Purchase Card Procedures

​P-Card Reminders

  1. ALL purchases must have a Receipt. If it is an online purchase, a receipt or the confirmation receipt for the purchase needs to be printed. A PO alone does not qualify as a receipt!
    •  If a receipt is missing, the purchaser must try to obtain a copy. If the vendor is unable to provide a duplicate receipt, then please note that on the statement. This should not be a frequent occurrence.
    •  Please note on the statement If you have a monthly subscription where the amount is automatically charged to your account.
      • Best practice in this situation - Create a PO for the subscription with the cost for the entire year. This way the subscription is approved and the money will be encumbered. There should be a receipt or confirmation at the time of the initial subscription purchase/renewal, that we can then add to the PO.                                                                                        
  2.  We are tax exempt. The number is listed on the front of the card and copies of the certificate are available if needed. If tax is charged, the purchaser needs to have the amount refunded to the card. If not, they are responsible for reimbursing the district.
    • Restaurant purchases are an exception. But you can always ask if they honor tax exempt, especially on large orders (for parties, meetings, etc).
  3.  Food purchases must have an itemized receipt.
    • Having an itemized receipt protects the district from paying for unauthorized food expenses. It also protects the purchaser from being questioned on the meals/drinks they are purchasing.
    •  The district will only reimburse gratuity of up to 20% of the meal cost. If you feel a larger tip is deserved, you must pay that on your own.
  4.  Can not be used to purchase Alcohol.
  5.  Can not be used for gas on personal vehicles.
  6.  Can not be used for any personal purchases of any kind.
  7.  Any employee who has a p-card in their name or uses a building p-card must have a signed credit card authorization form on file.