Fairbanks North Star Borough School District. Purchasing Card Program Cardholder Procedure Manual

Transcription

1 Fairbanks North Star Borough School District Purchasing Card Program Cardholder Procedure Manual Accounting Services Department

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3 Contents INTRODUCTION... 1 CODE OF CONDUCT PURCHASING GUIDELINES AND LIMITS... 4 Overview... 4 Allowable... 4 Prohibited... 4 Cardholder Spending Limits... 5 How Can I Use the p Card... 5 To Place a Telephone Order... 5 To Place a Fax/Mail Order... 5 To Purchase Online... 6 To Purchase Over the Counter... 6 Returns DEPARTMENTAL/SCHOOL CARDS... 7 Administrative Center Departmental Cards RECORDKEEPING & RECONCILATION... 8 Reconciling Prior to Release into Workflow... 8 Missing Receipts... 8 Examples of Receipt Documentation BILLING AND PAYMENT SCHEDULE... 9 Key Dates DISPUTED TRANSACTIONS Disputes Returned Merchandise Key Dates Helpful Tips for Returns, Damaged Goods, Credit ACCOUNT MAINTENANCE Personal Information Updates TRAVEL Personal Travel in Conjunction with District Travel Grant Funded Travel i

4 Travel Tips and Reminders AUDITS Violations Consequences LOST OR STOLEN CARDS Card Security Tips Important Contact Information CARDHOLDER SET UP AND ACTIVATION New Participants Activation of Account BMO details Online GENERAL SUMMARY & IMPORTANT REMINDERS Cardholder s Responsibilities: The p Card can be revoked if: ATTACHMENTS / FORMS Attachment A: p Card Use Agreement Attachment B: p Card Cardholder Application Form Attachment C: p Card Statement of Authority Attachment D: p Card Summary Form Attachment E: p Card Missing Documentation Form Attachment F: p Card Statement Dispute Form Attachment G: p Card Account Maintenance Form Attachment H: Departmental p Card Log Attachment I: Administrative Center p Card Voucher Attachment J: Departmental p Card Code of Conduct ii

5 INTRODUCTION The Purchasing Card (p Card) program is designed to streamline your department/school s purchasing needs while at the same time providing the necessary financial controls to safeguard the Fairbanks North Star Borough School District (District) s assets. The p Card program will assist in reducing the number of requisitions, purchase orders, petty cash funds, and check requests as well as reducing the need to use personal funds for business purposes. The program will provide greater flexibility, permit you to get merchandise more quickly, reduce paperwork, and enhance overall purchasing efficiency. The Accounting Services department is responsible for the implementation, maintenance, program compliance, auditing, payment processing, and bank relations to solve customer service issues. Each cardholder has the responsibility to review, reconcile, and submit their monthly account statement with the appropriate receipts and signatures for payment processing by the due date. The purpose of this manual is to acquaint you with information about the p Card program s policies and procedures. It describes your responsibilities as a cardholder and outlines the processes and procedures to facilitate secure, timely, and accurate purchasing transactions. It also includes helpful information and instructions for documentation, reconciliation and review. All procedures must be adhered to as outlined in both this manual and the Accounting Services User Guide. All purchasing policies, regulations and procedures apply. Failure to comply can result in the suspension from the p Card program and also include disciplinary action that may result in termination of employment. The p Card issued to the cardholder is the property of the District and can be cancelled at any time. Periodic audits will be conducted to ensure the cardholder is in compliance with set policies and procedures. As the District s need change and usage continues to grow, it may be necessary to revise or supplement a portion of this manual from time to time, as deemed appropriate. If questions arise in the meantime, please contact the Chief Accountant and p Card Administrator, Nichole Wood by phone or . Please see contact information listed below. p Card Administrator Nichole Wood ext (office) p card@k12northstar.org Director of Accounting Services Colleen Fitzgerald ext (office) colleen.fitzgerald@k12northstar.org 1

6 CODE OF CONDUCT The Code of Conduct for the Fairbanks North Star Borough School District s Purchasing Card Program is designed to provide the cardholder a general philosophy and set of guidelines to follow regarding the use of the card. Purchases p Card purchases should be made so that the District gains the maximum value and quality for each purchase. Related Party Transactions Cardholders must not make p Card purchases from friends or relatives where the cardholder has a financial interest. Vendor Gifts Decline all personal supplier gifts offered. Cardholders must not accept any gift from any source if offered, or appears to be offered, to influence decision making regarding p Card purchases. p Card Agreement The issuance of a p Card is strictly prohibited prior to receipt of a signed agreement from the employee. Personal Use of p Card Only authorized business purchases may be completed with the p Card. Any personal purchases are strictly prohibited. p Card Security The p Card is the property of the District and as such should be kept in a secure location at all times. Authorization Only the employee to whom the card is issued is authorized to use it. Delegating the use of the p Card to another employee is strictly prohibited. Vendor Selection Where required in accordance with District policy, all vendors should be offered an equal opportunity to participate in the District s purchasing programs and to offer competitive pricing. Vendor Disagreements/Disputes If a disagreement occurs with a vendor, the employee should make every effort to reach a reasonable and equitable settlement to the dispute. If it is not possible to settle the disagreement under reasonable circumstances, submit the details related to the dispute to the p Card Administrator at p card@k12northstar.org or to the Director of Accounting Services at colleen.fitzgerald@k12northstar.org. Negotiations Cardholders are required to conduct themselves in a good faith manner when negotiating with suppliers. Any intentional misrepresentation is strictly prohibited. District Policies Cardholders are to adhere to District policy as it relates to the p Card Program. Documentation All purchases using the p Card program must be properly documented for business purposes. Any altered or forged documentation is strictly prohibited. 2

7 Purchase Restrictions The purchase of products, services or commodities on the restricted list in the Purchasing Card Procedure Manual as follows in Section 1 is strictly prohibited. Check with your supervisor or the p Card Administrator if you have any questions about whether a charge is valid under the p Card program. Purchase Limits All dollar value purchase limits will be adhered to under the program and any splitting of transactions to avoid authorized limits is strictly prohibited. Returning Purchasing Cards The p Card is the property of the District. Upon separation of employment, the card must be surrendered to the Accounting Services Department. 3

8 1. PURCHASING GUIDELINES AND LIMITS Overview The District allows only certain purchases to be made using the p Card. All purchases must be made in compliance with the purchasing policies and the guidelines set forth in this manual. Violations may result in loss of card privileges, or disciplinary action that may include termination of employment. Only the authorized cardholder may use the p Card and no authority is permitted to the cardholder for the delegation of its use. The cardholder is authorized to make transactions on behalf of others in his/her school or department. However, the cardholder is ultimately responsible for all use of his/her card. The Accounting Services Department establishes purchasing limits based on position and responsibilities and in accordance with Board Policy and Administration Regulations. The District will perform periodic audits to verify adherence to policies and procedures. Allowable Prohibited General supplies Membership dues Registration for conferences and workshops Meeting expenses Travel (as permitted by District policy) Subscriptions (for business purposes only) Purchases from vendors who do not accept purchase orders Utilities Other items not specifically excluded on the Prohibited list Any item that would be otherwise unallowable to purchase by any other payment method General o Cash advances, wire transfers or money orders o Personal items o Alcoholic beverages, drugs or pharmaceuticals o Parking or traffic violations o Gaming transactions including bets, lottery tickets, and casino gaming chips o Gift Cards Supplies & Equipment o Equipment that meets the criteria for fixed asset tagging Any equipment over $500 Mobile computing devices which have a network port or WiFi address (including but not limited to: ipads, ipods, other tablets, AppleTV) Computers / laptops Projectors Musical Instruments Laser Printers Smart Boards FMD Radios (handheld and vehicle) 4

9 o Software (except for Technology Departments) o Telecommunications equipment (i.e. phones or cellular phones) Travel & Per Diem o Individual meals o Personal portion of airfare (if personal travel is included) Services and Miscellaneous o Personal cell phone charges o Donations o Maintenance contracts o Automatic renewals (except for certain technology related renewals) Accepting cash refunds for returned merchandise purchased using the p Card A cardholder who makes unauthorized purchases or carelessly uses the p Card may be liable for the total dollar amount of such unauthorized purchase plus any administrative fees charged by the card issuer in connection with the misuse. The cardholder may also be subject to disciplinary action, up to and including termination. Cardholder Spending Limits Each cardholder has a designated hard credit limit built into the card for monthly purchases. In addition, principals and department heads may impose soft limits for daily limits, per transaction limits, merchant limits, or other kinds of use limits, which are set by policy. Any intentional circumvention of these limits is strictly prohibited. This includes splitting a transaction amount with the same vendor or multiple vendors for purchases that would otherwise exceed the cardholder s limits. A Statement of Authority (Attachment C) identifying individual limits will be provided at time of issuance. How Can I Use the p Card The p Card may be used for the following type of transactions, subject to Statement of Authority limitations. Telephone Orders Fax/Mail Orders Online Purchases Over the Counter To Place a Telephone Order Have your p Card ready before placing the call Always ask for the education or government sales representative Be sure to specify the shipping address to the vendor do not ship to Shipping and Receiving Confirm shipping costs Ask vendor to an order confirmation, including detail of purchase To Place a Fax/Mail Order Complete all information needed on the order form and keep a copy for your records. For subscriptions this may be the only receipt provided. Double check the ship to address do not ship to Shipping and Receiving 5

10 To Purchase Online Print out completed registration forms, confirmations, and invoices to be used as supporting documentation. When entering p Card information, make sure you are on a secure site. For example: on Internet Explorer you should be able to see a little locked padlock in the lower right hand corner of your computer screen. Be sure to specify the shipping address do not ship to Shipping and Receiving To Purchase Over the Counter Ensure that the receipt received is an itemized receipt, and not just a credit card transaction slip, and meets all the requirements of an invoice as listed in the Accounting Services User s Guide. Items purchased over the counter must be immediately available at the time of p Card use. No backordering of merchandise is allowed unless the vendor does not accept purchase orders. Returns Merchandise returns must be completed within 10 days of receipt or sooner if required by the vendor. Do not accept cash refunds for returned merchandise. All refunds must be credited to the p Card 6

11 2. DEPARTMENTAL/SCHOOL CARDS In certain circumstances, the district may choose to issue cards to a building or a department, rather than to an individual. These cards are called departmental/school cards and must be treated differently than individual cards. Each building/department that has been issued departmental cards will need to designate a p Card custodian who is responsible for the physical security of the p Card(s) and for reconciling the p Card(s) in Munis. The p Card custodian will keep a log documenting the date and time the p Card is checked out and by whom, and also when the card is checked back in. In case of fraudulent transactions on a departmental card, the log will help to prove that someone had physical custody of the card at the time the fraud occurred. The first time an employee uses a departmental card, they will need to read and sign a Departmental p Card Code of Conduct, which outlines the basic rules for use of district p Cards. This form should be kept on file by the p Card custodian. At the time that an employee needs to make a purchase on behalf of the district, they will check out a p Card from the custodian. Once the purchase is completed, the employee will return the card, along with an itemized receipt, to the p Card custodian. If the employee does not return the card timely, or does not return proper documentation, the p Card custodian has explicit authority to deny the employee any future use of the departmental card. Administrative Center Departmental Cards In order to check out a card in the Administrative Center from the Cashier, an employee will need to present an Administrative Center p Card Voucher Form to the Cashier. The voucher form must include the following: An amount not to exceed, The date the approval was given, An account number to charge; and, The purpose of the purchase. When checking out a p Card form the Cashier, the deadline for returning the card back to the Cashier is 4:00pm. This allows the cashier time to inventory the Administrative Center cards before the close of business. 7

12 3. RECORDKEEPING & RECONCILATION The cardholder is responsible for maintaining and submitting receipts for all purchases made with the p Card. The documentation retained should include sales receipts, packing lists (if applicable) and credit card transaction receipts. A p Card Summary Form (Attachment D) is available on the District website to assist the cardholder in tracking purchases that must be reconciled to their account statement each month. Account statements are available electronically using the Bank of Montreal (BMO) designated website detailsonline. ( User ID and Password will be provided by the p Card Administrator at the time of issuance. Any incorrect charges, duplicate transactions or missing credits must be addressed directly between the cardholder and the vendor. Each transaction will require the following to be entered into the Munis Purchase Card Program: a description of the transaction, a copy of the documentation, and the account number to which the expense is to be charged. Upon completion of the reconciliation, the account statement will be attached in Munis, and the statement will be released into workflow for the appropriate approvals. Reconciling Prior to Release into Workflow Compare statement to receipts and attach receipts in Munis Confirm each transaction and verify amounts charged Provide description for each purchase (including TA# for travel related expenses) Attach account statement to Purchase Card Statement program A p Card Summary Form is available on the District website to assist with reconciliation Missing Receipts If the cardholder is missing a receipt, the cardholder should first contact the vendor to obtain a duplicate receipt. If the vendor is unable or unwilling to help, the cardholder must submit a Missing Documentation Form (Attachment E) available on the District website documenting the pertinent transaction information. This documentation must be approved by the cardholder s supervisor. Using the Missing Documentation Form is never acceptable if the purchase is to be charged to a grant. If you have misplaced documentation for a grant expenditure, you must either find an appropriate general fund account to charge the purchase, or include payment to the district with your reconciliation. The Missing Documentation Form may only be used twice in one fiscal year. If the use of this form occurs more than twice in one fiscal year, the cardholder s account will be suspended until the end of the fiscal year (June 30). Examples of Receipt Documentation Cash register original itemized receipt Airline itinerary and sales receipt (if e ticket attach the documentation) o Be sure that this documentation shows the traveler s name Itemized hotel bills Itemized restaurant bills 8

13 4. BILLING AND PAYMENT SCHEDULE Transactions are uploaded into the Munis Purchase Card Statement program on a regular basis. This allows cardholders or their designees to code the transactions directly in the Munis system, which creates memo balance transactions to their accounts, effectively encumbering funds much sooner. The p Card billing cycle ends on the 20 th of each month. Electronic statements will be available through the bank s (BMO) designated website detailsonline ( on the 21 st of each month. The cardholder or designee must complete their online reconciliation in Munis within three (3) business days of the statement availability. Any problems that have not been resolved should be notated as pending. The supervisor will complete their workflow approvals within the next five (5) business days. Any account statements missing the proper approvals and documentation will be rejected, and the cardholder or designee will need to resubmit when deficiencies are corrected. If a cardholder is consistently delinquent in submitting their reconciled account statement to the Accounting Services Department, the p Card Administrator and the cardholder s supervisor may review their status as a participant in the program and suspend their privileges until an adequate resolution is achieved. Key Dates The monthly billing cycle for the bank is from the 21 st of the month to the 20 th of the following month. Cardholder or designee prints or saves the monthly account statement on the 21 st of each month. Cardholder or designee must reconcile transactions in Munis and release into workflow within three (3) business days of the statement availability. Supervisors will complete the final approval of all transactions within the next five (5) business days. 9

14 5. DISPUTED TRANSACTIONS At times there may be disputed transactions appearing on the cardholder s account statement. The dispute may arise due to the non delivery of the goods or services, incorrect billing, duplicate billing, missing a valid credit not processed to the account for a return, altered charges or defective merchandise. In these situations it is important for the cardholder to immediately seek resolution with the vendor. Disputes The cardholder should contact the p Card Administrator for assistance if they are unable to resolve a dispute directly with the vendor. In these cases the cardholder must complete a Statement Dispute Form (Attachment F) documenting the reason for the disputed item and other transaction details. The cardholder must submit the form to the p Card Administrator who will deal directly with the bank and the vendor. The cardholder will assist in ensuring that appropriate credits for reported disputed items or billing errors appear on subsequent statements. Returned Merchandise If a vendor does not issue a credit for a returned item within 20 days of the return, the cardholder must complete the Statement Dispute Form and submit it to the p Card Administrator. This form will be used as notification to both the bank and the vendor. Key Dates Returns must be completed within 10 days of receipt of the merchandise or sooner if required by the vendor. The cardholder has 10 days from the date the merchandise is returned to receive credit. If credit has not been received begin the dispute process with the vendor. Complete Statement Dispute Form and submit to p Card Administrator no later than 20 days after merchandise is returned and efforts to rectify with the vendor have been unsuccessful. The p Card Administrator must notify bank of any disputed transaction within 30 days of the statement date. Helpful Tips for Returns, Damaged Goods, Credit Items should be returned directly to the vendor by whichever means the vendor requires. Always retain boxes, containers, materials, packing slips, etc. until it is certain that the goods will not be returned. Read all enclosed instructions carefully. Phone numbers and special instructions are often included on packing slips or delivery receipts. Many vendors require a Return Authorization Number before they will accept a return. If this information is not provided with the return, the package may be refused and no credit will be given. If the vendor does not intend to pay for shipping charges the merchandise should be forwarded to the warehouse with shipping information including vendor, address, and a copy of the packing slip. Items will be shipped and the appropriate account will be charged. It is the cardholder s responsibility to determine that the proper credit is posted for any returned item on a subsequent statement. 10

15 6. ACCOUNT MAINTENANCE The cardholder s personal information may require periodic updating. An Account Maintenance Form (Attachment G) which can be found on the District s website, must be completed by the cardholder and approved by his or her supervisor. The form should be forwarded to the p Card Administrator for review, approval, and processing. Updating the account information takes approximately three (3) working days after submission by the p Card Administrator to the bank. Personal Information Updates Cardholder name change Cardholder location change Credit limit Type of purchasing allowed by the cardholder Cancellation of the cardholder s account Suspension of the cardholder s account Reinstatement of the cardholder s account 11

16 7. TRAVEL Use of the p Card will be allowed for all travel expenditures except personal meals. Employees who are traveling on district business may, upon approval by their supervisor, be issued a p Card if they don t already have one. Whenever possible, a travel authorization should be completed early enough that a p Card can be received prior to making airline reservations. If there is not enough time to allow for a card to arrive, the purchasing department can use their p Card to book the airfare, or it can be paid for on a district purchase order. When traveling by privately owned vehicle, the employee will be reimbursed mileage at the approved rate, not to exceed the cost of 30 day advance purchase, coach class airfare. Use of the p Card for gasoline for a privately owned vehicle is not permitted. Registration fees for training, conferences and seminars should be paid via p Card. Remember to keep a copy of the registration form, as this is often the only form of receipt you will receive from the vendor. Hotel charges should be paid via p Card. Government or conference rates should be requested wherever available. Personal charges (such as room service, movies, etc.) should not be charged on the p Card. This may require the employee furnishing a personal credit card at the time of registration for incidentals. When traveling to Anchorage, the traveler should bring with them an Anchorage Tax Exemption Letter which can be found at This form should be presented to the hotel upon check in. When checking out, the traveler should make sure that they were not charged the Anchorage Bed Tax. When approved, vehicle rental should be paid via p Card. Vehicle rentals will only be permitted if necessary to travel between activity/conference and hotel and must be approved on your initial travel request. When signing a vehicle rental agreement accept the personal liability insurance and decline the collision damage waiver. Purchase of gasoline for rental vehicles is allowed on a p Card. When traveling to Anchorage, the traveler should bring with them an Anchorage Tax Exemption Letter which can be found at This form should be presented to rental car company upon rental. Incidentals such as taxi fares and parking fees are allowed charges on a p Card. Taxi fees will be allowed to and from your home and the Fairbanks airport, or parking fees for a personal vehicle at the Fairbanks airport. The district will also pay for taxi fares to and from your destination airport and the hotel. Meals are covered under the travel policy s per diem rules and should not be charged on the p Card. Team meals may be charged to a p Card; however, any coach who receives per diem should not include his/her meal with the team meal. All appropriate travel documentation must be attached to the p Card transaction in Munis. The cardholder may elect to use the p Card Summary Form for reconciliation purposes as well. The cardholder must adhere to the District s travel procedures. All travel must be for business purposes only and any personal use is strictly prohibited. Any travel expenditures that are charged to the p Cards should not be included on the Employee Travel Expense Report. 12

17 Personal Travel in Conjunction with District Travel Travel that includes both business and personal leave must be clearly stated on the employee travel authorization form and have the written approval of the superintendent or designee. Absolutely no personal travel should be charged to a district p Card. The district will only pay for airfare round trip to the district business destination. Combination district/personal travel must be arranged through a travel agency, and the employee must directly pay the travel agency for the personal portion of the travel. Only district business travel may be charged to a district p Card. Grant Funded Travel Any grant funded travel where the grant manager is not the employee s supervisor must have the grant manager s signature on the documentation. Travel Tips and Reminders The p Card must not be used for gasoline for your personal vehicle when it is used for business purposes. Business travel incurred when using your personal vehicle will be reimbursed by claiming the mileage on your expense report. If you are traveling with a rental car, then gasoline may be purchased using the p Card. The p Card may be used to pay for qualified purchases itemized on hotel bills. Personal charges must be paid for separately by the employee by other means. The District does not provide ATM privileges with the p Card program. Personal meals while traveling are not allowed on the p Card. Do not use your p Card to buy a companion fare ticket or pay for guest registration for your spouse to travel with you. Double check your hotel bill before leaving the hotel to make sure no personal charges have been charged to the p Card. Use the Municipality of Anchorage Tax Exempt Letter for hotel and rental car reservations when traveling to Anchorage. 13

18 8. AUDITS All cardholder accounts are subject to periodic audits to ensure compliance with the District s overall policies and the policies outlined in this manual. The p Card Administrator, Director of Accounting Services, and/or the Chief Financial Officer may review daily, monthly, and annual transaction activity reports as deemed necessary to ensure adherence to the p Card policies. If an audit reveals a policy violation, the cardholder and their supervisor will be contacted and disciplinary action assessed based on the type of violation. Violations Unauthorized purchases Purchase of prohibited products, services, or merchandise outlined in the District s policies and procedures and in this manual Intentional splitting of transactions (multiple transactions or multiple cards) to circumvent the credit limit, including single day and single transaction limits Consistently delinquent accounts submitted for processing and payment Personal use of p Card Allowing an unauthorized person to use the p Card Fraudulent transactions with a vendor Violation of the District s purchasing policies Consequences Delays: o o If an approval of p Card purchases is delayed, on the 9 th business day an will be sent to both the cardholder and the supervisor asking for an immediate response. If there is no response within 48 hours, the activity will be automatically posted to the default account number for that cardholder and the p Card will be shut off for a period of 30 days. Also, a first offense letter will be sent. o If the delay is found to be in approval, and not in reconciliation, the letters will be directed to the supervisor, not the cardholder. o If consistent approval delays occur it may jeopardize the school/department s p Card privileges. If any other violations listed above are found, the p Card will be immediately shut off for a period of 30 days and a first offense letter will be sent. If a second offense occurs, the p Card will be immediately shut off for a period of 60 days. Reactivation will require a written request to reopen the account. The request is to include details as to what has been done to avoid future delays or violations. If a third offense should occur, the p Card will be immediately suspended for a period of one year the employee will receive a letter of reprimand. If any violation results in District funds being spent inappropriately the cardholder will be personally responsible for repaying the District in full for the prohibited, personal or fraudulent transaction. If funds are not received within five (5) business days of notice, the funds will be withdrawn from the cardholder s next paycheck. If fraud is suspected to have occurred, an investigation will be initiated, and if sufficient proof of fraud is found, it may result in immediate termination for cause. 14

19 9. LOST OR STOLEN CARDS If the p Card is lost or stolen, the cardholder must immediately contact BMO by phone at or by fax at The Chief Financial Officer, the p Card Administrator or the Director of Accounting Services should also be notified of possible loss, theft or unauthorized use of the p Card. Important contact information is provided on the following page. The cardholder should also complete the Account Maintenance Form documenting that the card was lost or stolen and the date that it was noticed missing. Upon notification, the card will be suspended immediately and any charges posted to the account after the missing date will be denied. A new card will be issued upon completion of an application indicating the card is a replacement. After the application is received by the p Card Administrator it will take approximately two (2) days to reissue a replacement card. Card Security Tips The p Card should be retained in a secure location at all times. Sign the back of your p Card and also write See ID next to the signature to remind the vendor to look at your personal identification to authenticate the transaction. When presenting your card for purchases, provide your driver s license to identify you as the authorized user of the card. A cancelled card should be returned as soon as possible to the p Card Administrator for disposal. Do not provide your card account number to unsolicited marketing calls. 15

20 Important Contact Information BMO/Harris Bank o (Lost/Stolen Emergency Replacement) o fax p Card Administrator(s) o Nichole Wood, Chief Accountant and Krista Meeks, Senior Accountant o ext / ext o p card@k12northstar.org Director of Accounting Services o Colleen Fitzgerald o ext o colleen.fitzgerald@k12northstar.org Chief Financial Officer o Lisa Pearce o ext o lisa.pearce@k12northstar.org 16

21 10. CARDHOLDER SET UP AND ACTIVATION New Participants Once an application has been approved by the p Card Administrator and the bank has processed the request, an account for the cardholder is established. The new participant must attend a p Card Training Session where the Purchasing Card Procedure Manual will be provided. In addition, the p Card Use Agreement (Attachment A) that outlines the responsibility of the cardholder must be signed prior to the release of the p Card to the cardholder from the p Card Administrator. Activation of Account Call the toll free phone number on the letter to which the card is affixed. You will be asked for information that will identify you as the cardholder in possession of the p Card. If you encounter any problems activating your account, please call the p Card Administrator at ext or p card@k12northstar.org. 17

22 11. BMO details Online Bank of Montreal (BMO) provides 24/7 access to cardholder accounts through their website Each cardholder or their designee will be assigned a BMO User ID and password by the p Card Administrator upon issuance of their card. Supervisors will also be given access to details Online, and will be able to review purchases made by each cardholder under their supervision. Upon the cardholder s initial sign on to details Online they will be asked to answer three security questions. Please note, the answer to each question must be longer than three characters. (One of the questions could be What is your father s middle name? If your father s middle name is Tom it will not accept that answer). They will then be prompted to change their password. Please keep this password secure, and as always, never share this information with anyone. Cardholders will be able to see charges made with their p Card in real time and will also be able to see their available balance. 18

23 12. GENERAL SUMMARY & IMPORTANT REMINDERS Cardholder s Responsibilities: Sign and write See ID on the back of the p Card (for individual cardholders only) Ensure the p Card is used for legitimate business purposes only Maintain the p Card in a secure location at all times Do not allow other individuals to use your p Card (for individual cardholders only) Adhere to the purchase limits and restrictions of the p Card and ensure the total transaction amount of any single purchase does not exceed personal limits Obtain a receipt and/or packing slip for all transactions Reconcile the statement to the receipts each month Remember that you have 24/7 access to your account online. Monitor your account closely. Cardholders who are Munis users must attach their receipts in the Purchase Card Statement program, and also provide a description and an account number each transaction. If the cardholder is not a Munis user, they must submit their receipts to the designated person who will be responsible for reconciliation in Munis. The cardholder may elect to use the p Card Summary Form for reconciliation purposes as well. Attempt to resolve billing disputes directly with vendors. If unable to resolve the dispute the cardholder should complete the Statement Dispute Form and call the p Card Administrator at ext Any disputed transactions must be resolved within 30 days of the statement date. (See page 9 for more specific instructions). Ensure that appropriate credits for reported disputed items or billing errors appear on subsequent statements. Immediately report a lost or stolen card to BMO by phone at or fax at A lost or stolen card reported by telephone is blocked immediately so it is important to call regardless of the date or time. The Chief Financial Officer (ext ) the p Card Administrator (ext ) or the Director of Accounting Services (ext ) should also be notified at first opportunity. A replacement card must be requested by contacting the p Card Administrator. Immediately report unauthorized or fraudulent charges to BMO by phone at or by fax at and notify the Chief Financial Officer (ext ) the p Card Administrator (ext ) or the Director of Accounting Services (ext ). Return the p Card to the p Card Administrator in Accounting Services upon termination of employment from the Fairbanks North Star Borough School District. The p Card can be revoked if: The cardholder accepts a cash refund from a vendor for returned items. The card is used for personal or unauthorized purposes. An individual other than the cardholder uses the card. A purchase is split to circumvent the limitations of the card. Receipts are not provided for all transactions. The approved statement and accompanying receipts are not submitted by the monthly deadline. The cardholder may also elect to use the p Card Summary Form for reconciliation. The cardholder demonstrates a disregard for the p Card procedures. 19

24 ATTACHMENTS / FORMS Please note: all these forms can be found on the District s website, after logging in by going to and navigating to the bottom of the page under p Card Program Forms & Documents. All of the pdf forms found on this page are fillable forms. Attachment A. Attachment B. Attachment C. Attachment D. Attachment E. Attachment F. Attachment G. Attachment H. Attachment I. Attachment J. p Card Use Agreement (Form PC 01) Agreement to abide by the terms and conditions of the p Card. The form must be completed and signed by the cardholder prior to issuance of the card. p Card Cardholder Application Form (Form PC 02) Application to become a p Card Cardholder. The form must be completed and signed by the prospective cardholder, principal/department head and the CFO/designee. p Card Statement of Authority (Form PC 03) Statement identifying individual limits. The form is provided at the time of issuance and must be signed by the employee and their direct supervisor. p Card Summary Form (Form PC 04) Assists cardholder in tracking purchases that must be reconciled to the account statement each month. A copy of this form is available on the District website. The form may be submitted, with the account statement and receipts, to the supervisor. The supervisor will sign and forward to Accounting Services. p Card Missing Documentation Form (Form PC 05) Form that must be submitted if the cardholder is missing a receipt. The cardholder s supervisor must approve this documentation. This form cannot be used for grant funded transactions. p Card Statement Dispute form (Form PC 06) To be completed by cardholder only after attempts have been made with the vendor to correct disputed items. A copy should be sent to the p Card Administrator. p Card Account Maintenance Form (Form PC 07) An Account Maintenance Form can be found on the District website and is used to request a change in cardholder information. Departmental p Card Log p Card custodians must track dates and times for p Card check out. Administrative Center p Card Voucher Bring this completed voucher to the Cashier in order to check out an Admin Center p Card. Departmental p Card Code of Conduct This form should be completed the first time an individual checks out a p Card. 20

25 Attachment A: p Card Use Agreement 21

26 22

27 Attachment B: p Card Cardholder Application Form 23

28 Attachment C: p Card Statement of Authority 24

29 Attachment D: p Card Summary Form 25

30 Attachment E: p Card Missing Documentation Form 26

31 Attachment F: p Card Statement Dispute Form 27

32 Attachment G: p Card Account Maintenance Form 28

33 Attachment H: Departmental p Card Log 29

34 Attachment I: Administrative Center p Card Voucher 30

35 Attachment J: Departmental p Card Code of Conduct 31

36 32