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Transcript of Hisd Pcard Manual
8/14/2019 Hisd Pcard Manual
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PROCARD
USER'S MANUA
Houston Independent School District
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Revised July 14, 2009
FREQUENTLY ASKED QUESTIONS
What should I do if my PROC ARD is lost or stolen?Immediately call 800-316-6056 to report the PROCARD missing and request a
replacement. The replacement card will be sent to the PRO CAR D Administrator. Uponreceipt, you will be contacted to schedule a time to pick up the PROCARD.
What do I do if a purchase is denied?Your purchase may have exceeded a spending limit, transaction limit or may beassociated with a merchant category code that has been restricted. Contact JPMorgan
Chase at 800-316-6056 to determine the reason for the denial. The PR OCARD teamdoes not have access to this information.
Is it possible for someone else to use my card?No. According to the HISD Cardholder Contract & Agreem ent that was signed, theCardholder is responsible for all charges and the safekeeping of the PROCARD.
Will use of the P ROC ARD a ffect my credit report?No. The PROCARD carries no personal liability for HISD cardholders who use thePROCARD.
Whom should I contact to resolve an error or dispute concerning my account?First, contact the supplier. Most exceptions or issues can be resolved between you and
the supplier. If you cannot resolve an issue with the supplier, complete the Statement ofQuestioned Item Form and submit to the PR OC ARD Ad ministrator.
What about HISD being tax exempt?
The card is identified as an HISD official business, tax-exempt card. You should advisethe supplier that the purchase is to be tax exempt. The tax exempt number is printed onthe front of the card. If ordering by phone or the internet, the vendor must be told thatwe are tax exempt.
What if I do not receive a statement?
Statements are sent to the cardholders via email each month at the end of the monthlycycle. If you do not receive your statement, contact the PROCARD Administrators torequest a copy.
What should I do with the PROC ARD when leaving my campus?
When employees leave and/or change campus locations, the PROCARD Administratorshould be contacted and notified of the change in status. Upon notification, thePROCARD Administrator will close the card account. Cardholders are responsible forensuring that all allocations, approvals, statements, receipts, etc. are up to date and inorder prior to changing locations.
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Lesson 1: Obtaining a F'ROCARD
To obtain a PROCARD, you must:
Be a full time employee of HISD
Complete & submit an HISD Cardholder Application Form. Download the
application via the HISD portal: Procurement (Purchasing) Department
under the PROCARD section.
Attend the mandatory PROCARD Training Session*
Complete and sign the Cardholder Contract and Agreement Form
*Note: PROCARD Training is conducted for Cardholders, Requisitioners
and Fund Approvers. Attendance is mandatory and must be completed
before a PROCARD is issued. Employees who are classified as FundApprovers will not be allowed to receive a PROCARD.
The District will determine the number of PROCARDS allocated to each
school/department location. Principals/Department Heads are
responsible for designating Cardholders at each school location as
follows:
Level
Elementary
Middle
Schools
High Schools
Departments
Maximum number of cards
3
4
5
5
As a Cardholder, HISD expects you to:
Adhere to all responsibilities outlined in the PROCARD User's Manual
Maintain prudent and good business judgment when making a purchase
with a District PROCARD
Retain for monthly statement reconciliation, all charge slips, cash register
receipts, and packing lists associated with your PROCARD purchases
Verify charges listed on monthly statements received from the bank
Resolve errors and disputes, coordinate returns, and verify thai
appropriate credits are issued
Immediately notify the PROCARD Administrators of changes in
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Lesson 3: Making Purchases
The PROCARD can be used to place orders:
over the phone
by fax
by internet or
at the merchant location
When placing an order by phone, be prepared to provide:
Your name
Your card number and expiration date
Shipping instructions (School/Department Name, Address, City,
State, Zip Code, and Point of Contact)
Ask the supplier to include a detailed sales receipt/packing list thai
includes product description, price, and freight charges.
Inform the merchant that the purchase is tax exempt.
Receipts
Cardholders are required to collect receipts or documentation of all
purchases.
The receipt/documentation should contain itemized details such as:
Merchant name
Detailed list of items purchased
The cost
Forms of documentation include:
Charge slips/cash register receipts, itemized
Itemized packing slips
Internet screen shots
Magazine subscription forms/Registration forms
Email acknowledgement of an internet order
NOTE: If a detail and/or itemized description of the items purchased is notprovided on the receipt, Cardholders are required to write a brieldescription of each item purchased. Remember to retain all receiptsand/or documentation in a file. This information must be attached to the
Cardholder monthly statement. Non-itemized receipts will not baccen ed.
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Merchant Category Restrictions
The following merchant categories have been designated as restricted:
Camera & Photo Supply Store - merchants in this category include:> Wolf Camera, Canon Store
Computer Peripherals - merchants in this category include:Allstate Imaging, American Computer Supplies, Softmart, Global Computers
Computer Software/Record Stores - merchants in this category include:Micro Center, Affordable Computer, Academic Superstore, Comp USA, NeweggComputers, Game Stop, "Renaissance Learning
Radio TV & Stereo Stores - merchants in this category include:> Circuit City, Best Buy, Frye's, Radio Shack, *Aves Audio Visual
Art Dealers/Stamp & Coin StoresBarber & BeautyBoat/Motorcycle DealersBoat Rentals/Leases/MarinasCable TV/Utilities
Catalog Merchants - merchants in this category include:> Adirondack, Alfax, Best Computer Supplies, National BusinessFurniture, Myron Manufacturing
Department Stores - merchants in this category include:> Macy's, JC Penny
Drapery/Upholstery StoresDuty Free Stores/Wholesale Clubs
> Sam's, Costco
Financial Institutions/lnsurance/Professional Services/MembershipOrganizations
> Doctors, hospitals, schoolsFlorists - Allarea floristsFurriers & Fur ShopsGift Cards - all merchants in store or on lineHotels - forany reasonMen/Boys/Women/Children/Family Clothing StoresPawn Shops/Antique StoresPhone Service/EquipmentPrecious Stones & MetalsRailroads/Passenger Rail/Ambulance ServiceSteamship/Cruise LinesTaxicabs/LimousinesTelegraph/Wire Transfer
Toll/Bridge FeesWatch/Clock/Jewelry Repair
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Lesson 4: What You Can Buy
Small dollar value items (less than $500) can be purchased from supplierscontracted through Annual Bids including, but not limited to:
Office Supplies
Maintenance, Janitorial, and Cleaning Supplies
Instructional Materials
Athletic Uniforms/Equipment
Audio Visual Products
Awards & Trophies
Electrical Supplies
Furniture - Classroom, Office, and Library*
Media Supplies
Music Instruments
Technology Supplies
In addition to the commodities listed purchases can be made
utilizing the PROCARD for non-bid items such as:Signs & Banners
Arts & Crafts Supplies
Bookstores
Hardware
Field Trip Activities/EventsFood Service (see Finance Procedures Manual for policiesregarding food related purchases)
Catering/Deli/Sandwich Shops/Pizza/Fast Foods
Postage
Groceries/Supermarkets
Conference registrations (less than $500 per person), Stafl
Development & Seminars*
Subscriptions
General Merchandise Stores
Note: According to the policy outlined in the Finance Procedures Manual, Section 259
titled Membership Fees and Dues, memberships must be in the name of HISD or theschool. Individual memberships in professional organizations may not be paid for with
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Lesson 4: What You Can Bu
HISD is Tax Exempt
The PROCARD is identified as an HISD official business, tax-exempt card.Cardholders are expected to advise the supplier that the purchase is to be tax
exempt. All purchase receipts should be reviewed promptly to ensure that saletax is not charged. The HISD tax exempt number is printed on the card.
What You Cannot Buy
Although not all inclusive, the following types of expenditures shall not b
purchased with the PROCARD:
Any one item greater than $500Gift Cards - it is against policy to purchase gift cards for any
reason.
Florists - this MCCcode is blocked with the use of the PROCARD
Sam's Wholesale Club
Costco
Department Stores
Jewelry Shops
Radio TV & Stereo Stores
Computer Software, Peripherals
Camera & Photo Supply Stores
Cash advances/disbursements from financial institutions/ATM's
Capital equipment
Salary and monetary awards
Consultant and maintenance agreements
Purchases from sources where the Cardholder has a financialinterest (refer to Policies of the Board of Education, Article Five -
Employee Procedures, Section 543.500 - Conflict of Interest)
Cash refunds (returns or adjustments must be applied back to thegiven PROCARD)
Gifts (refer to Section 331, Special Accounts, in the Finance andProcedures Manual for additional guidelines regarding gifts)
Entertainment, nightclubs, bars, taverns, cocktail lounges, alcoholic
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rave re a e purc ases:
Airlines
Hotels, including food from hotel restaurants, banquet services,
etc.
Rental cars
Lesson 5: Managing the PROCARD
Changes in Positions and/or Work Locations & Card Cancellation
Cardholders who change positions and/or work locations should notify the
PROCARD Administrator immediately. It is the responsibility of the
Principal, Department Head and/or Fund Approver to collect assigned
PROCARDS from employees no longer authorized for its use and toensure that all allocations, approvals, PROCARD envelopes, statements
and receipts have been completed.
Should a PROCARD require cancellation, the Principal, Department Head
and/or Fund Approver must contact the PROCARD Administrator. The
card will immediately be cancelled upon notification.
PROCARD Envelopes
PROCARD Envelopes are issued to the Cardholder upon receipt of the
PROCARD. One monthly statement along with the support
documentation is submitted per envelope. Additional envelopes may be
obtained upon request from the PROCARD Administrator. PROCARD
Envelopes are due by the 10th
of the following month after the statement
has been received.
PROCARD Envelopes are to be submitted as follows:
• Fund Approver's Signature - signature stamps are notacceptable
• Monthly Statement
• All detailed/itemized receipts, packing slips, etc. to support eac
transaction that appears on the statement. All support
documentation must be submitted in the order in which the
purchases appear on the statement.
• If the Cardholder is unable to locate a receipt etc., the Cardholder
is required to complete the Missing Receipt Documentation Formand submit along with the envelope.
The PROCARD Envelope will be considered incomplete until all
statements, receipts and proper signature approval has been submitted.
Late or non-submittal of PROCARD Envelopes is considered a violation
ofoolicv.
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Lesson 6: If Your Card Is Misused
Lesson 6: If Your Card Is Misused
As a Cardholder, you are responsible for adhering to all of the guidelines and
procedures related to the PROCARD. Such responsibilities include:
Protecting the card
Retaining receipts and documentation for items purchased
Resolving errors, disputes, and returns with the merchant
Notifying the PROCARD Administrators of changes in status and/or worklocation
Ensuring all PROCARD transactions are allocated by the Requisitioner
and approved by the Fund Approver
Ensuring each monthly statement along with all supporting documentation
has been reviewed and approved by the Fund Approver and forwarded to
Procurement Services in a timely manner.
Lesson 7: PURCHASING CARD VIOLATIONS
HISD has established a 3-strikes-you're-out methodology for non-compliance tcthe guidelines and procedures of the PROCARD program:
STRIKE 1: 1st
E-mail Notification to Cardholder
Seven (7) business days will be given to actively respond.
1st
missing receipt
1st
unintentional violation of policy (use of unapproved supplier)
1stdelay in allocating and/or approving PROCARD transaction
outside of the allotted time frame
1st
submittal of incomplete PROCARD envelopes includin
statements and receipts more than 30 days late
STRIKE 2: 2nd E-mail Notification to Cardholder, Principal/Department
Seven (7) business days will be given to actively respond.
• 2nd
missing receipt
2nd
unintentional violation of policy (use of unapproved supplier)
2nd
delay in allocating and/or approving PROCARD transactions
outside of the allotted time frame
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STRIKE 3: Final E-Mail Notification: Suspension of thePROCARD
and/or Further Employee Reprimand
The PROCARD cannot be used until all transactions are
allocated/approved & all envelopes are complete. The PROCARD
will remain suspended for 30 days after the outstanding violations
have been rectified. In addition, card suspension as a result of lateapproval of transactions, will generate the suspension of ajlPROCARDS assigned to the campus/department. Suspension ol
all cards will remain in effect for 30 days after the outstanding
violations have been rectified.
If there is a continuing pattern of non-compliance in the use of the
PROCARD, the card may be permanently cancelled and othersubsequent methods of purchasing may also be suspended along with
further disciplinary action for the employee through the Human Resources
Deoartment.
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eso ves errors an spu es an coor na e re urns
Notifies PROCARD administrators of changes in status and/orlocation
Ensures all card purchases are approved by the Fund Approver
Submits monthly statement along with all supporting documentation
to the Procurement Services Department in the PROCARDenvelope
Requisitioner
Ensures all program participants receive notification via emailregarding PROCARD transactions that require allocation and/orapproval.
Receives/Collects all support documentation to verify PROCARDtransactions; communicates with the Cardholder
Reviews and allocates PROCARD transactions with proper budget
Responsible for entering complete information into the text boxesfor food and non-food related categories. The information entered
must be specific as it relates to the purpose of the purchase andthe list and/or number of attendees.
Maintains log of document number(s) required for Fund Approver
Provides Fund Approver all supporting documentation, includingmonthly statements, transaction receipts and a list of documentnumber(s) that require approval
Upon approval by the Fund Approver, forwards all monthlystatements along with support documentation to the ProcurementServices Department in the PROCARD envelope provided
Fund Approver
Approves all PROCARD transactions for Cardholders
Ensures & verifies that all transactions are valid for businesspurposes only
Reviews & signs PROCARD Monthly Statement Review/ApprovalForm when deemed necessarv.
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Appendix A: PROCARD Cardholder Contract and Agreement
By participating in the PROCARD Program as a Cardholder, you assume certainresponsibilities pertaining to the operation and administration of the PROCARDProgram. These responsibilities include but are not limited to the following:
• The PROCARD is to be used for HISD business purchases only. The PROCARmay only be used under the parameters and procedures established for the
PROCARD Program, which are detailed in The PROCARD User's Manual. ThePROCARD may not be used for personal expenditures.
• The PROCARD will be issued in the name of an employee. By accepting thePROCARD, the employee and the fund approver for a school/department assumesresponsibility for the PROCARD and will be responsible for all charges made with thePROCARD. A PROCARD issued in the name of an employee is not transferable andmay not be used by anyone other than the Cardholder.
• The PROCARD must be maintained with the highest level of security. Should th
card be lost or stolen, or if the Cardholder suspects the card or account number tohave been compromised, the Cardholder agrees to immediately notify the bank at 1-800-316-6056 and the PROCARD Administrator in Procurement Services.
• On a monthly basis, the Cardholder will receive a statement from the bank listing al
activity associated with the card. While the Cardholder will not be responsible formaking payments for authorized transactions, the Cardholder will be responsible forthe verification and reconciliation of all account activity, which includes obtaining the
proper approval for all PROCARD transactions from the fund approver.• Cardholder accounts are subject to periodic internal control reviews and audits
designed to protect the interests of HISD. By accepting the card, the Cardholderagrees to provide all information and documents requested by the internal and/orexternal auditors and investigators, and to otherwise comply with the requirements ol
these reviews and audits. Audits will be conducted on the supplier receipts, bankstatements, and other related documents.
• Parameters and procedures related to the PROCARD Program may be updated or
changed at any time and can be accessed via the HISD portal under theProcurement (Purchasing) Department website. It is the responsibility of theCardholder to be familiar with all district regulations and all updates related to thePROCARD Program.
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Appendix A: PROCARD Cardholder Contract ana Agreement
Cardholder Contract and Agreement
Page 2
• The Cardholder agrees to surrender and cease the use of the PROCARD uponrequest of HISD management, termination of employment whether for retirement,voluntary separation, resignation or dismissal. In addition, the Cardholder mustsurrender and cease use of the card in event of transfer or relocation. TheCardholder may also be required and Cardholder agrees to surrender the card at anytime deemed necessary by district management.
• The Cardholder under no circumstances will use the PROCARD to make personalpurchases for the Cardholder or any other party. Misuse or fraudulent use of the card
will result in disciplinary actions up to and including termination and the Cardholder issubject to personal liability for claims and charges sustained by HISD as a result ofsuch misuse or fraudulent use.
• The Cardholder is being entrusted with a powerful and valuable tool and will be
making financial commitments on behalf of HISD. The Cardholder shall at all timesstrive to obtain the best overall value for these financial commitments.
• Should the Cardholder violate the terms of this agreement and use the PROCARD
for personal use or gain of Cardholder or any other party, the Cardholder agrees toreimburse the District for all incurred charges and any fees related to the collection ol
those charges immediately. The Cardholder agrees not to use the PROCARD as areference to secure other personal credit cards. Any uncollected charges or cost maybe withheld from any subsequent payment owed to the Cardholder by the District.
• The Cardholder agrees to strictly adhere to the policy and procedures established by
HISD for the use of the PROCARD. Failure to do so shall result in disciplinary and/ortermination of employment actions, reimbursement and liability requirements and
revocation of use privileges and/or suspension of all other methods for theacquisition of goods and services including Direct Pay Requests and TravelVouchers.
• HISD is tax exempt. All purchases made on behalf of HISD are exempt from salestax. The Cardholder is responsible for notifying merchants that the purchases areexempt from tax charges.
• The Cardholder agrees to submit the monthly statement received from the bank as
follows:
Bank statement with all itemized transaction receipts attached
Bank statement signed and approved by Cardholder
Bank statement signed and approved by Fund Approver
All documents forwarded to Procurement Services in thePROCARD envelope provided within ten (10) days of receipt o1bank statement
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ar o er ontract an greement
Page 3
By signing below on the day of 200 , I acknowledge that have read, understand and agree to the terms and conditions of this contract and
agreement and I certify that as a participating Cardholder of the PROCARD Program, Iunderstand and assume the responsibilities as outlined in this document.
Employee Name (Print)
Employee Signature
School/Department
Phone Number
As the Fund Approver for the employee, I acknowledge that I am responsible to ensure
that the employee abides by the above conditions. I am responsible for takingappropriate disciplinary actions involving any misuse of the PROCARD. I am responsiblefor notifying the PROCARD Administrator for canceling the PROCARD if the Cardholderis terminated for any reason or if the Cardholder transfers to another location within the
District. I am also responsible for reviewing and approving all activity, monthlystatements, and reports for accuracy and to ensure that expenditures comply withDistrict acquisition policy.
Fund Approver Name (Print)
Fund Approver Signature
General Fund Account Number
GF1 -XX-XXXX-XXX-XX-XX-XXX
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