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1 Cntents (Click tpic questin t link t infrmatin) Purchasing Card FAQs Hw d I find my credit/transactin limit? I have a purchase that is higher than my credit limit. Can I request a higher limit? When d ur Pcard Transactins need t be recnciled and apprved in PaymentNet? What d I d if I ntice a charge n my accunt that I did nt make? What d I d if I am an Apprver and I am ging n an extended leave? I had fraudulent charges n my accunt and the bank has issued credit t cver these charges. Hw d I recncile these charges/credits? What steps d I need t take if my card has been lst r stlen? Am I able t use my Pcard t purchase Audi/Visual equipment? What travel related expenses are acceptable t charge n my Purchase Card? Can I use my pcard fr upgrades r extended leg rm n air travel? Wh shuld I cntact if I purchased and received equipment that shuld have been sent t the warehuse fr barcding? Hw d I dispute a transactin amunt that is nt the same as the amunt quted? Wh shuld I talk t abut transprtatin requests? Where d I find the Prhibited Transactins List fr my Purchase Card? What shuld I d if I did nt receive r lst my riginal receipt? What d I d if tax was charged n a lcal purchase? I used my District PCard by mistake fr persnal use. Hw d I reimburse the District? What dcumentatin d I use fr metered parking? The persn that previusly recnciled the transactins fr ur department has left the district. Wh shuld I call t assign a new department recnciler? When can I purchase fd fr staff n my Pcard, and what dcumentatin d I need t prvide? I lst my Purchase card Handbk. Where can I dwnlad a new cpy? Where can I find the cmplete list f District plicies? Can I purchase cmputer sftware n my Pcard? Can I purchase gift cards n the Pcard? Can I purchase gifts fr a DPS emplyee n my Pcard? A cardhlder mistakenly purchased fd while ut f twn n their Pcard. D they need t repay the district? What happens if I accidentally destry my card when it is received? I will be travelling n District business and will need t rent a car. Can I use my Pcard fr this? What steps d I need t take t enrll in the Walmart/Walmart.cm Tax Exempt Prgram? What d the different PaymentNet transactin apprval statuses mean? Can we purchase a Sam s Club r Cstc Membership fr ur schl/department?

2 Purchasing Card FAQs Hw d I find my credit/transactin limit? When yu receive yur card yu will receive dcumentatin n the credit and the transactin limit. Yu may als lg in t yur PaymentNet prfile t access yur card credit r transactin limits. I have a purchase that is higher than my credit limit. Can I request a higher limit? Yes. If yu have a purchase that exceeds yur current accunt limits, yu can submit a Pcard Limit Adjustment Request frm 2 business days prir t the purchase. This frm must be signed by yur supervisr and ed t pcardsupprt@dpsk12.rg fr prcessing. The apprved frm must be included with all ther transactin supprt dcumentatin fr which the adjustment was granted. If yur purchase is ver $3499, yu will als need t prvide either qutes frm 2 vendrs r a Single/Sle Surce Prvider frm befre yur request can be apprved. When d ur Pcard Transactins need t be recnciled and apprved in PaymentNet? Any transactin that is psted t the cardhlder s accunt by the 25th f the mnth, must be recnciled and apprved by 5PM n the 1st day f the fllwing mnth. After that time, the transactin will be clsed and the users will n lnger be able t change accunt cdes r update the apprval status. If the 25 th falls n a weekend r Hliday, the end f the billing cycle will clse n the next business day. What d I d if I ntice a charge n my accunt that I did nt make? Yu are the first line f defense. If yu suspect fraudulent activity n yur card, cntact JP Mrgan Chase and the Purchasing Card Administratr right away at pcardsupprt@dpsk12.rg

3 What d I d if I am an Apprver and I am ging n an extended leave? If yu are ging t be gne fr 2 r mre weeks r yur leave falls between the 25th f the mnth and the 1st f the fllwing mnth, yu will need t advise yur Manager and submit the Prxy Apprver Request Frm t pcardsupprt@dpsk12.rg 7 business days prir t yur last wrk day. This will ensure the apprving duties are assigned t anther emplyee and required training is cmpleted if necessary. I had fraudulent charges n my accunt and the bank has issued credit t cver these charges. Hw d I recncile these charges/credits? All charges and credits, whether they are valid r fraudulent, must be apprved and dcumented in PaymentNet. If n receipt is available, a Miscellaneus Debit/Credit frm can be used. The same accunting infrmatin shuld be assigned fr bth the debit and the credit t ffset the fraudulent charge. What steps d I need t take if my card has been lst r stlen? Cntact JP Mrgan and the Purchasing Card Administratr at pcardsupprt@dpsk12.rg as sn as yu realize yur card is missing. Am I able t use my Pcard t purchase Audi/Visual equipment? Yu are able t use yur Pcard t purchase Audi/Visual equipment that is priced at $ r less, with the exceptin f prjectrs. Prjectrs are prhibited n the Pcard. All ther Audi/Visual equipment must be purchased with a PO thrugh ur cntracted Vendrs. In additin, anything priced higher than $ must be delivered t the warehuse first t be asset tagged and bar cded. Please cntact the Audi/Visual Buyer, Linda Kammerer, if yu have further questins.

4 What travel related expenses are acceptable t charge n my Purchase Card? Please lk at the table belw t verify what travel related purchases are and are nt allwed n the Pcard. Allwable Travel Purchases Cnference r training registratins Airfare* Baggage Htel Wi-Fi -if needed and used fr fficial District business Grund transprtatin Rental car with Enterprise/Natinal Car Rental Nt Allwable Travel Purchases Meals while traveling (These are cvered by Per Diem) Upgrades t Business Class, First Class, r Extra Leg rm seating Early Bird seat assessments Wi-Fi If nt needed r used fr fficial District business *Airline tickets may be purchased nline r frm the District s travel agent with a District Visa card. The District s travel agent is Frsch Crprate Travel; ur cntact is Dianne Hatfield, Frsch will charge a $27.00 fee r yu may make arrangements n yur wn.

5 Can I use my pcard fr upgrades r extended leg rm n air travel? N. The cst f any upgrades (including extended leg rm upgrades) t Business Class, First Class r equivalent will be brne by the traveler. Please see Regulatin fr Travel Expense Prcedures fr additinal infrmatin Wh shuld I cntact if I purchased and received equipment that shuld have been sent t the warehuse fr barcding? Yu will need t cntact the Fixed Assets Department t bring the items ver fr tagging. Please call r first t schedule an appintment. Fixed Assets Department 2320 W 4th Avenue, Denver Phne: (720) Fixed_Assets@dpsk12.rg Hw d I dispute a transactin amunt that is nt the same as the amunt quted? If the amunt in PaymentNet is nt the same as what yu were quted, yu shuld first try t cntact the vendr t settle the dispute. If yu are unable t reslve the discrepancy with the vendr yu will need t click n the Dispute buttn n the General Details page f the transactin in PaymentNet. JP Mrgan will then investigate the dispute further. The abve mentined steps must be taken as sn as the incrrect charge is identified and the transactin shuld be dcumented t avid Accuntability Prgram Vilatin Pints.

6 Wh shuld I talk t abut transprtatin requests? DPS is liable fr the safety f all students and therefre must apprve all transprtatin requests invlving students. Whenever pssible we ask that yu wrk with the Transprtatin Department first t make travel arrangements fr students n a DPS schl bus. If the Transprtatin Department des nt have anything available yu may make arrangements with ne f ur DPS apprved vendrs. If using ne f these vendrs, yu may pay fr the charges n yur Pcard. Yu will need t ntify the Pcard Team first t have yur card pened fr the transactin. Where d I find the Prhibited Transactins List fr my Purchase Card? A full list f Visa Prhibited Transactins is available in the Pcard Handbk and n the Purchasing Guidelines and Jb Aides page n the Cmmns website. What shuld I d if I did nt receive r lst my riginal receipt? If yu are unable t lcate r did nt receive a receipt fr a transactin yu may use an Unavailable Dcument Frm in lieu f a receipt. This cmpleted frm shuld be submitted n PaymentNet as transactin dcumentatin. Please keep in mind that all Grant Fund purchases must have riginal dcumentatin and cannt use this frm as a replacement.

7 What d I d if tax was charged n a lcal purchase? Clrad statute exempts frm state and state-cllected sales tax, all sales t the United States gvernment and the State f Clrad, its departments and institutins, and its plitical subdivisins (cunty and lcal gvernments, schl districts and specialty districts) in their gvernmental capacities nly. As such, all purchases including thse made with Pcards are tax exempt. If yu are charged tax n a purchase, request a refund frm the vendr by prviding them the DPS Tax Exempt ID (printed n the card) and/r a cpy f the tax exempt certificate, depending n the vendr requirements. If yu d nt get a refund fr the ttal tax paid, the Pcard user is required t reimburse the District. This reimbursement shall be made with a persnal check r mney rder nly, in rder t cmply with audit/cora requests. Please include a cpy f the Pcard Reimbursement Frm and send yur payment t: The Office f the Cntrller-Cashier 1860 Lincln Blvd 11th flr Denver, CO Additinally, anytime tax is charged n yur pcard yu will need t dcument the transactin in PaymentNet. Please either attach yur Pcard Reimbursement Frm r dcument that the refund has been requested/prcessed. If there is n dcumentatin Accuntability Pints will be assessed. I used my District PCard by mistake fr persnal use. Hw d I reimburse the District? District Visa cards are strictly fr DPS purchases. If a District Visa card is used in errr fr persnal use the cardhlder must reimburse the district by persnal check r mney rder. The transactin must still be recnciled and apprved in PaymentNet. A general accunt shuld be assigned. The cardhlder must fill ut the Pcard reimbursement frm cmpletely and submit with payment t: The Office f the Cntrller-Cashier 1860 Lincln Blvd 11 th flr Denver, CO

8 What dcumentatin d I use fr metered parking? Mst parking meters d nt generate receipts. Cardhlders are required t use the Metered Parking Frm t dcument these charges. The persn that previusly recnciled the transactins fr ur department has left the district. Wh shuld I call t assign a new department recnciler? Please cmplete a recnciler change request frm and submit it t Pcardsupprt@dpsk12.rg fr prcessing.. When can I purchase fd fr staff n my Pcard, and what dcumentatin d I need t prvide? Cards are apprved fr the purchase f fd/meals (restaurants, caterers, grcery, bakery and deli items, etc.) fr students, parents and fr District meetings that take place within the Denver Metrplitan Area. Fd/meals purchased fr staff can nly be fr staff develpment/training held within the Denver Metrplitan Area. Expense Reprt Sheets fr fd/meal transactins shall prvide the usual infrmatin as well as the name(s) f persn(s) at the meeting, their business relatinship t the District, the type f fd (lunch, dinner, etc.), and the business purpse f the meeting. Fd/meals purchased fr parents and/r students d nt need t list the names f the persn(s).

9 I lst my Purchase card Handbk. Where can I dwnlad a new cpy? All Pcard related plicies, frms and handbks can be fund n the Strategic Surcing web page. Where can I find the cmplete list f District plicies? All Bard apprved plicies can be lcated n the Bard Dcs. Can I purchase cmputer sftware n my Pcard? All sftware purchased fr DPS use must be apprved by DTS. Sftware under $500 can be purchased n the Pcard. If the purchase is greater than $500, it must g thrugh the buyer in the Strategic Surcing Department and be purchased by a Purchase rder. Can I purchase gift cards n the Pcard? Gift cards fr students can be purchased if they are fr fficial District business and are als aligned with State Statute C.R.S Prir t the purchase, a cmpleted Gift Card Request Frm must be submitted t Pcardsupprt@dpsk12.rg fr apprval. Gift Card Restrictins: See Belw

10 Gift cards cannt be used t incentivize attendance and cannt be valued greater than $20 per student. Gift cards cannt be purchased with a purchase rder, nr will emplyees be reimbursed fr gift card purchases. Student Activity Funds may nt be used fr gift card purchases f any type including thse fr students. Purchasing gift cards fr emplyees, bard members, r ther agents f the District is strictly prhibited Can I purchase gifts fr a DPS emplyee n my Pcard? N. Gifts r flwers fr staff members are strictly prhibited and will result in the cardhlder being assessed accuntability pints. A cardhlder mistakenly purchased fd while ut f twn n their Pcard. D they need t repay the district? Meals purchased n the Pcard while traveling is prhibited. Emplyees traveling ut f state are given a Per Diem t cver such expenses The Pcard transactins shuld be cded and apprved in PaymentNet and the emplyee must reimburse the district using the Pcard reimbursement frm and submitting a check r mney rder t: The ffice f the Cntrller-Cashier 1860 Lincln Blvd. 11 th Flr Denver, CO 80203

11 What happens if I accidentally destry my card when it is received? Please cntact the Pcard Administratr, Pcardsupprt@dpsk12.rg, r call JP Mrgan Chase at A new card will be issued and delivered t the Pcard Department at 780 Grant Street, Denver CO Yu will be cntacted nce the Pcard has arrived and is available fr pickup. Please allw 5-7 Business days fr delivery. I will be travelling n District business and will need t rent a car. Can I use my Pcard fr this? Yes. Yu may rent a car using yur DPS Pcard if yu are traveling n District business. Yu will need t cmplete a Rental Vehicle Request frm and submit t Pcardsupprt@dpsk12.rg 2 days prir t the rental s that the Pcard can be pened fr the transactin. Please see the Pcard Handbk fr additinal car rental infrmatin. What steps d I need t take t enrll in the Walmart/Walmart.cm Tax Exempt Prgram? In rder t ensure yur Walmart.cm purchases are nt charged sales tax, please cmplete the fllwing steps: 1. Create a Walmart.cm accunt fr yur schl/department lcatin 2. Fllw the link belw t access the Walmart Tax Exemptin Prgram Enrllment instructins. 3. Uplad the sales tax exemptin certificate multi-jurisdictin frm (Frm DR-0563 )

12 What d the different PaymentNet transactin apprval statuses mean? PaymentNet Transactin Apprval Status Definitins: New: Transactins has nt yet been reviewed by cardhlder Reviewed: Transactin has been reviewed fr accuracy by cardhlder and ruted t recnciler OR if the cardhlder des nt have a recnciler, the transactin has been reviewed and recnciled by cardhlder and ruted t manager fr apprval. Accunt cde changes can be made and receipts can be attached by cardhlder, recnciler r apprver. In Prcess: Transactin has been reviewed by cardhlder, recnciled and apprved by recnciled and has been ruted t the cardhlders manager fr final apprval. Accunt cde changes can be made and receipts can be attached by cardhlder, recnciler r apprver. Apprved: Transactin has been apprved by the cardhlder s supervisr. N further changes t accunt cdes can be made. Receipts can be attached by cardhlder, recnciler r apprver. Can we purchase a Sam s Club r Cstc Membership fr ur schl/department? Yes. Althugh yu are able t purchase either a Sam s Club r Cstc basic business membership, ur recmmendatin is Sam s Club: Each Sam s Club Business Membership ffers: Multiple memberships fr nly $45 - Every Primary Membership includes 1 Cmplimentary Membership card at n additinal cst Early Shpping hurs Stres pen at 7 AM Mnday - Saturday Click N Pull rdering - Orders placed nline by 5PM are ready fr pick up the next day Cnvenient stre lcatins thrughut the Denver metr area

13 Applicants must have a District Pcard and all purchases, including the membership fee, shuld be put n the Pcard. Only the basic business memberships are authrized. The Sam s Plus and Cstc Executive memberships are prhibited. Fr full restrictins and steps t apply please click n the link belw. Sam's Club-Cstc Membership Applicatin - Hw t apply