PROCUREMENT CARD USER MANUAL
Contents
1. You will receive a Procard Statement listing suppliers and purchases Use your activity log along with detailed receipts to verify that the statement charges match your purchase records Any disputes will be handled after payment with adjustments issued the next month What if there s an incorrect charge on the statement If you have a problem with the statement identify the problem and try to resolve it directly with the supplier If the supplier refuses to issue credit or otherwise fails to resolve the problem complete a Cardholder Dispute Form and forward it to U S Bank What if there s an unauthorized charge on my statement Notify U S Bank immediately If the charge appears to be fraudulent the account will be closed and a new account will be opened Next notify Purchasing How does the cost get into the accounting system Initial payment is against the default account code you provided on the card application The transaction log provides the necessary information for reclassification of these expenditures to the desired account code What if my card is lost or stolen Contact U S Bank Customer Service and the Program Administrator immediately Prompt action will reduce company liability for fraudulent charges Will my purchases be checked YES Each month you will submit your reconciled Monthly Reconciliation Statement transaction log and receipts to your Site Coordinator for approval Also there will be rand2. IF YOU NEED ASSISTANCE Resources are available to assist you with using the Procard and to answer any questions you may have or to help you resolve any problems that may arise Lost or Stolen Card US Bank 1 800 344 5696 Procard Administration Purchasing La Von Maskell Ext 3083 Disbursements Department Diana Laront Ext 3018 Rev 01 03 11 PUR MOO1 Page 26 of 29 FREQUENTLY ASKED QUESTIONS What do I do if I lose the receipt In very rare instances receipts are lost If there is an occasion in which a receipt or source documentation cannot be found the cardholder shall prepare a written memo to the Site Coordinator The memo should state that the receipt was lost and then provide the merchant name transaction date purchase amount and a complete description of the item s purchased After reviewing the memo The Site Administrator can either sign or refuse to sign the lost receipt memo If signed attach the memo to the transaction log in lieu of a receipt If the Site Coordinator does not sign the memo the cardholder is personally liable for the transaction and must submit a personal check with the transaction log Continual loss of receipts will result in card revocation 2 What do I do if a transaction is declined Possible reasons for decline and what to do Phone orders the merchant has written down the card number and or expiration date incorrectly The transaction exceeds your dollar limit The mercha
3. Remove TranDate Merchant Remove Amount Alloc Accounting Code Segment Name Length Trans Alloc 011122008 BEST WESTERN HOTELS CANY 909 00 Add Alloc or 10000 fo700 34 0260 9610 4120 or 000 oro0 03 0260 96104120 8 8 Amount Remaining I 000 Be sure the bottom box in ee each column equals zero usb col7 Done Internet 8 If you want to add additional accounts more than two you will need to repeat these steps Transactions that are split between multiple accounts will display on the transaction screen with the word multiple in the account number field Rev 01 03 11 PUR MOO1 Page 19 of 29 RECONCILING PROCARD ACTIVITY Your card statement should arrive at your site around the 16th of the month You must submit a hardcopy of the Procard Statement along with completed PUR F018 Transaction Log Cover Sheet receipts and approval forms to Disbursements If you have valid purchases for the month and do not receive a statement from the bank by the 20th of the month access your statement on the bank s site Not receiving a statement is not a valid reason for a late submission of your Transaction Log The Site Coordinator may delegate review of the Transaction Logs and Procard Bank Statements to subordinate employees However the Site Coordinator must sign the logs Submit logs with receipts to Disbursements by the 25 of each month Accessing Your Procard Stateme
4. instructions on booking airfare Car Rental If you have obtained approval for car rental you may charge car rental on the Procard Remember to obtain receipts If vehicle rental becomes necessary during your travel contact Business Services for approval or assistance with this issue Conference Materials If you wish to purchase reference materials at a conference you may use your Procard provided the materials are for District use and are within your card limit If you wish to purchase a large volume of books or other materials that exceed your card limit acquire a Purchase Order number to use for that purpose Remember to obtain pre approval if you wish to use grant or professional development funds for this purpose How to Apply Principals department heads office personnel activity directors and other district employees directly responsible for regular acquisition of consumable supplies are the recommended cardholders The Procard is not appropriate for every district employee Purchasing reviews applications to verify need determine if a card is appropriate and obtains signature of Fiscal Services Rev 01 03 11 PUR MOO1 Page 8 of 29 Director If Fiscal Services rejects an application Purchasing will notify the Supervisor Complete an Application Form To obtain a Procard complete form PUR F009 Procard Application Complete all requested information in the cardholder section of the form including e Name is the cardhol
5. or code the excess expenditure to the default account assigned to the card Internet purchases Please be aware that getting original receipts for Internet purchases may be difficult Most applications allow an itemized order confirmation to be printed Be sure to print your cart so you have a record of your purchase Failure to provide appropriate documentation may result in card revocation Tip You should always make sure that you have a secure link for internet purchases Wireless connections should also be avoided since Procard information can be stolen by identity thieves without your knowledge Do not use the Procard for online auctions or register with Pay Pal Purchasing if you encounter difficulties processing a transaction Merchandise Returns Cardholders are responsible for issue resolution including the return of incorrect or damaged merchandise The following is the recommended procedure for documenting a return 1 Notify the vendor of the problem within the time limit established by the vendor s terms and conditions Most vendors require notification within 30 days from the order date Be clear state if you want a replacement Rev 01 03 11 PUR MOO1 Page 12 of 29 or a credit for defective items Make sure the vendor understands the request 2 If the vendor has made an error or the item is defective request a call tag to pay for the freight back to the vendor If you have ordered an item you do not want the vendo
6. you a new screen with two boxes for the account code As previously described highlight and change each account code Split the transaction by either a percentage or amount Be sure the bottom figure in each column is equal to zero Click on Save Allocations SARI a Rev 01 03 11 PUR M001 Page 18 of 29 7 Transaction Management Reallocation Worksheet Windows Internet Explorer G sH Y E hitps jfaccess usbank comfeps App USBComservet File Edit View Favorites Tools Help ee E Transaction Management Reallocation Worksheet Thank sank Transaction Management Card Account List Account Information Reporting My Personal Information Home Contact Us 2008 U S Bancorp l Personal Business Institution Government About U S Bancorp SALEM KEIZER PUBLIC SCHOOLS A Transaction Management Log Out Reallocation Worksheet Card Account Number 0194 SYLVIA C BORRAS Switch Accounts Reallocate transactions by changing the accounting information to allocate the amount to a different cost center To allocate to additional accounting codes click the Add Alloc link After modifying the allocations click the Save Allocations button to save changes Exclude transactions from the save by selecting Remove Transaction s checkboxes and optionally clicking the Remove Transaction E Highlight and change the account code Kada Split by percent or dollar amount
7. AARDA Card Account Summary Home Account Number 6104 Contact Us Account Name WILLIAM SR J TJAARDA Billing Cycle Close Date Open i T Transaction List Records 1 1 of 1 Check All Shown Uncheck All Shown Select Status Trans Posting Merchant City State Amount Detail E gt Purchase ID S Accounting Code D rai Date Date 01 25 01 28 SHOPBLT COM 860 2950142 CT 29 97 10811095 Sprague 0100 034 0260 9610 4120 Disputed A Resllocated D P Trans Detail Level heck All Shown Uncheck All Shown Select the transaction you wish to manage by act 1 a EA clicking in the select box Click on the Reallocate C i button i f Open Account I Search Criteria 2008 U S Bancorp usb col 6 internet 2 Select the desired transaction or multiple transactions and click on the Reallocate button Rev 01 03 11 PUR MOO1 Page 16 of 29 3 A new screen appears with an open box where the account code is simply highlight and enter the new account code Select the Save Allocations button at the bottom Transaction Management Reallocation Worksheet Windows Internet Explorer O SA Y jw https access usbank com cpsApp1 USBComServlet File Edit View Favorites Tools Help w a E Transaction Management Reallacation Worksheet Transaction Management Card Account List Account Information Reporting My Personal Information
8. Home Contact Us 2008 U S Bancorp Personal Business Institution Government About U S Bancorp SALEM KEIZER PUBLIC SCHOOLS Transaction Management x Log Out Reallocation Worksheet Card Account Number 6104 WILLIAM SR J TJAARDA Switch Accounts Reallocate transactions by changing the accounting information to allocate the amount to a different cost center To allocate to additional accounting codes click the Add Alloc link After modifying the allocations click the Save Allocations button to save changes Exclude transactions from the save by selecting Remove Transaction s checkboxes and optionally clicking the Remove Transaction ST button required Remove TranDate Merchant Amount Alloc Accounting Code Segment Name Length Trans DEFAULT 150 o 01 25 2008 SHOPBLT COM 29 97 Add Alloc 0100 034 0260 9610 4120 To change to a different single account code highlight the current account number lt lt Back to Transaction List NOTE Remember to obtain the necessary approval prior to purchase when using an account code that is not within your department s budget authority Attach the approval form to your log Rev 01 03 11 PUR MOO1 Page 17 of 29 Splitting a Transaction between Multiple Account Codes 1 Begin by selecting the transaction as previously described 2 Once you are on the reallocation screen instead of highlighting the default account c
9. PROCUREMENT CARD USER MANUAL GEOR A s Uir 4 K 3 a SALEMeKEIZER PUBLIC SCHOOLS Information about the Program And Guidelines for Card Holders PUR MOO1 Table of Contents Program Structure 2 2 2 nnn nn nnn nn nn nn nnn nn nnn n nnn nen cee n enn 4 Card Limits 4 Appropriate Transactions c o e 2 90 22 nnn nnn none enn nnno 6 Pre Approvals 6 Card Use ViolationS 7 Traveling with a Procard 8 How do I Apply for a Card 9 Receive Training 10 Activate the Cardona AAR KARR 10 Use the Card 10 Grant or Other Alternate Funds 12 Internet Purchases 12 Return Merchandise 13 Manage transactions View Current Activity 14 Change the Accounting Code 16 Split a Transaction between Multiple Account Codes 18 Reconcile Procard Activity Acc
10. der name as it will appear on the card The middle initial is optional but does increase card security e School Department should describe where you work For example Purchasing is a subunit under Fiscal Services Therefore a cardholder in that department lists Purchasing as the department not Fiscal Services e Include your supervisor s name In some cases this is a different person from the site coordinator e Include your site address and mailing address In most cases these are the same Do not use the central District PO Box address unless that is the only way your location receives US Mail This address is where the bank will send the cardholder statement e Work phone and work e mail are required and should be where you can be reached during the day e Default account code is the District s account number to which you most often charge supplies The format of the number should be the segments making up your account separated by a hyphen Do not put spaces around the hyphen i e 99999999 999999 ZZ999 All charges go against the default account code unless the cardholder changes it when managing transactions e Signatures are required from the cardholder the cardholder s supervisor and site coordinator if different Send the completed application to Purchasing TRAINING Training is mandatory for all cardholders Cardholders are required to attend a training session and sign an acknowledgment prior to receiving the
11. es that may prompt a dispute include goods lost in transit from the supplier to the cardholder charges posted incorrectly or on the wrong statement goods returned or damaged and receipt of an incorrect item or quantity The following flow chart outlines the process for handling disputes Cardholder notes discrepancy or error on statement Cardholder attempts to resolve problem by contacting the supplier If problem is resolved If problem cannot be resolved cardholder verifies correction cardholder calls U S Bank on the next Monthly Customer Service within 60 Reconciliation Statement days of statement date Cardholder fills out Dispute Form and faxes a copy of the form to U S Bank Customer Service U S Bank places the account in dispute until problem is resolved U Cardholder dispute process is complete Rev 01 03 11 PUR MOO1 Page 24 of 29 PROCARD REVOCATION Improper card use may result in cancellation and disciplinary action which could result in termination of employment Pay close attention to District rules and procedures for Procard use Your Procard is a valuable tool but keep in mind that use of the card is a privilege granted to you by the District You accepted responsibility for any abuse or misuse of the card when you signed the Procard Receipt and Use Agreement form If you allow someone to use your card you are responsible for how it is used Rev 01 03 11 PUR MOO1 Page 25 of 29
12. ess my Bank Statement 20 Reconcile Activity 21 Complete a Transaction Log 21 Route Log for Approvals 22 Audits 22 Rev 01 03 11 PUR MOO1 Page 2 of 29 Card SEcCUrIty GSE EE E EREEREER REER NE 22 Lost OF Stolen Cards s tasntssssecr t eae emer i 23 What If My Gard ls COMprO Mise Cd eaae Sonar R Kaea Gae KR 23 I Move to another Department 23 I leave the DIsthet sass scSasareser esse asses sret a e aa 23 My Card EX DIGS e RE i e e agn 23 Disputed Chal Ges Sasser tse odre ee ae Gp eS eee 24 Contact Information Hesete ssa sere GE EREE 26 Frequently Asked QueStIONS lt oco ea ee pace aK 27 Rev 01 03 11 PUR MOO1 Page 3 of 29 INTRODUCTION Please read this manual in its entirety and refer to it often The Procurement Card User Manual provides information regarding the Procurement Card Procard program approved purchases record retention monthly reconciliation and additional program information A Procard is not a personal liability card use of the card affects only the District s credit rating not the credit rating of the employee As a cardholder you are responsible Program Structure Position Responsibilities for unde
13. eturn to top L Transaction List Return to top Records 1 1 of 1 Check All Shown Unchest All Shown Select Status Trans Posting Merchant City State Amount Detail gt Purchase ID Accounting Code D Date Date 04 25 01 28 SHOPBLT COM 860 2950142 CT 29 97 D 10811095 Sprague 0100 034 0260 9610 4120 Disputed A gt Resllocsted D P Trans Detail Level Ched All Shown Uncheck All Shown PR This screen displays all posted transactions and the account code being charged This is what you need to manage S Bancorp Rev 01 03 11 PUR MOO1 Page 15 of 29 Changing Account Codes Cardholders are responsible for changing account codes prior to cycle close If the cardholder fails to do so the transaction will go against the default account and the cardholder will need to process a reclassification of expenditures form to correct the accounting 1 Starting from the activity screen Card Account Summary with Transaction List Windows Internet Explorer er lt gt gt B https access usbank com cpsApp1 USBComServlet B gt Be Be E Card Account Summary with Transaction List pe TSS Inestuion Government T About u S ay Oban SALEM KEIZER PUBLIC SCHOOLS LK Transaction Management Transaction Management Card Account Summary with Transaction List Account Information Reporting My Personal Information Gerd Account Number 16104 WILLIAM SR J TJ
14. fice amp instructional supplies Games and classroom activities Minor maintenance supplies Hotel rooms with approved travel plan Pre approved car rental with approved travel plan Pre Approval Required Pre approval is required any time you are purchasing an item from an account that you do not have authority over or any time you are purchasing an item listed below Grant expenditures must follow restrictions specified by the grant and approved by the grant administrator Cardholders must attach the pre Approval form with signatures or e mail verification to the procard log or Fiscal Services will charge the expenditures to the default account Pre approval forms are available on the District s web site PUR FO11 Computer Network Hardware Computer Software e Networked Hardware switch router hub printer etc e Computer Hardware desktop laptop memory etc e Wireless Devices PDA Tablet PC Blackberry etc e Any peripheral device attaching to a networked computer or server e Computer Software PUR FO12 Classroom and Office Furniture e Office Furniture e Classroom Furniture PUR FO13 Grant Expenditure and Alternative Funds Authorization e Grant Expenditures e Use of an account not within your supervision PUR F014 Administrator Confidential Employee Professional Development Fund e Professional Development Expenditures Note If the actual expense is different than the amount requested on the approval form please send
15. g for immediate assistance If you are using grant funds or funds from another department you must obtain approval from the supervisor of the account prior to making the purchase A form PUR F013 must accompany each transaction on your log If the account supervisor approvals multiple purchases the form must clearly the date range and amount approved for use To place a phone order contact the vendor and place the approved order Provide your Procard number and expiration date Most vendors will also ask for the 3 digit security code number on the back of the card Orders are to ship directly to the cardholder s site Ask the vendor to include the following information on the shipping label e Cardholder name e Cardholder school and or department e The street address for delivery e Your telephone number and extension Request that the vendor enclose the following with the shipment e A copy of the procurement card receipt showing the cost of each item e A copy of the sales slip packing list showing an itemized list of the items purchased Pick Up Order If you purchase an order at a vendor s place of business present your card for imprint and sign the charge slip Obtain an itemized receipt showing your purchases Approvals for Grant Expenditures Alternate funds When using funds from a budget source other than the cardholder s budget the cardholder is required to obtain prior approval from the District s Grant Administrat
16. he transaction log 6 Sign the Transaction Log attesting to its accuracy Fiscal Services recommends that each cardholder keep a copy of the log and all documentation for their records Rev 01 03 11 PUR MOO1 Page 21 of 29 Approval Routing All cardholders must route the Transaction Log to their Site Coordinator All logs should be routed to arrive at Disbursements by the 25 of each month Cardholder 1 Route the log to your Site Coordinator for review and approval Site Coordinator 1 Review log verifying all transactions are appropriate and approved 2 Verify all account codes are appropriate 3 Sign log and forward to Disbursements or return to Cardholder to forward Additional Approval Required All transactions originated by a Site Coordinator must be reviewed and authorized by an administrator at a higher level e g A principal s own transactions must be approved by the Level Office Director Site Coordinators or Fiscal Services employees who are also cardholders must route logs to the next higher administrator for approval Audits Disbursements will review all procard statements and transaction logs The following are the audit procedures 1 Reconcile the Procard statement to the transaction log to verify the charges match 2 Review all of the documentation to assure the following a The amount recorded on the log is correct b The cardholder obtained approvals prior to purchases d The account codes a
17. he card over the telephone Yes just as you might use your personal Visa Card The supplier will ask for the card number and expiration date Be sure to record the transaction in your activity log and instruct the supplier to provide you with a detailed receipt showing purchases and sales tax What limits are placed on the card Standard limits include s A maximum dollar amount per transaction s A maximum monthly total e Blocked vendors based on MCC codes What if I need to return an item after I have purchased it Contact the supplier and arrange the return exchange with them Refer to the return instructions in the manual Be sure to obtain the credit receipt from your purchase What should I do with receipts Save them Because the law requires companies to save receipts as proof of taxes paid they are very important You will need the receipts to reconcile your Procard Statement Reminder please do not use a highlighter or cover receipt information with tape How does a supplier get paid The supplier will be paid by their processing bank Do I pay the U S Bank Visa statement No the District will pay the total U S Bank bill centrally You will not need to use your own funds petty cash or a purchase requisition You will need to save your receipts to verify the charges on your statement and submit a transaction log each month Rev 01 03 11 PUR MOO1 Page 28 of 29 How do I reconcile a Monthly Reconciliation Statement
18. ice immediately Compromised Card Occasionally there is suspicious activity on a card The bank will typically notify the cardholder of this activity If you are unable to verify the activity is valid the bank will close your card and issue a new one If this occurs please notify Purchasing of the compromised card Cut the card in half and mail to Purchasing Purchasing will verify deactivated and destruction of the card and notify the cardholder when the replacement card arrives Relocating to a new Location In the event of transfer or promotion the cardholder must surrender the card to their Site Coordinator or Purchasing The card is associated with the cardholder and the department so it will not transfer with the employee The cardholder may submit an application for a new card if approved by their new Site Coordinator Employees Leaving the District When an employee with a Procard leaves the District the Site Coordinator is responsible for retaining the Procard and notifying Purchasing to deactivate the account The Site Coordinator shall surrender the card to Purchasing for destruction Expired Cards The bank automatically sends new cards for those that are expiring If you have a card that is ready to expire or expired and have not received a new card contact Purchasing for assistance Rev 01 03 11 PUR MOO1 Page 23 of 29 CARDHOLDER DISPUTE PROCESS Cardholders should be aware of dispute procedures Examples of instanc
19. imes without a response the system will transfer the caller to a representative Using the Card US Bank provides the Procard through VISA It is accepted anywhere VISA is accepted Use of the card is no different than a personal card except the cardholder is using public funds instead of personal funds Note Purchases made with a Procard are subject to District Administrative Rule and State Statute Cardholders may not split a purchase to keep the value under the per transaction limit Using the Card cont The Cardholder may purchase in person by phone fax email or order via the Internet For phone or fax orders request a receipt or confirmation of order by fax Provide the vendor specific shipping instructions to the delivery location Notify the vendor of the requirement for an itemized sales receipt with your shipment order or pick up Retain the receipt for charge verification on your monthly statement It is the cardholder s responsibility to obtain the required documentation for each order placed Reminder The Procard is intended for purchases that are small dollar amount high volume or repetitive Making a Purchase Rev 01 03 11 PUR MOO1 Page 10 of 29 Determine if the value of the purchase is within your card limit including taxes freight shipping and handling If the value is over your card limit you will need to either submit a requisition for the item through the established process or contact Purchasin
20. ining for step by step instructions Viewing Current Activity 1 Go to Access Online using https access usbank com Rev 01 03 11 PUR MOO1 Page 13 of 29 bank rt wy a Da Neat Peery Welcome to Access Online Contact Us Login Please enter the information below and login to begin Organization Short Name User ID Password 2 Enter the requested information The organization short name is sksd note the fields are not case sensitive The cardholder establishes the User ID and Password during the registration process Purchasing cannot retrieve this information If you have forgotten your user ID or password you must contact US Bank Customer Service for assistance 3 Click on Login this will take you to the menu screen shown below Rev 01 03 11 PUR MOO1 Page 14 of 29 Welcome To Access Online Windows Internet Explorer Me L https access usbank com cpsApp1 USBComLogonServlet Edit View Favorites Tools Help k amp E Welcome To Access Online Personal Business Institution Government About U S Bancorp Sbank SALEM KEIZER PUBLIC SCHOOLS Pon Sear Service reed EP Transaction Management P pionna Message from U S Bank Reporting My Personal Information Welcome Account Activity gt eiec account You are viewing Access Online the latest innovation in our complete set of commercial card tools Access Qana coa Online is a web enabled program manage
21. ir card Purchasing schedules and conducts the training sessions throughout the year Processing the Application After Purchasing receives the application it is reviewed by Fiscal Services and either approved or rejected Once approved Purchasing applies to the bank for the card The bank mails a card to the District and Purchasing schedules a training session with the cardholder s This process may take up to three weeks Rev 01 03 11 PUR MOO1 Page 9 of 29 A typical training session lasts between 60 and 90 minutes During training the cardholder will receive instructions on the appropriate use of a card how to submit a log and other cardholder responsibilities The cardholder is also required to sign a receipt for the card stating they agree to the terms of card use including accepting responsibility for the safekeeping and all activity associated with the card Activating the Card Card activation is required before use The phone number to call for activation is on a sticker affixed to the card The cardholder is required to sign the back of the card using their signature not the message see ID To activate the card call the number and respond to the prompts Typically the prompt requests the cardholder to enter an address or phone number Remember to use the work address or phone number you used on your application If you have difficulty call the number again and ignore the prompts After asking for information three t
22. ment and reporting tool offering a feature rich platform that can be e easily configured and deployed to meet the unique needs of our clients Our clients have the ability to Home implement the features and functionality that best support and or enhance their business processes Contact Us Purchasing Card Access Online harnesses the power of the Internet within a secured environment bringing our clients online SSS access to their payment solutions anytime anywhere When our clients are ready so is Access Online Use one of two links to access your Current card activity 008 U S Bancorp v R100 gt Card Account Summary with Transaction List Windows Internet Explorer E lt E https faccess usbank com cpsApp1 USBCamServiet S ATI coool Fie Edit View Favorites Tools Help Be T Card Account Summary with Transaction List i Personal Business Institution Government About U S Bancorp UDan SALEM KEIZER PUBLIC SCHOOLS ow Sear Service rre E P 4 Transaction Management f Log Out eean A Transaction Management i og Ou Reporting Card Account Summary with Transaction List My Personal Information ard Account Number 6104 WILLIAM SR J TJAARDA Switch Accounts L Card Account Summary Home Account Number 6104 Account Name WILLIAM SR J TJAARDA Billing Cycle Close Date SEEN 5750 Open Account Contact Us I Search Criteria R
23. nt To facilitate timely reconciliation and submission of your Transaction Log you may choose to get your monthly statement directly from Access Online You must wait until cycle closes on or around the 10 of each month to access the statement Log in to Access Online From the menu select Account Information On the next screen select the date for the billing cycle that just closed Click on the View Statement button Anew window will open displaying a pdf version of your statement Print and attach to your log Aun KRWN Fe Note You may have to adjust browser settings if you have high security blocking all pop ups Adobe Acrobat Reader is required This is part of the District s standard image If you do not have it you may download it from Launchpad Procard Activity Worksheet Often there is a delay between card use and the posting of the transaction on the bank s site To assist cardholders in keeping track of activity an Excel worksheet PUR FO17 Activity Worksheet is available Cardholders are encouraged to take advantage of this tool This form is an easy way to record transactions and organize information for reconciliation and log submission It is not necessary to include this worksheet with your Transaction Log Rev 01 03 11 PUR MOO1 Page 20 of 29 Reconciling Activity 1 2 3 Manage transactions as they occur so all account codes are correct at cycle close Crosscheck all transactions f
24. nt s MCC code is an excluded code on your card You will need to postpone your purchase Review your transaction to ensure you have not exceeded your limits Contact Purchasing at ext 3083 What is a small dollar purchase Small dollar purchases are typically for several hundred dollars or less For example it could be a single item costing 200 or a group of items totaling 1 000 Who handles changes or deletions Fiscal Services has delegated this task to the Purchasing Coordinator What if I m transferred to another location Cards do not transfer with employees Notify your current Site Administrator to deactivate your card Contact the Site Coordinator at your new location to obtain permission to have a card issued Rev 01 03 11 PUR MOO1 Page 27 of 29 Who is the Central Procard Administrator The Central Procard Administrator is an employee who coordinates various activities related to the U S Bank Visa Purchasing Card Program The current Central Procard Administrator is La Von Maskell at ext 3083 How do I use the card The U S Bank Purchasing Card functions just like a typical charge card with certain limitations on transactions When you present the card the supplier requests authorization through the Visa network If your purchase is within the card s limits you will receive the goods and sign for the purchase In return you must obtain a detailed receipt of the items purchased and tax paid Can I use t
25. ode you will click on the Add Alloc link Transaction Management Reallocation Worksheet Windows Internet Explorer Gr ay E https access usbank com epsApp1 USBCom5ervlet v 4 4 xX la F File Edt View Favorites Tools Help ee Transaction Management Realocation Worksheet lal Personal Business Institution Government About U S Bancorp bank SALEM KEIZER PUBLIC SCHOOLS Transaction Management mae ig Transaction Management U TT Reallocation Worksheet Reporting My Personal information Card Account Number 0194 SYLVIA C BORRAS Switch Accounts Reallocate transactions by changing the accounting information to allocate the amountto a different cost center To allocate to additional accounting codes click the Add Alloc link After modifying the allocations click the Save Allocations button to save changes Exclude transactions from To add an extra Home the save by selecting Remove Transaction s checkboxes and optionally clicking the Remove Transaction Contact Us SJ buton account code line click on the Add required Alloc link Remove TranDate Merchant Amount Alloc Accounting Code Segment Name Length Trans E 0142 2008 BEST WESTERN HOTELS CANY 909 00 soane Y 0100 034 0260 9610 4120 Save Allocations 2 lt Back to Transaction List X Click on Save Allocations button 2008 U S Bancorp gt Rio W This action will take
26. om audits to verify compliance so it is important to maintain your log and retain all receipts What if I use the Card to make a personal transaction by mistake Immediately contact Purchasing Will my U S Bank Visa Purchasing Card affect my personal credit rating This account is to be used for business purchases only The account will not be used for personal charges therefore U S Bank does not report monthly activity to any credit bureau Rev 01 03 11 PUR MOO1 Page 29 of 29
27. on Fiscal Services is responsible for the Procard Program and delegates the task of administration to the Purchasing Department e Reviews applications e Controls the number of cards issued to schools and departments e Identifies merchant codes suitable for employee responsibilities e Sets card profiles limits and activity e Provides training e Authorizes online access to account transactions e Reviews Cardholder s transactions e Authorizes Cardholder changes e Processes applications e Audits transactions Card Limits Purchasing will apply the default limit The default limit is the maximum allowed under the program If Site Coordinator desires less than the default limit be applied to a card they should communicate that desire to the Purchasing Department Default Limits Per transaction 2 500 Monthly limit 10 000 Appropriate Transactions Use the Procard for low dollar repetitive supply transactions Approved Purchases Just like any other purchase items you put on your Procard must be for legitimate District business and support our educational mission The following are examples of appropriate uses some may require pre approval Consumable supplies Non consumable purchases less than 200 Equipment repairs and parts Shop supplies and lubricants Meeting supplies Subscriptions books video tapes Laundry of uniforms lab coats etc Conference registration dues fees Rev 01 03 11 PUR MOO1 Page 5 of 29 Of
28. or or supervisor of the account Use the following process to obtain these approvals a The cardholder requestor completes PUR F013 Grant Alternate Funds Expenditure Authorization form You may request blanket approval for a not to exceed amount or a one time approval for a single purchase E mail to your supervisor for review and approval of the purchase In some cases this may be the office manager or department head Rev 01 03 11 PUR MOO1 Page 11 of 29 rather than the supervisor b The principal office manager or department head will review the proposed expenditure in the context of grant requirements and approved spending plans and approve or deny the expenditure They will approve by checking the appropriate box on the form and typing their name and the date of approval They then email approved requests to the Grant Coordinator or supervisor of the account with the form attached c The Grant Coordinator Account Supervisor will review the expenditure to determine if approved They will email approval with the proper account coding to the cardholder and Grant Clerk for additional recordkeeping If the exact amount of the expenditure is unknown the request should be written as Not to exceed XXX Often there are nominal charges for shipping and handling that are difficult to anticipate If the actual charges exceed the approved expenditure the Requester will need to contact the Grant Coordinator for additional approval
29. r will require you to pay the return freight Typically the person at fault pays the return freight Be sure to ask how soon to expect the call tag and have the item ready to ship by that time UPS FedEx or another carrier may simply appear at your door step with the call tag 3 Keep records Write down details such as when you called whom you spoke with the requested action and any other pertinent information Keep copies of call tags shipping receipts packing lists and all other information related to the order 4 If the item is defective be sure to monitor the process and verify you actually receive the replacement product Many companies will not send the replacement until they receive the defective item 5 Monitor your card statement watch for credits and charges make sure you receive proper credit for returns and that you are charged only once for defective items 6 If you encounter resistance from a vendor regarding a return contact Purchasing for assistance MANAGING TRANSACTIONS Cardholders are responsible for monitoring activity on their cards and ensuring the assignment of proper account codes to each transaction prior to the close of cycle each month Cardholders are to use the bank s interface Access Online to accomplish this task Cardholders receive information on registering for this service during the training session The following screen shots are for reference only you may review the PowerPoint tra
30. rd for subscriptions resulting in automated recurring charges e Assign account codes to transactions without proper approval PROCARD TRAVEL GUIDELINES All District travel must be pre approved using the current District Travel forms Indicate on the form if you intend to use the Procard for room and approved car rental Remember you cannot use the Procard to pay for meals incidental expenses or gas Refer to travel guidelines for appropriate payment methods for these items Rev 01 03 11 PUR MOO1 Page 7 of 29 Note When using Professional Development funds for lodging and or car rental actual receipts are still needed in Business Services to ensure that the correct amount is charged to your account Please provide that upon return from travel Warning Do not charge travel expenses on your Procard and then duplicate the expenses when applying for reimbursement Hotels You may reserve and pay for your hotel rooms with your Procard Receipts are required for your transaction log Remember you may not mix personal and district purchases on the Procard Do not charge any extra personal expenses such as room service to your Procard Settle these extra expenses with the hotel at checkout Meals Meals are not an approved use of the Procard Travelers are to follow District administrative rule regarding travel advances or reimbursements Airfare You may not charge airfare to your Procard Please refer to the District s travel policy for
31. re correct e Purchases are appropriate per District standards 3 Examine processing time stamps to verify that documentation was submitted to Disbursements in accordance with guidelines 4 Report potential issues to Purchasing Procard Security Your Procard is your responsibility DO NOT post your card number at your desk or any other place easily accessible to others Keep it in a secure place just as you would your personal credit cards Cardholders are discouraged from carrying the card in their wallet among their personal cards As the Cardholder you may make purchases for employees at your site but Rev 01 03 11 PUR MOO1 Page 22 of 29 you are strongly discouraged from handing your card to a co worker to facilitate a purchase It is your responsibility to obtain correct documentation for all transactions recorded against the card You should review the online account activity and your documentation frequently to verify proper use As Cardholder you are responsible for procard use and you must immediately report any misuse to your Site Coordinator Lost or Stolen Cards If your Procard is lost or stolen call the bank s Customer Service immediately to report the loss at the number listed on page 27 of this manual Then contact Purchasing to request a replacement card and verify deactivation of the lost card Review all charges against the lost card and verify they are legitimate Report any fraudulent charges to Customer Serv
32. rom the Activity Worksheet or other records to the bank statement Investigate transactions that do not coincide with the bank statement A difference in the purchase amount you authorized and the amount charged must be resolved with the vendor Immediately complete PUR F016 Disputed Charge form for any disputed transactions See page 25 for additional information on disputes The following are possible reasons for dispute e Unauthorized or unrecognized charges e Duplicate charges e Failure to receive a credit e Failure to receive the goods e Defective merchandise replacement Contact the bank and explain the disputed charge The bank removes these transactions from the statement until the dispute is resolved Verify all amounts listed on the statement to the receipts or other purchase records Verify you have made all necessary corrections to account codes If you have missed making a change submit a reclassification of expenditure form to Fiscal Services Attach a copy of the request to your log Completing the Transaction Log Cardholder 1 Access PUR F018 Transaction Log Cover Sheet available on the District s web site 2 Complete the requested information and use the checklist to help you gather and order the information 3 Attach the bank statement immediately behind the log Next attach the transaction list you printed from Access Online 5 Attach the original receipts packing slips and approval forms to t
33. rstanding and following the program guidelines The following is a list of titles used throughout this manual and the duties associated with each title Card Holder The cardholder is the individual to whom the District issues a Procard e Participates in Procard training sessions e Uses the Procard in accordance with District Executive Limitations Administrative Rules and guidelines e Faxes approval form when pre approval is necessary i e grant account computer hardware software furnishings etc e Collects purchase documentation e Verifies receipt of purchased items e Reconciles transaction logs to cardholder statements e Prepares dispute documentation if needed Site Coordinator The site coordinator is normally the cardholder s supervisor and provides oversight to location staff In most cases this is the principal or department head e Authorizes the issuance of a Procard for Cardholders within their department school e Reviews logs matching transactions to budget codes e Investigates unusual transactions e Confirms accuracy of cardholder s log approves transactions and account codes by signing the log e Notifies Purchasing of employees that have transferred or are no longer with the district Note The Site Coordinator may delegate administrative tasks to subordinates but must personally sign all authorizations including cardholder logs Rev 01 03 11 PUR MOO1 Page 4 of 29 Central Procard Program Administrati
34. the change to Business Services so that your account can be updated to reflect the correct charge PUR FO15 Hosting Authorization e Purchasing food for any reason This includes purchases at grocery stores or other retail outlets A list of individuals participating in the event where the food is used is required with the form Rev 01 03 11 PUR MOO1 Page 6 of 29 CARD USE VIOLATIONS Your Procard is a valuable tool but keep in mind that use of the card is a privilege granted to you by the District You accepted responsibility for any abuse or misuse of the card when you signed PUR F010 Acknowledgment of Receipt form at the end of your training session Not Approved e Any personal use e Mixing personal and District purchases e Meals taken when traveling e Equipment that exceeds 200 e Stock items available in Central Stores e Personal Service Contracts e Trade Services e Any item exceeding your transaction limit Inappropriate Activities The following activities are inappropriate and repeated occurrences will result in forfeiture of your cardholder privileges Be aware that misuse of the card constitutes misappropriation of public funds and may result in disciplinary action including termination of employment DO NOT e Split a purchase into multiple transactions to circumvent the card limit e Participate in on line auctions e Register the card on Pay Pal or other services that retain card information e Use the ca
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