CKAA

Wayne County School District

P-Card Policies and Procedures

Overview

P-cards provide employees with an alternative method for making payment for purchases.  The card will simplify the payment process and reduce overall costs by decreasing the number of small checks we cut, requisitions, purchase orders, petty cash transactions and other cumbersome forms of purchasing.  The purpose of this program is to provide a timely payment method for organizational needs and to reduce the resources needed to manage small purchasing transactions.

Use of Public Funds

One of the great aspects of the P-Card program is its convenient purchasing method.  However, it is a payment method used for expenditure of public funds.  Improper use of this card will be considered misappropriation of district funds.  This may result in disciplinary action, up to and including termination of employment.  It is the cardholder’s responsibility to adhere to the policies and procedures outlined by the district.

The card is not to be used for personal use.  Personal expenditures made using a P-Card may result in termination of cardholder privileges and disciplinary action, up to and including termination of employment.

The Superintendent or District Business Administrator has the right to terminate cardholder privileges at any time without cause.

Program Information

The P-Card program carries corporate, not individual liability.  Although your name will appear on the credit card, it is the district’s responsibility to pay for the use of the credit card.  In no way will the use of this credit card affect the cardholder’s personal credit rating.  The credit card company may contact you in some events, such as a lost or stolen card.  If you have any concerns about this contact the Business Administrator.

If transactions show up on your statement you are not aware of you must report this to the district office immediately.  The P-Card is district property and should be secured just as you would secure your personal credit cards.  If your card is lost or stolen call 1-800-673-1044 immediately and notify the district office.

The Wayne County School District is exempt from paying Utah sales tax.  The sales tax number is 11711923-002-STC.  It is the responsibility of the cardholder to ensure that no sales tax is paid for purchases made with the card.  Provide the sales tax number to the vendor at the time of purchase to avoid a charge for sales tax.

The cards have transaction dollar limits, blocked suppliers, and monthly dollar limits.  If you feel a transaction has been blocked in error call the Business Administrator at the school district to resolve the issue.

You are responsible for the security of your card and the transactions made with the card.  The card is issued in your name and it will be assumed that any purchases made with the card will have been made by you.

Monthly Reconciliation & Receipts

You will be required to submit a report each month to the district office.  This report provides a complete accounting of your monthly expenditures and you will assign the budget codes to which your expenditures will be charged to.  You must sign the report as being correct and accurate.  Your supervisor’s signature will be required on the report as well showing approval of your monthly purchases.

You are required to obtain and provide all receipts for goods and services purchased.  Receipts must be submitted monthly with the statement.  Failure to provide receipts for a purchase may result in termination of cardholder privileges and disciplinary action, up to and including termination of employment.

Overspending

It is the responsibility of the cardholder to prevent overspending on budget accounts.  Supervisors should institute appropriate controls to prevent overspending.  If you are ever unsure of your budget amount contact your supervisor or the district office before making any purchases.

Card Requirements

Employees are required to sign the P-Card agreement before a card will be assigned.  By signing the agreement employees acknowledge the district’s policies and procedures detailed above and agree to act as a responsible agent to safeguard district assets.  No card will be issued to an employee that refuses to sign the agreement.