Transcript Purchasing Card Training Uintah School District How do I get a purchasing card?       Each building/program administrator assigns cards as needed at their location. A monthly.

Purchasing Card Training
Uintah School District
How do I get a purchasing
card?
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Each building/program administrator assigns cards as
needed at their location.
A monthly and a singular limit are set for each card.
Cards are the property of Uintah School District.
Each location my have different procedures for
issuing and possession of cards.
Check with your administrator on procedures unique
to your location.
Cardholder must immediately surrender card upon
termination of employment.
Keeping your card secure
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Each cardholder is responsible for the security
of his card while it is in his possession.
Never let someone else take your card and
use it. You are the only person authorized to
make purchases on your card.
When possible scan your own card, don’t
hand it to a store clerk.
BEWARE of unscrupulous vendors.
Lost or Stolen Card
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Write down the 800 number on the
back of your card in a separate place.
Immediately call the number if your
card is lost or stolen.
Email Sammi Bowden and let her know
if there are any invalid charges on your
monthly statement.
What can I purchase with my
purchasing card?
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Good for small purchases up to your
singular and monthly limits.
Not intended to bypass or avoid
purchasing procedures or policies.
Good for “District-approved” purchases
only. No personal charges.
Not intended to replace current travel
policy or procedures.
Examples of what
PC card can be used for:
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Subscriptions, seminars, books, video
tapes, postage, office, classroom,
computer supplies, repairs, low dollar
items.
Examples of what
PC card can NOT be used for:
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Any item or group of items exceeding
your singular limit.
Any item not budgeted for.
Any item normally considered
inappropriate use of District funds.
Travel expenses such as meals or fuel.
Equipment classified as a fixed asset.
Personal purchases.
How do I use the card
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Present card when making a purchase.
Notify them PRIOR to ringing up items
that you are tax exempt.
At Walmart you must also give them
our tax exempt customer #179704
Retain the detailed receipt for
reconciliation to statement.
Where can I make purchases?
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Retail vendors
Telephone Order
Internet Order
Fax Order
Billing Cycle and Statement
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The billing cycle date is the 27th of each
month.
Statement should arrive by the 5th of
each month only if you made
purchases.
Logs are due 5 days after you receive
your statement.
Suggestions for paperwork
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Keep a file with the following:
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800 # written on file
All receipts during billing cycle
Blank transaction logs
Procedures for purchasing card
Filling out the Log
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The log is a summary of your transactions
used for data entry. It must be completely
filled out with accurate budget numbers and
proper signatures.
Log is due 5 days after receipt of statement.
Never staple anything on top of log it should
always be behind the log.
Blank PC logs are available on USD website.
What should be attached to
the log?
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Log on top.
Statement directly behind log.
Detailed receipts behind statement
(packing slips are not acceptable)
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In the order that they are listed on log.
Bidding Documentation for purchases
over $1,000.
How to activate your card
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Sign the back “See ID”.
Call the 800 # to activate your card.
Keep the card in a secure place at all
times.
WHAT NOW!
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Sign the agreement to accept.
If you have questions please email the
program administrator- Sammi Bowden.
If you have problems with people taking
the card please email the program
administrator- Sammi Bowden.