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CalCard PVUSD Policies and Procedures

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					Policy and Procedures




      Pajaro Valley Unified School District




             State of California
      CAL-Card Purchasing Card Program




          Agency Program Administrator
                Director of Purchasing
POLICY AND PROCEDURES ........................................................................................................................3


   O V E R V I E W ................................................................................................................................................3

   T O O B T AI N A C AR D ................................................................................................................................3

   E X AM P L E S O F WH E N T H E P U R C H AS I N G C AR D M AY B E U S E D .......................................................4

   E X AM P L E S O F WH E N T H E P U R C H AS I N G C AR D M AY N O T B E U S E D ..............................................4

   S O M E B U I L T - I N R E S T R I C T I O N S ..............................................................................................................5

   I N S T R U C T I O N S F O R U S E .........................................................................................................................5

   B U D G E T .....................................................................................................................................................6

   L O G G I N G P U R C H AS E S ...........................................................................................................................6

   R E C E I P T S ...................................................................................................................................................6

   M O N T H L Y S T AT E M E N T ............................................................................................................................6

   I F Y O U R R E C O R D S D O N ’ T AG R E E WI T H Y O U R S T AT E M E N T ............................................................7

   L O S T O R S T O L E N C AR D S ........................................................................................................................7

   U.S. B AN K C U S T O M E R S E R V I C E ..........................................................................................................7

   P U R C H AS I N G C AR D A P P L I C AT I O N AN D A G R E E M E N T ...................................................................8

   P U R C H AS I N G C AR D M O N T H L Y L O G .................................................................................................9

   R E Q U E S T F O R T E M P O R AR Y P U R C H AS I N G C AR D L I M I T I N C R E AS E ............................................10

   CARDHOLDER STATEMENT OF QUESTIONED ITEM                                 .........................................................................................11




                                                                                                                                                                    ii
                                                                         Policy and Procedures

Policy and Procedures

O VERVIEW
This booklet provides the guidelines that have been determined to be standard Policy and
Procedures for this Purchasing Card Program. The Policy and Procedures apply to all cardholders of
District Purchasing Cards. Please read it carefully!
The State of California CAL-Card Purchasing Card Program is contracted through U.S. Bank and is to
be used only for Pajaro Valley Unified School District (PVUSD) business.
Purchasing Cards are issued by the Purchasing Department on an approval basis. The Purchasing
Card Program Administrator is the Director of Purchasing.
The program is not intended to avoid or bypass appropriate purchasing or payment procedures
established by PVUSD. Rather, the program complements the existing processes available. All
purchases must comply with current PVUSD purchasing standards.
The Purchasing Card you will receive will have your name embossed on it. It is for your use only – no
member of your staff, your supervisor, your family, or anyone else may use your Purchasing Card.
You are responsible for the security of your card and the transactions made with the card. The
Purchasing Card is for District use only. The use of the Purchasing Card for personal charges is
strictly prohibited. The cardholder is ultimately responsible for all purchases made on his or her
card.
The District has the right to revoke Purchasing Cards for any reason and at any
time. Your signature on the enclosed Purchasing Card Application and Agreement indicates that you
understand the intent of the program and agree to adhere to the Policy and Procedures established
for the program.


TO   OBTAIN A CARD
1. Please read the Policy and Procedures booklet before requesting your Purchasing
   Card. This booklet provides the information about the process, types of purchases that can and
   cannot be made, records that must be maintained and reconciled monthly, and other program
   requirements that you will be required to adhere to.
2. After you read and understand the Policy and Procedures outlined, complete the enclosed
   Purchasing Card Application and Agreement. Your administrator (also referred to as
   the Approver for the cardholder) must indicate approval by signing the form. All requests will
   be processed through the Director of Purchasing.
3. Your new card will be sent directly to the Director of Purchasing. When received, you will be
   contacted to pick up your new card and sign for it.
4. When you receive your card, sign the back of the card, call in to activate it at the number on your
   card, and always keep it in a secure place! Although the card is issued in your name, it is the
   property of the District and is only to be used for District purchases as defined in this document.



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                                                                            Policy and Procedures

E XAMPLES          OF WHEN THE      P URCHASING C ARD           MAY BE USED
              Subscriptions, seminars
              Books, video tapes (workshops attended)
              Instructional supplies (workshops attended)
              Postage
              Travel expenses for hotel, airline, and conference registrations
                    Travel and Conference must always be pre-approved by your Zone Assistant
                    Superintendent, Associate Superintendent or Superintendent



E XAMPLES          OF WHEN THE      P URCHASING C ARD           MAY NOT BE USED
              Any contracted work of any kind, including consulting, professional services, repair or
               maintenance contracts, or construction or public works contracts

              Equipment (any), Capital Outlay

              Technology software (Dir. Tech approval)

              Stock items available through our warehouse or through District blanket orders or
               contracts

              Office supplies under the current District office supply bid (i.e. Palace Art & Office
               Supply)

              Organization or Personal Memberships

              Personal charges are not allowed on your PVUSD credit card

              No Gasoline purchases




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                                                                           Policy and Procedures

S OME      BUILT - IN RESTRICTIONS
Each card will be assigned an individual single transaction credit limit of $450.00 and a
30-day credit limit of $3,000.00. If you find over time that these limits are too low to
accommodate your monthly requirements, please contact your administrator to re-evaluate your limits.
If your administrator agrees that it would be appropriate to raise your limit(s), the administrator
should submit a request in writing to the Director of Purchasing. U.S. Bank will not change your credit
limit without the approval of the Director of Purchasing.
In addition, no transaction may exceed $450 in value. If you have an unusual, one-time transaction
that will exceed the limit, you will need to complete and submit, to the Purchasing Department, a
Request for Temporary Purchasing Card Limit Increase form. All necessary approvals must
be acquired before cardholder may make a purchase in excess of $450.00. Cardholder is
responsible for any unauthorized purchases made in excess of the $450.00 limit.


I NSTRUCTIONS            FOR USE
     1. Decide what you need to purchase, and what approved budget to use.
     2. Contact the supplier from who you want to purchase the item (phone, visit, fax, or mail).
     3. Place the order with the supplier, giving the supplier your Purchasing Card number and your
        name. Give the supplier delivery instructions to be put on the outside of your shipment
        (package, box, etc.). Delivery instructions must include your name, District site, address and
        telephone number. Tell the supplier you must have an itemized receipt!
     4. Log the purchase on your Purchasing Card Monthly Log sheet.
     5. Receive your shipment. Verify that it is what you ordered. Keep all receipts or packing slips.
     6. Upon receipt of your monthly statement from U.S. Bank, reconcile your receipts with the
        statement. Fill in the description and account number for each transaction on your statement.
        Attach original itemized receipts and necessary backup. It is cardholder’s responsibility to
        retain a photocopy of all receipts even after the originals have been submitted to the District.
        Cardholder may dispose of such copies after all purchases have been fully approved and
        processed by the District. Cardholder must ensure that all required receipts and statements
        with required signatures are received by the District Accounting Department by the 5th day of
        each month.




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                                                                           Policy and Procedures

B UDGET
Purchasing Card expenditures are not necessarily itemized in the budget. It is cardholder’s
responsibility to be certain that Purchasing Card expenditures are within budget
limitations.

L OGGING P URCHASES
The Purchasing Card Monthly Log is a tool for you to use to track your purchases so that you can
reconcile the charges on your monthly statement. Do not turn in this log. It is for your use only.

R ECEIPTS
It is required that you retain all original itemized receipts for goods and services purchased. As you
make your purchases, keep all original receipts in a folder with your log sheet. Your monthly
statement must be submitted with these receipts.
If you are missing a receipt and are unable to obtain an original or duplicate original receipt from
the vendor then you are responsible for payment of the purchase for the item by including
your personal check with your statement.


M ONTHLY          STATEMENT
Each cardholder will receive a monthly statement identifying all transactions made against the card
during the previous billing cycle. The statements are sent by U.S. Bank at the close of business on the
22nd of every month (the statement cycle period is from the 23 of one month through the 22 of the
following month). Each statement must be reconciled and submitted to the District
Accounting Department by the 5th of the following month with the required
information as follows:
1. On the statement, write a brief description of each item purchased and list the
   account number the transaction is to be charged to. If all transactions will be charged
     to one account, then write the account number, only once, at the bottom and note “all above”.
2. Attach the original itemized receipt to the statement for each charge. If applicable, include any
   meeting announcement, agenda, or completed conference registration form.
3. Obtain all necessary original signatures – Approver and Cardholder.
4. Submit your completed and signed statement with backup to the District Accounting Department.




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                                                                                        Policy and Procedures

IF   YOUR RECORDS DON ’ T AGREE WITH YOUR STATEM ENT
There may be occasions when items on your statement do not correlate with the entries in your log or
your retained receipts. You may not have made the transaction, the amount of the transaction may be
incorrect, or you may have a quality or service issue.
1. Your first recourse is to contact the supplier involved to try to resolve the error. If the supplier
   agrees that an error has been made, he/she will credit your account. Highlight the transaction in
   question on your log and on your statement. Forward the statement to the District Accounting
   Department as usual with a note indicating that the highlighted item is still pending resolution.
   Keep the receipt on that item only. Attach all the non-disputed receipts.
2. If the supplier does not agree that an error has been made, contact U.S. Bank Customer Service
   using the 800 number on the back of your Purchasing Card. State that you would like to dispute a
   charge on your card. You may be asked to submit the information in writing so that U.S. Bank can
   research the disputed item. You may fax the completed Statement of Questioned Item
   (CSQI) form to your representative at U.S. Bank. The amount of the next invoice will be reduced
   by the amount of the disputed item until the transaction in question is resolved.
3. Any transaction you wish to dispute must be identified in writing within 60 DAYS of the statement
   date. Disputes will then be resolved by U.S. Bank within 90 days.


L OST   OR STOLEN CARDS
     1. If your card is lost or stolen, or if you believe your account number has been compromised in a
        fraudulent manner, contact U.S. Bank Customer Service immediately and notify the Director of
        Purchasing.
     2. Upon receipt of your call, further use of the card will be blocked. Prompt action in these
        circumstances can reduce your liability for fraudulent charges.


U.S. B ANK C USTOMER S ERVICE

                 Customer Service (inside U.S.)
                 24 hrs/day, 7 days/week ..................................... (800) 344-5696


                 Customer Service (outside U.S.)............................. (701) 461-2010 (collect)




Cal-Card Policy and Procedures                                                                   Page 7 of 11
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                                     PAJARO VALLEY UNIFIED SCHOOL DISTRICT

                            P URCHASING C ARD A PPLICATION                 AND    A GREEMENT

     Please read the terms stated below and sign. Return the signed original to the Director of Purchasing.

     I agree to use this card only for actual and necessary business expenses incurred by me and only me as
     cardholder in accordance with the PVUSD Purchasing Card Policy and Procedures and all business policies
     related to the use of District funds. I understand and acknowledge that use of the card may not be delegated to
     anyone other than myself as cardholder.

     I have read the PVUSD Purchasing Card Policy and Procedures and agree to abide by the Policy and
     Procedures contained therein. I acknowledge that use of this card for any other purpose other than PVUSD
     approved business expense is prohibited and is grounds for disciplinary action by the District.

     I agree to surrender the card immediately upon resignation, retirement, termination, or upon request of an
     authorized representative of PVUSD, Purchasing or Business Departments. I understand that use of the card after
     privileges are withdrawn, are prohibited.

     If the card is lost or stolen, I will immediately notify U.S. Bank Customer Service by telephone and the Director of
     Purchasing. I understand that failure to promptly notify the issuing bank of the theft, loss or misplacement of the
     card could make me responsible for any fraudulent use of the card.

     I agree to submit reconciled monthly statements, with required backup and signatures as stated in the Policy and
     Procedures, to the District’s Accounting Department by the 5th of each month. I understand that failure to do so
     may be grounds for disciplinary action by the District.

     I understand that I must reimburse the District for any purchases that I make that are not approved by the
     District or which do not comply with the terms of the PVUSD Purchasing Card Policy and Procedures.

     I, (printed name of cardholder)                                               , have read the District’s
     Purchasing Card Program Policy and Procedures and agree to abide by them upon acceptance of a Purchasing
     Card issued to me, and that revocation of card authorization will have no effect on obligations outstanding as of
     the date of revocation.

     Signature/Title:                              /                         Date:            Site:
                 (cardholder signature)            Title

     Signature/Title:                              /                         Date:            Site:
                 (approver signature)              Title

     Application approved by
     Director of Purchasing:                                                  Date:



Purchasing Card number:                                                               expiration date:
Cardholder signature,
acknowledging receipt of purchasing card:                                                      Date:




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P URCHASING C ARD M ONTHLY L OG

Cardholder:                                Month:
  Date of Purchase                Vendor            Description   Amount $       Funding




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                                                                             PAJARO VALLEY UNIFIED SCHOOL DISTRICT


R EQUEST        FOR     T EMPORARY P URCHASING C ARD L IMIT I NCREASE

Items 1 - 3 must be completed prior to submitting to the Purchasing Department
(Fax – 728-6922 or email of the completed form to the Purchasing Director is acceptable).

1. Account to Increase


Date:
Cardholder Name                                       Signature:
Credit Card Number:


2. Reason and Limits to Increase


Reason:
Single Transaction Limit: $                                30-Day Limit: $
Date(s) to allow for processing of transaction(s): From                         To:


3. Authorizations


Approver:                                                 Signature:

Superintendent,
Asst./Assoc. Superintendent:                              Signature:
(must approve all Travel and Conference)

Director of Purchasing:


Processing – for Purchasing Department Use Only

Date of increase:                 IMPAC customer service rep:

Date of decrease:                 IMPAC customer service rep:




 Cal-Card Policy and Procedures                                                       Page 10 of 11
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                                              CARDHOLDER STATEMENT OF QUESTIONED ITEM



Cardholder Name (please print or type)                                                   Account Number

Cardholder Signature                                                                     Date            (Area Code) Telephone Number/Ext.
The transaction in question as shown on Statement of Account:
Transaction Date         Reference Number                Merchant                                               Amount          Statement Date
______________ __________________________ ______________________ ____________ ______________
Please read carefully each of the following situations and check the one most appropriate to your particular dispute. If you have any questions, please contact
us at 888-994-6722. We will be more than happy to advise you in this matter.

1.   UNAUTHORIZED MAIL OR PHONE ORDER
     [ ]   I have not authorized this charge to my account. I have not ordered merchandise by phone or mail, or received any goods or services.

2.   DUPLICATE PROCESSING – THE DATE OF THE FIRST TRANSACTION WAS                                                .
     [ ]   The transaction listed above represents a multiple billing to my account. I only authorized one charge from this merchant for this amount. My card was in
           my possession at all times.

3.   MERCHANDISE OR SERVICE NOT RECEIVED IN THE AMOUNT OF                                                        .
     [ ]   My account has been charged for the above transaction, but I have not received the merchandise or service. I have contacted the merchant but the matter
           was not resolved. (Please provide a separate statement detailing the merchant contact, and the expected date to receive the merchandise).

4.   MERCHANDISE RETURNED IN THE AMOUNT OF $                                                .
     [ ]   My account has been charged for the above listed transaction, but the merchandise has since been returned.
           *Enclosed is a copy of my postal or express mail receipt.*

5.   CREDIT NOT RECEIVED
     [ ]   I have received a credit voucher for the above listed charge, but it has not yet appeared on my account. A copy of the credit voucher is enclosed.
           (Please provide a copy of this voucher with this correspondence).

6.   ALTERATION OF AMOUNT
     [ ]   The amount of this charge has been altered since the time of purchase. Enclosed is a copy of my sales draft showing the amount for which I signed.
           The difference of amount is $                           .

7.   INADEQUATE DESCRIPTION/UNRECOGNIZED CHARGE
     [ ]   I do not recognize this charge. Please supply a copy of the sales draft for my review. I understand that when a valid copy is sent to me, a Statement of
           Questioned Item Form must be provided and will include the copy of the sales draft if a further dispute exists. If a copy of the sales draft cannot be obtained,
           a credit will appear in my account.

8.   COPY REQUEST
     [ ]   I recognize this charge, but need a copy of the sales draft for my records.

9.   SERVICES NOT RECEIVED
     [ ]   I have been billed for this transaction. However, the merchant was unable to provide the services.
     [ ]   Paid for by another means. My card number was used to secure this purchase, however final payment was made by check, cash, or another credit card.
           (Enclosed is my receipt, canceled check (front and back), copy of credit card statement, or applicable documentation demonstrating that payment was made
           by other means).

10. NOT AS DESCRIBED
     [ ]   (Cardholder must specify what goods, services, or other things of value were received). The item(s) specified do not conform to what was agreed upon with
           the merchant. (The cardholder must have attempted to return the merchandise and state so in their complaint).

11. IF NONE OF THE ABOVE REASON APPLY-PLEASE DESCRIBE THE SITUATION:



(Note: Provide a complete description of the problem, attempted resolution and outstanding issues. Use a separate sheet of paper, if necessary, and sign your
description statement).

Send To: U.S. Bank Government Services, P.O. Box 6344, Fargo, ND 58125-6344 Fax: 866-467-3463.

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