US Bank Visa Procurement Card - Puyallup School District
Transcript of US Bank Visa Procurement Card - Puyallup School District
Policy & Regulation 6212
In guidance with policy 6212 and regulation 6212R the district offers a procurement program for employees to make district purchases, acquisitions and authorized travel. Pcards are optional and not a requirement of your position.
This training will cover:
Applying for a Pcard
Activating and Registering your Pcard
Use rules & guidelines
Reconciling your Pcard
Applying for your Pcard
Once you have finished this training, use the New Account Application to apply for your Pcard. Be sure to include your legal name, a personal phone number and the account code the majority of your purchases will be charged to. If you are unsure of your account code, contact the Accounting Dept.
Sign, date and print the certificate at the end of this training and send to your supervisor for approval. They will then send it to us for processing.
US Bank will send your card to the address on your application.
Activating & Registering your Pcard
Call 1-800-344-5696 to activate your card. They will ask you for your zip code (work location) and the last 4 of your social security number (we do not use your SSN, instead it is 0000)
Then register your card online. This is necessary in order to reconcile your account. Enter the US Bank website at: https://access.usbank.com Click on Register Online Enter the organization short name – WASD Enter the account number as it appears on credit card Enter your cards expiration date Enter your statement zip code + 4 Click on register this account You will then create a username & passphrase – do not use the card number
as the username.
Cardholder Responsibilities
You are solely responsible for your Pcard. Safeguard it as if it were your own You can purchase items for a co-worker
You cannot hand over your card for the co-worker to use You are responsible for all purchases made on your card Purchases may not be shipped/delivered to a non-district location
If your position changes or you move to another dept/school Let your Business Services Specialist know so we can update your address
and default account code You do not need a new card – the card follows you, not your position
If you lose your card: Call US Bank 1.800.344.5696 Notify your Business Services Specialist so we can cancel the card
immediately If you notice fraud on your card, call US Bank right away and your Business
Services Specialist. US Bank may call and/or email if there is fraud on your card, you will need
to respond to them You are the contact for your card. We cannot dispute charges for you
Misuse of the card (including late filing & personal charges) will result in loss of card privileges
How to Use Your Card
Allowed Purchases Meeting refreshments –include agenda and meeting sign in sheets Postage Supplies Subscriptions & Books Copying & Printing Memberships Conference Registrations – must include prior approval Hotel and airfare while on travel status Car Rentals and shuttles while on travel status Gas for district vehicles or rental car while on travel status District vehicle repairs and parts Student Incentives-per Board Policy 3515 Staff Recognition, per Board Policy 6995 Small, free standing equipment repairs
Use anywhere Visa/MC are accepted.
Contact accounting to review and/or approve your purchase in advance.
Unsure if your purchase will be allowable?
How NOT to Use Your Card
Disallowed Purchases Personal Services Entertainment Cash advances Technology equipment/theft sensitive assets unless approved by EdTec and Business Services in advance and
delivered directly to EdTec Purchases (capital assets) over $5,000 (per item) Meals while on travel status (the district pays per diem via employee reimbursement) Charitable Contributions Service/Consultant contracts (example assembly speakers) – unless approved by the Business Office in
advance Personal Amazon Prime membership fees Automatic renewal fees such as Amazon Music or Audible, etc. Shipments to personal home address Certain merchandise codes are automatically denied: out of country purchases, jewelry and liquor stores, etc.
Puyallup School
District
Your monthly reconciliation packet is due to your Business Services Specialist five business days after the statement date (usually between the 25th-27th each month) and must include:
Your account activity report with all signatures and detailed comments/descriptions of purchases.
All backup documentation including itemized receipts, meeting agendas and signed attendance sheets, ASB PO’s (if needed), etc.
Please review the Online Reconciliation Process training available on the Puyallup School District Procurement Card information page.
If you have questions, please contact:
Area C - Business Services Specialist Pam Heath (841-8708)
Area D - Business Services Specialist Julie Beckman (841-8623)
Area B - Business Services Specialist Haley Konsmo (841-8767)
Things to know about your Pcard
You are responsible for staying within your budget, your credit limit is not reflective of your budget.
If sales tax is not charged by the vendor, we are required to remit the sales tax to the state of WA.
All transactions will need an itemized receipt that shows each item purchased.
Sign in sheets must be signed by the employee(s) attending the meeting and receiving the meal/refreshment.
For online purchases: Always print your confirmation page Never ship to a home address Never store/save a district card as payment
All paperwork is currently due within 5 business days of the statement date. The statement date is usually the 25th of each month
Safeguard your card as if it were your own personal card.