purchasing card program policies and procedures · example of purchasing card (p-card) account...

PURCHASING CARD PROGRAM

POLICIES AND PROCEDURES

PROCUREMENT & WAREHOUSING SERVICES

The School Board of Broward County, Florida

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THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA7720 WEST OAKLAND PARK BOULEVARD, SUITE 323, SUNRISE, FLORIDA 33351 · TEL 754-321-0505 · FAX 754-321-0936


www.BrowardSchools.com/PWS

TABLE OF CONTENTS Page

INTRODUCTION What is the Purchasing Card? .................................................................................................................................... 3 The Purchasing Card Program Benefits ...................................................................................................................... 3

CONTACT INFORMATION ........................................................................................................................................ 4

PARTIES INVOLVED ................................................................................................................................................. 5 Card Issuer ................................................................................................................................................. 5 Purchasing Card Program Administrator ................................................................................................... 5 Card Principal, Department Head or Designee ......................................................................................... 5 Cardholder ................................................................................................................................................. 5 Supplier ..................................................................................................................................................... 5

PROGRAM INFORMATION ...................................................................................................................................... 6 Cardholder Eligibility ................................................................................................................................. 6 Cardholder Liability ................................................................................................................................... 6 Cardholder Account Closure ..................................................................................................................... 6 Lost, Misplaced or Stolen Purchasing Cards .............................................................................................. 6 Purchasing Card Profiles for Schools, Centers & Departments ................................................................. 7 Recommended Purchases ......................................................................................................................... 8 Allowable Travel Purchases………..……………………………………………………………..………. .................................. 8 Emergency Card ........................................................................................................................................ 9 Prohibited Purchases ................................................................................................................................. 9 Supplier Blocking ....................................................................................................................................... 9 Spending Controls .................................................................................................................................... 10 Erroneous Declines ................................................................................................................................... 10 Credits ...................................................................................................................................................... 10 Unresolved Disputes and Billing Errors .................................................................................................... 10 Security and Storage ................................................................................................................................ 10 Reconciliation and Approval..................................................................................................................... 11 Sales Tax ................................................................................................................................................... 11 Audit Assistance ....................................................................................................................................... 11

CARDHOLDER RESPONSIBILITIES ........................................................................................................................... 12 PRINCIPAL, DEPARTMENT HEAD OR DESIGNEE RESPONSIBILITIES ...................................................................... 13 PURCHASING CARD PROGRAM ADMINISTRATOR RESPONSIBILITIES .................................................................. 14 DECLINING BALANCE CREDIT CARDS FOR SCHOOLS AT BUSINESS SUPPORT CENTER…………… ........................... 15 DECLINING BALANCE CREDIT CARDS FOR SCHOOLS THAT ARE NOT PART OF THE BUSINESS SUPPORT CENTER…………………………………………………………………………………… .......................................... 16 DECLINING BALANCE CREDIT CARDS FOR AFTER CARE PROGRAMS………………………………… ................................ 17 DECLINING BALANCE CREDIT CARDS FOR INTERNAL ACCOUNTS AT SCHOOLS…… .............................................. 18 HOW TO ACCESS BANK OF AMERICA WORKS SOFTWARE…………………………………… ............................................. 19 FACT SHEET…………………………………………………………………………………………………… .................................................... 20 FREQUENTLY ASKED QUESTIONS..................................................................................................................... 21-22

APPENDIX 1. APPENDIX A: P-CARD PROCESS FOR DISTRICT MAINTENANCE…………………………………………………….....23-262. APPENDIX B: PCARD RECONCILIATION PROCESS ................................................................................ 27-303. APPENDIX C: SAMPLE FORMS .............................................................................................................. 31-33

https://www.browardschools.com/pws

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INTRODUCTION

Welcome to The School Board of Broward County, Florida (hereinafter referred to as “SBBC”) Purchasing

Card Program. This program is designed to assist in the management of low-dollar purchases and brings

many benefits to SBBC, its employees and suppliers.

What is the Purchasing Card?

The Purchasing Card is a credit card issued by Bank of America. It is a fast and flexible purchasing tool

which provides an extremely efficient and effective method of purchasing and paying for small dollar

items.

The Purchasing Card works just like a personal credit card and will enable Cardholders to purchase non-

restricted commodities directly from suppliers. Purchases can be completed with suppliers over the

phone or in person.

The Purchasing Card will be issued in the employee’s name with the “SBBC” name being clearly indicated

on the card.

The Purchasing Card program brings many benefits to...

Cardholders - A cardholder will be able to obtain goods and services directly from suppliers without the

need to use the paper intensive Requisition/ Purchase Order process. By streamlining the purchasing

process, the Purchasing Card will also help improve turnaround time on the delivery of goods and services.

SBBC - The Purchasing Card program provides a cost-efficient method for purchasing small dollar goods.

Built-in card features make the program easy to control and reduces processing costs at all levels by

minimizing the number of procurement related invoices and checks. This reduced workload provides

employees with time they need to focus on negotiating strategic large dollar purchases.

Suppliers - The Purchasing Card will be welcomed by over 17 million suppliers worldwide. When accepting

the card for business purchases, suppliers need not send invoices since they will receive payment directly

from Bank of America (via the Card Association) within 48 hours. All the supplier will need to do is send a

paid receipt to the cardholder.


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CONTACT INFORMATION

Purchasing Card Program Administrator:

Alfonso Dilella

7720 West Oakland Park Boulevard, Suite 323

Sunrise, Florida 33351-6704

Phone - 754-321-0526

Fax - 754-321-0534

E-mail: [email protected]

Purchasing Specialist:

Ms. Laura Rather

7720 West Oakland Park Boulevard, Suite 323

Sunrise, Florida 33351-6704

Phone - 754-321-0512

Fax - 754-321-0534

E-Mail: [email protected]

mailto:[email protected]

mailto:[email protected]


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PARTIES INVOLVED

Card Issuer

The Card Issuer, Bank of America, issues Purchasing Cards to approved SBBC employees, provides

electronic transaction authorization, and bills SBBC for all purchases made on SBBC’s Purchasing Cards.

Purchasing Card Program Administrator

The Purchasing Card Program Administrator serves as the main contact for SBBC. The Program

Administrator acts as the intermediary for establishing and maintaining Bank of America Management

Reports and for coordinating all cardholder maintenance (increases, changes and closures) with Bank of

America. The Program Administrator also coordinates bill payment and monitors overall performance of

the program against qualitative and quantitative goals.

Principal, Department Head or Designee responsibility

An SBBC Principal, department head or designee is responsible for approving Purchasing Card applications

for their employees, designating a default location for the Purchasing Card and submitting employee

applications to the Purchasing Card Administrator. Principal or department head applications need to be

approved by a one level higher administrator. Principal, department head or designee are also responsible

for reviewing management reporting to monitor compliance with the SBBC Policies and Procedures

Manual.

New Principals and Administrators will contact the Purchasing Card Coordinator to receive training and

the credit card contract. At this time, it will also be the new Principal's or Administrator's responsibility to

add or delete card holders if necessary.

Cardholder An SBBC employee who is approved by his/her Principal, department head or designee to use the

Purchasing Card to execute purchase transactions on behalf of SBBC.

Supplier The vendor from whom a cardholder is making a purchase.


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PROGRAM INFORMATION

Cardholder Eligibility

Criteria to receive a Purchasing Card is as follows:

1. Applicant must be a permanent employee of SBBC.2. Each individual Cardholder must sign a Purchasing Card Agreement provided by the Program

Administrator (See Appendix 1).3. Applicant’s request for a Purchasing Card must be approved by his/her Principal, department

head or designee and returned to the Program Administrator.

Cardholder Liability

The Purchasing Card is a corporate charge card which will not affect the Cardholder’s personal credit.

However, it is the Cardholder’s responsibility to ensure that the card is used within stated guidelines of

the Purchasing Card Policies and Procedures Manual. Failure to comply with program guidelines will result

in permanent revocation of the card, notification of the situation to management, and further disciplinary

measures that may include termination.

Cardholder Account Closure

The Program Administrator is required to close an account if a Cardholder: (a) transfers to a different

location, (b) moves to a new job; (c) terminates employment; (d) retires; or (e) for any of the following

reasons:

1. The Purchasing Card is used for personal or unauthorized purposes.2. The Purchasing Card is used to purchase alcoholic beverages or any substance, material, or

service which violates SBBC policy, law or regulation pertaining to SBBC.3. The Cardholder allows the card to be used by another individual.4. The Cardholder splits a purchase to circumvent the limitations of the Purchasing Card.5. The Cardholder uses another Cardholder’s card.6. The Cardholder fails to provide receipts for all transactions.7. The Cardholder fails to provide, when requested, information about any specific purchase.

8. The Cardholder accepts a cash refund in lieu of credit to the Purchasing Card account. Bankof America has set up the SBBC account as a no cash account.

9. The Cardholder does not adhere to SBBC’s Policies and Procedures Manual.

The location will notify the Program Administrator within two (2) weeks so card can be closed for any

employee that has transferred, retired or is no longer with the District (see Page 19).

Lost, Misplaced or Stolen Purchasing Cards Cardholders are required to immediately report any lost or stolen Purchasing Card to the Purchasing Card

Coordinator (754-321-0526). The Cardholder must also immediately notify his/her Principal, department

head or designee about the lost or stolen card at the first opportunity during normal business hours.


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PROGRAM INFORMATION (Continued)

Example of Purchasing Card (P-Card) account information for Schools, Centers and Departments

Below is an example of the card coding that will be made available to schools, centers and departments.

It is important to note that not every location will receive one card per person. If you do not see the line

of coding that you need, please add it in the agreement form.

Business Area

(4 digits)

Cost Center (10 digits)

General Ledger

(8 digits)

Functional Area (16 digits)

Fund (4 digits)

Description

3101 3101100111 55110000 56520000000000000 1000 Media, Custodial,

etc.

(A): Business Area: The Business Area for every location is located in the new Chart of Accounts.

(B) Cost Center: The Cost Center is the Business Area along with digits that identify your location.

(C) General Ledger: Record of Financial Transactions

(D) Functional Area: Transactions are identified and located in the new Chart of Accounts.

(D) Fund: Always “1000” for general funds. Fund “1005” for declining balance cards.

(E) Description: Should always correspond with Functional Area digits.


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PROGRAM INFORMATION (Continued)

Recommended Purchases The following are examples of recommended uses for the Procurement Card:

Consumable supplies from any SBBC awarded contract where the vendor accepts P-Cards

Subscriptions

Books (classroom library and reference books)

Printed Instructional Materials (pamphlets, maps, pre-printed transparencies, flashcards, andany printed material that aids in educational instruction.)

Printed Library Cards

Stamps

Instructional Videos & Film Strips

Disc or tape recordings

Educational tests

Office Supplies

Classroom Supplies, including Art, Athletics, etc.

Paper

Athletic Supplies

Film Processing

Gasoline (Drivers Education and grounds maintenance ONLY)

Air Fare

Hotels

Technology accessories (covers, ink, USB ports, small chargers, batteries, non- standardsoftware)

Supermarket food for students and classes (i.e. Publix, Costco, Sam’s Club)

Internal Funds (only for schools in the Business Support Center)

ALLOWABLE TRAVELING EXPENDITURES:

Airline tickets

Hotel reservations

Registration fees

Renting a conference room

Internet access

Taxi service

Handling of baggage

Rental car

Insurance

Rental Car gasoline

Parking fees


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Emergency Cards

Emergency Purchasing cards are available for use in emergency situations only. For example, if a hurricane

approaches or hits, the emergency P-Card can be used for emergency purchases that have to be made

immediately or in providing assistance in recovery to another school district. In emergency situations that

involve FEMA, the use of the emergency P-Card must be in accordance with FEMA regulations. Only the

Director of Procurement & Warehousing Services or the Chief, Strategy & Operations Officer can authorize

the use of emergency P-Cards. The P-Card Coordinator will process the emergency P-Card requests and

will maintain communication with the users at all times. The requesting schools or departments needing

emergency P-Cards have to provide the Coordinator of the program a line of coding indicating the funds

are available for payment when using the P-Card.

Prohibited Purchases

Do not use the purchasing card to purchase the following items:

Capital Asset Items – In case of emergency, an e-mail must be sent to the Director ofProcurement & Warehousing Services or their designee explaining the purchase and cost. Ifapproved, the employee will have to fill out a Property & Inventory Form and the item(s)purchased will be become School Board inventory.

Grant money: Grant money is NEVER to be used on a P-Card because purchases must be net ofrebates, so if the P-Card has a 1% rebate for example, the district would have to credit thosespecific rebates back to each individual Federal program. In order to utilize the P-Card for grantsand bypass the Purchase Order process, the District must have well defined budgetary controls.If by using the P-Card, we overspend a grant, then the general fund will have to cover the over-expenditures.

Personal transactions

Chemicals, of any kind, unless written authorization is received from the Safety Department

Technology equipment (computers, software, printers, office machines)

Money orders

If there are any questions as to whether transactions are allowed or not, the Cardholder should contact

the Program Administrator.

Supplier Blocking

Transactions will be blocked at the point-of-sale for unauthorized suppliers. Changes to the blocking list

can be made as demonstrated by a business need. A Cardholder should contact the Principal, department

head or designee who will need to approve the request before asking the Program Administrator to

change the blocking list associated with the Cardholder’s profile at Bank of America.


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Spending Controls

The Purchasing Card is to be used only for the purchase of goods. SBBC’s Purchasing Policy 3320 governs

all purchases. Whenever available, SBBC contracts must be used as the primary source of supply.

Additional spending parameters for a Purchasing Card may be set by the department/school. Spending

controls are set on a merchant, transaction limit, and monthly volume limit for each card. Any

modification to the P-Card Spending Controls must be approved by the Cardholder’s Principal, department

head or designee before requesting the Director of Procurement & Warehousing Services to authorize the

Program Administrator to change the Cardholder’s profile at Bank of America.

Erroneous Declines

If the Cardholder feels that the Purchasing Card has been erroneously declined by a supplier, the Program

Administrator should be contacted for assistance. The Program Administrator will contact Bank of

America to determine the reason for the decline and will make appropriate changes to the Cardholder

profile.

If a purchase is being made outside of normal SBBC business hours, the employee must find an alternate

payment method or terminate the purchase and contact the Program Administrator during normal

business hours.

Credits

Suppliers should issue all credits for returned merchandise or services to the individual Purchasing Card

account for any item they have agreed to accept for return. UNDER NO CIRCUMSTANCES SHOULD A

CARDHOLDER ACCEPT CASH IN LIEU OF A CREDIT TO THE PURCHASING CARD ACCOUNT.

Unresolved Disputes and Billing Errors

The Cardholder is responsible for contacting the supplier to resolve any disputed charges or billing errors

within 60 days of receiving a statement. If the matter is not resolved with the supplier, the Cardholder

should:

1. Contact the Program Administrator for assistance if an acceptable resolution is not obtained.2. If the dispute is resolved in the Cardholder’s favor, a credit in the amount of the disputed

transaction will appear on a subsequent Cardholder statement.

Security and Storage

Cardholders should always treat their Purchasing Card with at least the same level of care as their own

personal credit cards. The card should be maintained in a secure location, and the card account number

should be carefully guarded. The only person entitled to use the card is the person whose name appears

on the face of the card. The card may not be lent to another person for any reason.


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Reconciliation and Approval 1. At the close of the monthly billing cycle, Bank of America will send a statement of all

Cardholder activity to SBBC. Each Cardholder will receive a paper statement mailed by Bankof America.

2. Cardholder reconciles the statement against accumulated receipts/ packing slips or othersupporting documentation and forwards to the Principal, department head or designee forreview.

3. Principal, department head or designee reviews Cardholder transactions included in Bank ofAmerica’s management paper reports and/or electronic reports and ensures that allCardholders have submitted statements and receipts.

4. Principal, department head or designee reviews Cardholder original statement and receiptsfor compliance, signs the statement, and sends to Program Administrator by the 15th of themonth. A copy of the statement and receipt shall be retained by the bookkeeper/budgetkeeper for record keeping and auditing purposes.

5. If purchases are made on the P-Card by a Principal or Department Director, the bankstatement must be approved by their immediate supervisor. All bank statements must bereturned to the Program Administrator with 2 signatures (Cardholder and immediateSupervisor).

6. Program Administrator performs a statistical audit of statements and receipts to monitorcompliance with Policy and Procedures. The Program Administrator forwards all statementsto the Office of the Chief Auditor on monthly basis.

7. The file is downloaded from the Bank of America website and is sent to Financial Reportingwho uploads to SAP and then is sent to Accounts Payable.

8. All transactions will post to the default location and general ledger number associated withthe Card.

9. Payment is made to Bank of America within seven calendar days after the close of the billingcycle of the previous month. Weekends and School Board holidays are excluded.

Sales Tax

The School Board of Broward County, Florida does not pay Federal Excise and State taxes on direct purchases of tangible personal property. The applicable tax exemption number is shown on the Procurement Card. Cards will be re-issued periodically to reflect exemption number changes.

Audit Assistance

The Program Administrator will assist SBBC’s Office of the Chief Auditor in a periodic audit of SBBC’s

internal policies and procedures and will select and audit monthly Cardholder Memo Statements and

other documentation as required by the SBBC’s Policies and Procedures.


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CARDHOLDER RESPONSIBILITIES

The Cardholder must:

1. Ensure the Purchasing Card is used for legitimate business purposes only.

2. Maintain the Purchasing Card in a secure location at all times.

3. Not allow other individuals to use their Purchasing Card.

4. Adhere to the purchase limits and restrictions of the Purchasing Card and ensure the totaltransaction amount of any single transaction does not exceed the department/schoolspending parameters.

5. Obtain a receipt or invoice for ALL transactions.

6. Reconcile the statement to the receipts and \ or packing slips each month.

7. Submit reconciled statement with attached receipts and \ or packing slips to their Principal,department head or designee.

8. Attempt to resolve billing disputes directly with the supplier. Ensure that an appropriatecredit for the reported disputed item or billing error appears on a subsequent Cardholderstatement.

9. Not accept cash in lieu of a credit to the Purchasing Card account.

10. Immediately notify the Program Administrator and your location’s Principal, departmenthead or designee of a lost or stolen Purchasing Card at the first opportunity during normalbusiness hours.

11. Return the Purchasing Card to Principal, department head or designee upon terminatingemployment with SBBC, retiring or transferring to other Schools or Departments withinSBBC.

12. If a supplier does not accept credit cards, contact the Program Administrator.

13. Report erroneous declines or fraudulent charges to Principal, department head or designeeand the Program Administrator during normal business hours.


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PRINCIPAL, DEPARTMENT HEAD OR DESIGNEE RESPONSIBILITIES

The Principal, department head or designee is directly responsible for overseeing the Purchasing Card

activity of the Cardholder. The Principal, department head or designee must:

1. Ensure the Purchasing Card is used for legitimate business purposes only.

2. Create an in/out log for cardholders when the Purchasing Card is taken out of the school ordepartment.

3. Provide the cardholders with a Credit Card Purchase Authorization form that should be filledout prior to using the Purchasing Card.

4. Receive and review Cardholder statement and receipts and compare to electronic/paperreport from Program Administrator. The reports will be generated and sent to theCardholder’s Principal, department head or designee by the 2nd day of each month.

5. Provide approval by signing Cardholder statement and sending to Program Administratorby the 15th of the month.

6. Inform Program Administrator if Cardholder transfers to a different location and retrievethe credit card from cardholder.

7. Inform Program Administrator of a Cardholder blocking code or credit limit profile change.

8. Inform Program Administrator if Cardholder terminates employment.

9. Inform Program Administrator if Cardholder violates policies and procedures asdocumented in this manual which will also subject Cardholder to disciplinary action.

10. Return Purchasing Cards for Cardholders who have been transferred to ProgramAdministrator, no longer need the card or have left the location.


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PURCHASING CARD PROGRAM ADMINISTRATOR RESPONSIBILITIES

SBBC will assign a Purchasing Card Program Coordinator, or designee, to be responsible for the over-all

Purchasing Card Program. Responsibilities include:

1. Acting as a liaison with Bank of America.

2. Reviewing approved cardholder applications for completeness of required information.

3. Submitting cardholder application, change requests, and closure to Bank of America.

4. Providing training and material to Principal, department head or designees and cardholdersbefore releasing Purchasing Card.

5. Having cardholder sign Purchasing Card Agreement (Appendix 2), signifying agreement withthe terms of the Purchasing Card Program.

6. Retaining signed Purchasing Card Agreements in a secure location.

7. Ensuring that lost or stolen cards have been blocked by SBBC

8. Forwarding supplier set-up requests to Bank of America.

9. Assisting cardholders with erroneous declines, unresolved supplier disputes, lost/ stolencards and fraudulent charges.

10. Utilizing Bank of America paper and/or electronic reports to administering the PurchasingCard program.

11. Receiving and reviewing Bank of America statements.

12. Analyzing exception reports.

13. Processing electronic upload of bill to Accounts Payable for proper Location and G/Ldistribution.

14. Preparing payment to Bank of America that coincides with the billing cycle.

15. Reconciling the Bank of America statement with the electronic file.


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DECLINING BALANCE PURCHASING CARDS FOR SCHOOLS AT BUSINESS SUPPORT CENTER

The Bank of America declining balance purchasing card is a P-card that has a specific amount of funds assigned

to it. With the use of the card, the balance will decrease until the funds have been spent and the card will not

process any more transactions.

To start the process, the budget support specialist from the Business Support Center will fill out a P-Card

Application form for the school and then create a budget transfer to be sent to the Budget Office. Upon approval

of the budget transfer, funds will be transferred from Fund 1000 to Fund 1005. After the funds are transferred,

a credit card is created with the amount transferred as the balance. Schools will never be over their budget in

SAP because the funds were transferred up front. The amounts available are from $1,000.00 to $10,000.00 in

increments of $1,000.00. Should the school ever have a 0 balance and want to continue to use the purchasing

card, they would have to request another budget transfer from the Budget Office.

When the credit card is received in the Purchasing Department, it will be delivered to the Budget Support Center

and the budget support specialist will be trained in the Bank of America (WORKS) program at the same time.

At the end of each month, the budget support specialist will receive a bank statement from Bank of America

and will match the charges on the statement to the purchase receipts. The cardholder will sign the statement

and the Business Analyst will approve it. The budget keeper will make any necessary copies and send the original

statement and receipts to the Purchasing Department.

When the school year ends, all declining balance cards will be closed and any monies still available on the cards

will be transferred back to Fund 1000. At the beginning of the next school year, the budget support specialist

can request a new budget transfer from Fund 1000 to Fund 1005 and the card will be opened again for the new

school year.


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DECLINING BALANCE PURCHASING CARDS FOR SCHOOLS/DEPARTMENTS THAT ARE NOT PART OF THE

BUSINESS SUPPORT CENTER

The Bank of America declining balance credit card is a P-card that has a specific amount of funds assigned to it.

With the use of the card, the balance will decrease until the funds have been spent and the card will not process

any more transactions.

To start the process, the budget keeper will fill out a P-Card Application form for the school/department and

then create a budget transfer to be sent to the Budget Office. Upon approval of the budget transfer, funds will

be transferred from Fund 1000 to Fund 1005 (P-card fund). After the funds are transferred, a credit card is

created with the amount transferred as the balance. Schools/Departments will never be over their budget in

SAP because the funds were transferred up front. The amounts available are from $1,000.00 to $10,000.00 in

increments of $1,000.00. Should the school/department ever have a 0 balance and want to continue to use the

purchasing card, they would have to request another budget transfer from the Budget Office.

When the credit card is received in the Purchasing Department, it will be delivered to the location and the

budget keeper will be trained in the Bank of America (WORKS) program at the same time.

At the end of each month, the budget keeper will receive a bank statement from Bank of America and will match

the charges on the statement to the purchase receipts. The cardholder will sign the statement and the

Principal/Director will approve it. The budget keeper will make any necessary copies and send the original

statement and receipts to the Purchasing Department.

When the school year ends, all declining balance cards for schools will be closed and any monies still available

on the cards will be transferred back to Fund 1000. At the beginning of the next school year, the budget keeper

can request a new budget transfer from Fund 1000 to Fund 1005 and the card will be opened again for the new

school year. On June 30th, all Department cards will be closed for approximately one week to reset the WORKS

system.


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DECLINING BALANCE PURCHASING CARDS FOR AFTER CARE PROGRAMS

The Bank of America declining balance credit card is a P-card that has a specific amount of funds assigned

to it. With the use of the card, the balance will decrease until the funds have been spent and the card will

not process any more transactions.

To start the process the budget keeper from the school will fill out a P-card Application and then request

a budget transfer from their area Budget Analyst’s Office. Once the funds are available, they will be

transferred from Fund 1025 to Fund 1045. After the funds are transferred, a credit card is created with

the amount transferred as their balance. Schools will never be over their budget in SAP because the funds

were transferred up front. The amounts available are from $1,000.00 to $10,000.00 in increments of

$1,000.00. Should the school ever have a 0 balance and want to continue to use the purchasing card, they

would have to request another budget transfer from the Budget Office.

When the credit card is received in the Procurement & Warehousing Department, it will be delivered to

the school and the budget keeper will be trained in the Bank of America (WORKS) program at the same

time.

At the end of each month, the budget keeper will receive a bank statement from Bank of America and will

match the charges on the statement to the purchase receipts. The cardholder will sign the statement and

the principal will approve it. The budget keeper will make any necessary copies and send the original

statement and receipts to the Procurement & Warehousing Department.

When the school year ends, all declining balance cards will be closed and any monies still available on the

cards will be transferred back to Fund 1025. At the beginning of the next school year, the budget keeper

can request a new budget transfer from Fund 1025 to Fund 1045 and the card will be opened again for the

new school year.


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DECLINING BALANCE CREDIT CARDS FOR INTERNAL ACCOUNTS AT SCHOOLS

The Bank of America declining balance credit card is a P-card that has a specific amount of funds assigned

to it. With the use of the card, the balance will decrease until the funds have been spent and the card will

not process any more transactions. Funds will be transferred from a specific schools internal account.

To start the process the budget support specialist from the Business Center will fill out a P-card

Application. After the application is complete a credit card is created with the amount noted on the

application. The amounts available are from $1,000.00 to $10,000.00 in increments of $1,000.00. Should

the school ever have a 0 balance and want to continue to use the purchasing card, they would have to

request a new amount which is approved by a facilitator in the Business Support Center.

When the credit card is received by the Purchasing Card Coordinator, it will be delivered to the school.

The facilitators in the Business Support Center are trained to use the Bank of America (WORKS) program.

At the end of each month, school staff will receive a bank statement from Bank of America and will match

the charges on the statement to the purchase receipts before submitting the statement and receipts to

the Business Center. The cardholder will sign the statement and the principal will approve it. The Business

Center secretary forwards the original statement and receipts to the Purchasing Department.

When the school year ends, all declining balance cards will be closed and any monies still available on the

cards will be transferred back to the appropriate internal account. At the beginning of the next school

year, the budget support specialist can request that the prior year card will be reopened for the new

school year.


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HOW TO ACCESS BANK OF AMERICA WORKS SOFTWARE

Bank of America WORKS Software

Bank of America provides SBBC access to their web page. This web page is called WORKS and will allow

the participants of the Purchasing Card Program to review the purchases that they have made and prior

to receiving the monthly statement from the bank. This will allow the participants to check for bank errors

before the monthly statement is sent to the schools and departments.

How to Access WORKS Software

1. WORKS website address:

https://payment2.works.com/wpm/action/login.viewloginPage

After having logged in the 1st time, this shorter web address can be used:

https://payment2.works.com

2. WORKS user ID: Usually first letter of first name and last name

How to Reallocate a Sale on a P-Card to a New Line of Coding

1. For instructions on how to reallocate a sale to a new line of coding, please access the P-Cardlink on Procurement & Warehousing Services website.

A. Click on P-Card. B. Click on Training Information. C. Click on Reallocating a Sale on the P-Card.

https://payment2.works.com/wpm/action/login.viewloginPage

https://payment2.works.com/


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FACT SHEET

What is a purchasing card?

The Purchasing Card is a credit card issued by Bank of America. It is a fast and flexible purchasing

tool which provides an extremely efficient and secure method of purchasing and paying for small

dollar items (exceptions made on individual cases).

Who can be a cardholder?

An SBBC employee who is approved by his/her principal, department head or designee to use

the Purchasing Card to execute purchase transactions on behalf of SBBC.

Cardholders:

A cardholder will be able to obtain goods and services directly from suppliers without the need

to use the paper intensive requisitions / purchase order process. The purchasing card will help

cardholders to improve the turnaround time on the delivery of goods and services.

Who can approve purchases with the purchasing card?

An SBBC Principal, department head or designee is responsible for approving the purchases using

the Purchasing Card.

Card Issuer:

The card issuer, Bank of America, issues purchasing cards to approved SBBC employees, provides

electronic transaction authorization, and bills SBBC for all purchases made on SBBC Purchasing

Cards.

Supplier:

The purchasing card will be welcomed by all business accepting Visa and/or Mastercard. When

accepting the card for business purchases, suppliers need not send invoices since they will receive

payment directly from Bank of America within 48 hours. All the supplier will need to do is send a

paid receipt to the cardholder.

Purchasing Card Coordinator:

The Purchasing Card Program Coordinator serves as the main contact for SBBC. The Purchasing

Card Coordinator acts as the intermediary for establishing and maintaining Bank of America

management reports and for coordinating all cardholder maintenance with Bank of America. The

program coordinator is responsible for bill payment and monitors the program against qualitative

and quantitative goal.


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FREQUENTLY ASKED QUESTIONS

1. What is the daily and monthly spending limit?

The limit for each single transaction item and monthly spending limit varies per location.

2. How will the budget be managed since the budget is not affected until the bill is paid?

Budgets should be managed the same way they are currently managed. Budgeted funds must

be verified prior to making a P-Card transaction. If the purchase transaction is for any account

not set as the default coding on the card, the cardholder must reallocate the coding in the Bank

of America Works Program before the third day of the month in advance of the monthly

posting.

3. How will the P-card be used in relation to how purchase orders are currently used and

encumbered?

P-card transactions do not encumber funds until the charge is posted. Caution must be given to

ensure expenditures do not exceed the available budget. Think of this like a checking account.

You may write a check but your account balance does not change until the check is posted to

your account. P-card expenditures do not impact your budget until the following month when

the bill is posted.

4. Can a P-card with the same account structure be issued to multiple users?

P-cards with the same funding structure can be issued to multiple users. The name of the

cardholder must appear on the card.

5. Will user locations receive multiple billings statements to reconcile P-card transactions?

Yes, one statement per credit card.

6. Can a journal entry be used at the end of the year to place expenditures in the correct account,

thus eliminating the need to use multiple cards?

Schools/departments cannot do a journal entry at the end of the year placing expenditures into

the proper accounts. P-cards will be issued by location with the appropriate account structure

assigned to each card. As transactions are made, the transaction will automatically be charged

and billed to the account structure listed on the card.

7. Does the principal/department head approve each P-card purchase transaction?

Approval requirements for P-card transactions are the same as for conventional purchase

transactions. However, it is advised that principals and department heads review the monthly

transaction statements to ensure that all P-card purchases are in compliance with the

cardholder's spending authorization profile. Principals and Department Heads may wish to

control P-Card purchases by requiring pre-approval of transactions before the cardholder makes

the purchase.


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FREQUENTLY ASKED QUESTIONS (Continued)

8. How can a Cardholder's card get rejected by a merchant \ supplier?

A Cardholder's card can be rejected by a supplier if any of the transaction authorization controls

are violated. An SBBC card may be declined for the following reasons: the transaction amount

may be greater than the authorized per transaction amount on the card, the transaction may

push the Cardholder over their monthly credit limit or the Cardholder may be attempting a

transaction at an unauthorized supplier or supplier type. However, if a Cardholder feels that they

were erroneously declined, contact the Program Administrator for additional assistance.

9. Why does a Cardholder need to relinquish a Purchasing Card when changing locations?

When an SBBC associate moves from one location to another, the Purchasing Card policy requires

the associate to relinquish their Purchasing Card to their previous location, principal, department

head or designee. The policy exists for a number of reasons:

A Cardholder's location information is "built in" to the structure of the Purchasing Card.Charges made to a card will be charged to a specific location. If a cardholder moves to a newdepartment and continues to use their old Purchasing Card, the charges will not be bookedto the correct location.

The Cardholder's responsibilities in the new location may not require the need for aPurchasing Card.

The Cardholder's new Principal, department head or designee must authorize the use of aPurchasing Card.

10. What are the consequences to a Cardholder for Purchasing Card misuse?

Improper use of the card will result in a SBBC Security investigation which may lead to disciplinary

action, up to and including criminal prosecution and termination of employment. Should the

Cardholder fail to use the card properly and charges are unaccounted for, the Cardholder has

authorized SBBC to deduct such amount from the Cardholder's salary equal to the total amount

of unaccountable expenditures. The Cardholder also agrees to allow SBBC to collect any amounts

owed by the Cardholder even if no longer employed by SBBC.


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APPENDIX A

P-Card Processes FOR DISTRICT MAINTENANCE

Overview

This Standard Operating Practice contains the policies and procedures relative to Facilities Support

Services Procurement modules. These modules consist of five (5) distinct zones, each one representing a

Physical Plant Operations Maintenance unit. For purposes of this document these zones shall hereafter

be identified as “Spending Units”.

Scope

P-Cards are the primary method of procurement and payment for transaction types which are identified

herein. All current purchasing policies must be followed including the use of SBBC contracts, regardless of

the method of payment. Use of the P-Card will provide the SBBC with the most efficient and effective

procurement / payment process available. Use of P-Cards will decrease overhead, paperwork, increase

efficiency and greatly improve spending controls.

Application Process

Any employee who has received prior authorization to apply for a P-Card shall complete and sign a

Cardholder Application which will be provided by the Spending Unit Coordinator. The Coordinator must

verify appropriate approvals and indicate the credit and transaction limits appropriate to any approved

Cardholders spending authority.

Cardholder Agreement

Prospective cardholders are required to sign a Cardholder Agreement form that indicates that they have

received P-Card training and understand the SBBC requirements necessary to hold a P-Card. Any

employee who refuses to sign this document shall not be authorized to hold or expend monies on a P-

Card.

P-Card Coordinator

The Spending Unit Coordinator is responsible for the administration of the P-Card program within Physical

Plant Operations Division (PPO). The Spending Unit Coordinator is not authorized to possess or expend

monies on a P-Card.


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The Coordinator is responsible for attending continuous education and training the Spending Unit staff on

all P-Card, Purchasing and Ethics policies. Spending Unit Coordinator’s responsibilities shall include, but

are not limited to:

Administration of the PPO P-Card program to ensure compliance with established policy and

procedure. Monitor Spending Unit’s compliance with established policy.

Establish new cardholder accounts, submit applications, maintain all documentation relating to

the P-Card program, activate P-Cards, provide initial training and offer continuing education.

Identify any violations of policy and procedure or inappropriate activity. If necessary, de-activate

and destroy the P-Card assigned to any employee who has demonstrated violation of policy,

abuse or has been terminated or separated from their Spending Unit for any reason.

Monitor P-Card usage and adjust processes and spending limits as needed.

Maintenance of master statements and any electronic payment files.

Monitor the reconciliation process and timely payment of the Spending Unit’s statements. Verify

accuracy of account balances and payments.

Perform regular reviews and provide reports as needed relating to P-Card usage.

Address procedural issues and establish, adjust or eliminate processes or procedures as needed

to ensure compliance with applicable laws and SBBC policy.

Any and all documentation relating to the actual P-Card account number, expiration date and

security code must be stored in a secure environment to which only authorized individuals have

access.

Cardholders

The only persons authorized by PPO to be Cardholders, and expend monies from a P-Card, are the Zone

Price Inventory Clerks. Price Inventory Clerks must sign a Purchasing Card Agreement form prior to

issuance of a P-Card.


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Cardholder Liability

The P-Card is a corporate charge card that does not affect the Cardholder’s personal credit. Zone P-Cards

shall be the responsibility of the respective Price Inventory Clerks and shall only be used under the direct

authority of the Spending Unit Supervisor. Only awarded bid items may be purchased. Any purchase in

excess of $5,000.00, and not covered by an SBBC contract, needs to be obtained via Purchase Requisition.

Upon receipt of a P-Card, the Cardholder must immediately sign the back of the card. These P-Cards shall

not be removed from the premises without prior authorization.

Any and all documentation relating to the actual P-Card account number, expiration date and security

code must be stored in a secure environment to which only authorized individuals have access.

The use of P-Card for parts and materials is limited to those items that are not available through the

Stockroom and those which will be charged back to funded work order(s). These transactions are

governed by strict spending authorities and varying levels of approval. P-Cards should only be used on

secured internet sites that have a closed “lock” icon at the bottom of the screen.

It is the cardholder’s responsibility to be informed and current on any applicable Purchasing and P-Card

policies and procedures. This information is available on the District’s web-site. Use of the P-Card will be

Restrictions

The Purchasing Card is for Direct Out purchases only. Types of purchases that should NOT be placed on a

Purchasing Card are as follows:

Books except training manuals

Stockroom Inventory

Computer Software

Computers

Educational Tests

Federal Funds

Grants

Money Orders

Office Machines

Office Supplies

Personal Transactions


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Printed Instructional Materials

Printers

Sales Tax

Technology Equipment (all)

Training Classes

Assets over $1,000.00

Services

Sales Tax

SBBC is Tax Exempt and does not pay sales tax on any charge. The Tax Exemption number is noted on

each Purchasing Card.

Cardholder Training

Prior to receipt of any Purchasing Card, each prospective cardholder must attend a mandatory training

session designed for new cardholders. Training for direct out purchases shall be provided by the PPO

designee in compliance with established policy and procedure. P-Cards shall not be issued to any

employee prior to successful completion of this program. Training shall include general training on P-Card

usage, purchasing policy procedures and ethics.

Spending Unit Training

Spending Units shall receive generalized training on the use of P-Cards as well as purchasing policy,

procedures and ethics. Existing processes and procedures remain in effect and shall not be circumvented

due to changes in the procurement/payment process. New spending unit employees shall receive training

as required by their specific job description.


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APPENDIX B

P-Card Reconciliation Process

Zone Staff shall be responsible for reviewing, and accepting or disputing, all transactions that appear on

their P-Card statement. Documentation must be received and retained for each transaction placed on the

card and these must be available upon request. Receipts must be legible, itemized, and contain the vendor

name and transaction date. Receipts must indicate exactly what was purchased and any receipt that

consolidates expenditures into “merchandise” or “miscellaneous” is not acceptable.

All original receipts and statements must be audited carefully for any billing errors, erroneous billing, or

credits made to correct disputed items. Disputed items may result from defective or incorrect

merchandise, shipping errors or failure, order errors, incorrect charges or credits. It is the Cardholder’s

responsibility to contact the vendor and attempt to resolve any issues. If the vendor is unwilling to resolve

an issue contact the financial institution directly for assistance and complete the P-Card Dispute Form. For

additional assistance you can contact the P-Card Administrator at (754) 321-0526.

Once reconciliation is complete the original bank statement and corresponding receipt copies shall be

forwarded to the Projects Coordinator for final review and approval. All original statements shall remain

with their corresponding receipt copies.

P-Cards must be kept secure. Physical controls shall be present at all times to ensure security of P-Card

records. Records must be stored in a secure location to which only authorized individuals have access.

Lost or stolen cards are a priority and must be reported to the Projects Coordinator and the P-Card

Administrator immediately.

Reconcile Receipts to Order

Place order on P-Card.

Vendor ships material with Original Receipt(s). Any orders placed with a P-Card require a

detailed, itemized RECEIPT be sent in WITH the material. If the vendor is unable to do so, or

sends in material with a shipping ticket only, it is acceptable for them to FAX over a receipt to

you.

Stock Clerk pulls Original Receipt(s) and gives to Invoice Processor.

Invoice Processor matches Original Receipt(s) to Material Request and verifies accuracy.


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Any discrepancies must be handled same day they are identified.

Invoice Processor places their stamp and the Control Number on the Original Receipt(s) then

signs, dates and attaches to the Material Request package.

Invoice Processor receives material in Filemaker Pro & Compass using Z Warehouse & Z Bin

Location in any field that prompts for a Warehouse or Delivery Warehouse.

*VERY IMPORTANT, DO NOT USE PH or PHDIROUT IN ANY FIELD*

Invoice Processor prints & attaches PO42 screen(s) to Material Request package. (PO42 must be

in either status 17 (partial receipt), 20 (total receipt), or 30 (cancelled order).

Invoice Processor holds for Pink Receiver copy(s) which must be received within five (5) working

days.

Once Original Receipt(s) and Pink Receiver copy(s) have been received and processed, Invoice

Processor gives Material Request package to Projects Coordinator for approval. (Do this daily).

Projects Coordinator checks for accuracy and approves Original Receipt(s).

Projects Coordinator returns Material Request package to Invoice Processor.

Invoice Processor pulls the Original Receipt(s) and makes Copy(s).

Invoice Processor attaches Original Receipt(s) to Material Request package and files in

appropriate file.

Invoice Processor places copy(s) of Original Receipt(s) in Monthly Statement File to await Bank

Statement.

Reconcile Receipts to Statement

Bank of America mails out bank statements between the 5th and 10th day of each month. If you have not

received your statement within that time frame, contact the P-Card Administrator immediately.

When bank statement is received, Invoice Processor matches receipt copy(s) to bank statement

and audits for accuracy.

Any discrepancies must be handled same day they are identified.

Invoice Processor runs a tape totaling all receipts. Total of receipts must match bank statement

total.

Invoice Processor attaches all receipt copies and tape to the original bank statement.


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Invoice Processor stamps, dates and signs the original statement and forwards to Projects

Coordinator for approval.

Projects Coordinator reviews and approves bank statement and returns to Invoice Processor.

Invoice Processor copies original bank statement and tape then forwards these copies only to:

Procurement & Warehousing Services, Attention: Carmelo Guerra 754-321-0526.

Original bank statement, receipt copy(s) and original tape are filed in each Spending Unit’s

Statement File.

Physical Plant Operations

P-Card Reconciliation Process

Zone Staff shall be responsible for reviewing, and accepting or disputing, all transactions that appear on

their P-Card statement. Documentation must be received and retained for each transaction placed on the

card and these must be available upon request. Receipts must be legible, itemized, and contain the vendor

name and transaction date. Receipts must indicate exactly what was purchased and any receipt that

consolidates expenditures into “merchandise” or “miscellaneous” is not acceptable.

All original receipts and statements must be audited carefully for any billing errors, erroneous billing, or

credits made to correct disputed items. Disputed items may result from defective or incorrect

merchandise, shipping errors or failure, order errors, incorrect charges or credits. It is the Cardholder’s

responsibility to contact the vendor and attempt to resolve any issues. If the vendor is unwilling to resolve

an issue contact the financial institution directly for assistance and complete the P-Card Dispute Form. For

additional assistance you can contact the P-Card Administrator at (754) 321-0526.

Once reconciliation is complete the statement and corresponding original receipts shall be forwarded to

the Projects Coordinator for final review and approval. All statements shall remain with their

corresponding original receipts.

Lost or stolen cards are a priority and must be reported to the financial institution, the Projects

Coordinator and the P-Card Administrator immediately.

1. Place order on P-Card.2. Vendor ships material with original receipt(s).3. Stock Clerk pulls original receipt(s) and gives to Invoice Processor.4. Invoice Processor matches original receipt(s) to material request and verifies accuracy.5. Any discrepancies must be handled same day they are identified.6. Invoice Processor places their stamp and the control number on the original receipt(s) then signs,

dates and attaches to the Material Request package.7. Invoice Processor receives material in Filemaker Pro & Compass using Z Warehouse & Z Bin Location

in any field that prompts for a Warehouse or Delivery Warehouse. *VERY IMPORTANT, DO NOT USEPH or PHDIROUT IN ANY FIELD*


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8. Invoice Processor prints & attaches PO42 screen(s) to material request package. (PO42 must be ineither status 17 (partial receipt), 20 (total receipt), or 30 (cancelled order).

9. Invoice Processor holds for pink receiver copy(s) which must be received within five (5) workingdays.

10. Once original receipt(s) and pink receiver copy(s) have been received and processed, InvoiceProcessor gives material request package to Projects Coordinator for approval. (Do this daily).

11. Projects Coordinator checks for accuracy and approves original receipt(s).12. Projects Coordinator returns material request package to Invoice Processor.13. Invoice Processor pulls the original receipt(s) and makes copies.14. Invoice Processor attaches copy(s) of receipt(s) to Material Request package and files in appropriate

file.15. Invoice Processor puts original receipt(s) in monthly statement file to await Bank Statement.16. When Bank Statement is received, Invoice Processor matches original receipt(s) to bank statement

and audits for accuracy.17. Any discrepancies must be handled same day they are identified.18. Invoice Processor stamps, dates and signs the original statement.19. Invoice Processor gives bank statement, with original receipt(s), to Projects Coordinator for

approval.20. Projects Coordinator reviews for accuracy and approves Bank Statement.21. Invoice Processor copies statement and original receipts then sends copies to Carmelo Guerra, P-Card

Administrator. Original statements and original receipts are filed in each zone.


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APPENDIX C


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