Hisd Pcard Manual

8/14/2019 Hisd Pcard Manual

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PROCARD

USER'S MANUA

Houston Independent School District



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



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.



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



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



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



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.



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



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.





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.



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.



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



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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