible to use the Procurement Card. The cardholder is responsible for the security of their card and the transactions made against the card. Each employee will be required to sign the Procurement Card Cardholder Agreement before the card will be issued for use. When the Procurement Card is in your possession, always keep it in a secure place. Although each card is issued in your name, it is the property of Pine Tree ISD and is only to be used for district purchases as defined in this guide. Procurement Cards may be picked up and signed for at the District Purchasing Office, with an approved purchase order in hand. All cards must be returned within three business days from issuance or return from travel. Procurement Card Restrictions The Procurement Card is NOT to be used for personal purchases, cash advances, or any other unauthorized purchase. Failure to comply with these restrictions may bring a disciplinary action upon the offender, payroll deduction or employee dismissal. Using The Card Purchases with the necessary approval are initiated using your assigned card. Make sure when using the card that you have the tax exemption form with you so that sales tax is not charged. You will be liable for all sales tax that may be charged to the card. *It is required that you retain all receipts for your purchases.*

3 The employee agrees to bring with them a copy of the Purchase Order when checking out the Procurement Card. If another employee other than stated on the purchase order is coming to check out the Procurement card, then the employee needs to send an authorization to purchasing@ptisd.org, prior to that other person coming. The employee MUST have the approved purchase order in hand or no Procurement card will be issued. The employee will be required to return to their campus or department secretary for a copy of the purchase order. The Purchasing department will not be responsible for locating PO numbers in Skyward. Reconciling Your Account Monthly, the District will receive a statement(s) (cycle cut-off date is the 19th of each month) identifying each transaction made against the Purchasing Card during the billing cycle. The statement must be reconciled against your retained receipts for accuracy. For users with numerous transactions, a Monthly Transaction Log can be used as a tool to help maintain purchase information and to help reconcile your account(s). Please contact purchasing@ptisd.org if you would like a copy of the log for your convenience. Resolving Errors and Disputes In the case of an error, first, contact the vendor and try to reach an agreement. Most disputes can be resolved between you and the vendor directly. If you are unable to reach an agreement with the vendor, please contact the Purchasing department immediately to resolve the issue. All disputes must be submitted in writing, via the Purchasing department, to JP Morgan Chase with 60 days of the statement date. The dispute may be sent by fax at , or or via mail to: JP Morgan Chase 2500 Westfield Drive Mail Code IL Elgin, Illinois Attention: Disputes Dept.

4 Paying The Bill The Procurement Card is a corporate pay arrangement. Account balances will be paid in full each month by a direct charge to a Pine Tree ISD bank account. Your purchases will be charged to an expense account based upon the department/account coding that has been established. If you receive a monthly statement in the mail, please review for accuracy, sign, and return to the Purchasing department as soon as possible. Lost Or Stolen Cards The Procurement Card should be secured, just as you would secure your personal credit cards. If your card is lost or has been stolen, immediately contact JP Morgan Chase via toll-free number ( ), and notify the Purchasing department. Refusal or Decline of Card Should you be declined at the point of sale for any reason, please contact your Procurement Card Administrator or JP Morgan Chase at x Every effort will be made to determine why the transaction was declined and resolve the issue. Departmental Changes If you transfer to a new department or leave the District, notify the Procurement Card Administrator immediately.

5 Commercial Card Audit Activity Your card activity is subject to random audits by administrative personnel, including a corporate audit. The random audits are to help ensure adherence to the program s policies and procedures. Merchants That Do Not Accept The Card Merchants are to be encouraged to become involved in the Procurement Card Program so that it may be used most effectively. Merchants may contact their local bank or financial institution to become credit card capable. For those merchants that are unwilling to participate in the program, alternative sources should be found.