KILLEEN ISD PROCUREMENT CARD MANUAL

Transcription

1 KILLEEN ISD PROCUREMENT CARD MANUAL It is the goal of Purchasing Services to assist and enable end users to make purchases and receive goods as efficiently and expeditiously as possible at the best value for the district.

2 Contents Purchasing Department Contacts... 2 Introduction... 3 Approved Vendor Listings... 3 P-Cards... 4 Purpose of the P-Card... 5 Purchasing Violations... 5 Processing P-Card Payment

3 Purchasing Department Contacts George Ybarra, Director of Purchasing Ext Lorianne Luciano, Contract Compliance Specialist Ext Kasey Modde, Purchasing Specialist Ext Cheryl Carrasquillo, Purchasing Specialist Ext Debra King, Purchasing Card Technician Ext Theresa Camacho, Purchasing Technician Ext Octavia McFadden, Purchasing Clerk Ext Vacant, Purchasing Clerk Ext Purchasing Fax:

4 Introduction The purpose of the Procurement Card (P-Card) Manual is to inform Killeen ISD personnel on the procedures when making purchases with the P-Card in accordance with state and local purchasing statutes, District Board Policies CH (Legal), CH (Local), and Texas Education Code Please use this manual as a reference and for any questions related to purchasing items with the P-Card, feel free to call Purchasing Services for clarification and or approval. When a conflict arises between federal regulations, state law, and board policy, the strictest rules shall apply. You will be responsible for knowing and complying with all of the information contained in this manual. Approved Vendor Listings Remember to check the Approved Vendor Lists located on Purchasing s website to verify which vendors are awarded for each category. The list is updated periodically. The Approved Vendor Listings are located on the Purchasing Website at: Once you select Approved Vendors by Bid Name, you will have to click on the category that fits the item(s) that you are ordering. 3

5 P-Cards There are two P-Cards assigned to each Campus/Department. When either P-Card is not in use, they should be secured. The average P-Card limit is $2,500. Contact the Purchasing Card Technician: If lost/stolen If the average limit needs to be temporarily raised Killeen ISD Tax ID Number ( ) is located on the front of the P-Card. Procurement Card Billing Address: P. O. Box 967 Killeen, TX ONLY Killeen ISD Employees are allowed to use the KISD P-Cards to order, pick up, or sign for orders on behalf of Killeen ISD. All transactions are sales tax-exempt in the state of Texas. Have the Texas Sales & Use Tax Certificate and/or Texas Hotel Occupancy Tax Exempt Certificate available for proof of exemption when needed. The Certificates are located on the Purchasing Website: Under Forms General you will find Texas Sales & Use Tax Certificate Under Travel you will find Texas Hotel Occupancy Tax Exempt Certificate **If sales tax is charged, the person who made the charge will be responsible for contacting the vendor to receive a credit back to the procurement card; otherwise, they have to pay out of pocket. When using activity funds contact Accounting department to verify if taxes should be charged. 4

6 Purpose of the P-Card Registrations Car Rentals Hotel Reservations Airfare Luggage Public Transportation Postage Stamps (U.S. Post Office Only) Food purchases for Professional Development (15% is recommended for tips, may not exceed 20%) Goods from approved vendors (only when a Purchase Order is not accepted) ALWAYS REMEMBER: All transactions must be PRE-APPROVED by the Purchasing Card Technician via . Remember to check the Approved Vendor Lists located on Purchasing s website to verify which vendors are awarded for each category. The Procurement Card is not to be used for personal meals. Upon your return from your travel assignment, Per Diem meals will be reimbursed through an Employee Reimbursement Form. Purchasing Violations PURCHASING VIOLATIONS Violations of these administrative regulations will be issued in the following sequence: 1 st -Violation will be reported to the Financial Secretary, Campus/Department Leader, Purchasing Specialist, Director of Purchasing, and Chief Financial Officer. 2 nd - Violation reported will result in an immediate halt of all privileges in order to identify root cause (e.g. re-training). 3 rd -Violation will be reported to the appropriate District Leadership for possible administrative action. 5

7 Processing P-Card Payment The Citibank billing cycle runs from 4 th to the 3 rd of each month. Check Requests may be processed after the monthly statement has posted on the Citibank Website. You will have to get your monthly statement or unbilled transactions from the Citibank website: Cards.html If you need access to the Citibank Website please Purchasing Card Technician. CHECK REQUEST USING ACTIVITY FUNDS: When paying any part of the charges with an Activity Fund check: 1. Make the check out to KISD Credit Card Fund (Vendor # 99005). 2. Scan and send a copy of the check, receipts, monthly statement or unbilled transactions to Purchasing Card Technician. 3. Send the original check, receipts, monthly statement or unbilled transactions to Accounts Payable. **When processing a Check Request for Staff Events, a list of the Staff in attendance is required. CHECK REQUESTS USING OTHER FUNDS: Attach the monthly statement along with receipts to your Check Request. All check requests for the credit card must be paid in full in accordance with the statement. 6

8 Entering Check Request in TEAMS: 1) Select Create check Request from home page 2) Category select Procurement Card from drop down menu 3) Vendor select Killeen ISD Credit Card Fund Citibank Vendor # from drop down menu 4) Remit To automatically fills in 5) Supporting Documentation Select appropriate choice from drop down menu 6) Requestor This is the person the merchandise is for 7) Needed by Date of data input 8) Event Date Check with Accounts Payable 9) Justification Reason for purchase 10) Route Check select Send to Vendor 11) Need Separate Check Leave blank 12) Invoice # - use authorization, approval, or confirmation # 13) Amount Enter the amount of the request 14) Description list general description of items purchased (Example: Frames, Mat Boards, Sodas, Candy etc.) 15) Click on the Accounts icon enter appropriate budget code 16) If adding additional budget codes click the (+) icon or click on the Add Invoice Button 17) Select the Browse key to add your scanned receipts and statement or unbilled transactions to your check request 18) To attach another file to the Check Request click (+) 19) Click on Submit to submit your check request 7