Purchasing Cards

How to order a P-Card

• Fill out an application and an agreement

• Both forms are located at http://apscms.net/departments/purchasing/p-cards/

• Obtain necessary signatures

• Submit to Purchasing office

PACESetters

Once your card arrives

• Purchasing office will contact you so you may pick the card up

• You will need to activate the card using the toll free number on the sticker

• Remove the sticker

• Sign the card

Purchasing Cards

PACESetters

Any order requesting the billing address

Please use

Aurora Public Schools

80 Airport Boulevard

Aurora, CO 80011

Purchasing Cards

PACESetters

Lost or Stolen Card

• Report immediately to UMB Bank @ 800-821-5184– Most cards are lost or stolen away from work– Please have this phone number available at

home

• Report to Purchasing department

Purchasing Cards

PACESetters

Purchasing Cards

PACESetters

Some Prohibited Transactions

• ATM transaction

• Casinos and other gambling transactions

• Controlled substances (including alcohol)

• Payments to individuals, consultants and employees

• Personal purchases

• Split transactions

Purchasing Cards

PACESetters

Transactions Statements

• E-mailed early each month from reports@vis.informationmanagement.visa.com

• Due to Accounts Payable – ESC#1 by the 20th of month

Purchasing Cards

PACESetters

Disputed transactions

• Contact the vendor in an effort to resolve issue

• Contact Purchasing department if unable to resolve with vendor

• Transaction will be formally disputed with UMB if still unable to resolve

Purchasing Cards

PACESetters

Program administrators

• Terry Dowler – extension 28258

• Wendy Hunter – extension 28260

• Curt Humphrey – extension 28233

Purchasing Cards

PACESetters

The UMB cardholder is responsible for all of the following items: 

• Original itemized receipts for purchases must be attached to the P-Card statement

– Put receipts in the order in which they appear on the statement

– Do not include receipts that are not for transactions on the current statement (this is an area that is high risk for losing a receipt)

– Please staple P-Card statement ensuring all receipts are attached before sending to AP

• Paper clips often fall off and a receipt can be misplaced or left in a school envelope

• Rubber bands do not always keep receipts secure

– Keep copies of signed statements and receipts

• The cardholder is responsible for any lost receipts even if they are lost after providing them to the supervisor

Purchasing Cards

PACESetters

Do not use highlighters, please circle item you want to point out

• Highlighters will erase the printing on a receipt after a period of time

• Most highlighters scan as black making it impossible to read what was bought after scanned into the District’s archive system for permanent retention required by the IRS

• If using tape on receipts make sure it does not cover any printing – the adhesive will erase the ink

Purchasing Cards

PACESetters

A memo will be sent out if the documentation is inadequate• Examples of inadequate documentation are

– Missing original documentation– Non-itemized receipt– Sales tax on non-taxable purchases without

reimbursement• A reimbursement will be required from the cardholder for

unresolved documentation issues• The card may be inactivated if the receipt or

reimbursement is not received by the memo due date

Purchasing Cards

PACESetters

Fill in business purpose line for each transaction – • Business meal descriptions must follow policy…• Be specific to WHY you purchased the items, for

example: batteries for science lab

Review tax line on UMB statement, these should match the receipt if the vendor supplies the information – If not call Curt at extension 28233

Purchasing Cards

PACESetters

• Statements need to be signed and dated by the cardholder and the cardholder’s supervisor – please provide example statements

• A memo will be sent out if the statement is past due – After a week grace period from the memo

date the P-Card will be inactivated until statement is received with all required documentation