Pcard Suspensions

1st Offense 

If transactions are not verified within 30 days, the employee's card privileges will be automatically suspended (1st offense). The cardholder will receive an email from the Pcard office regarding the suspension. The cardholder must reply to the email when all verifications are complete for the card to be reinstated. 

2nd Offense 

The employee's card privileges will be automatically suspended (2nd offense).  The cardholder will receive an email from the Pcard office regarding the suspension. The cardholder must reply to the email when all verifications are complete. The card will be reinstated ten (10) business days after the email reply is received.

3rd Offense

The employee's card privileges will be automatically suspended (3rd offense).  The cardholder will receive an email from the Pcard office regarding the suspension. The cardholder must reply to the email when all verifications are complete. The card will be reinstated thirty days after the email reply is received.

** If there are any unverified transactions not completed when the employee replies, the Pcard will not be reinstated. This includes transactions sitting in draft status and not overdue, so please check for those as well. 

If a cardholder has unverified transactions over 60 days past due, or a Suspended PCard that hasn't been reinstated within 60 days, their Pcard will be closed. 

The cardholder can reapply for a card after six (6) months.

All fraud and credit charges must also be verified within 30 days to avoid suspension of your card. 

Pcard Guidelines Acknowledgement 

• Holding a District Pcard is a responsibility that must not be taken lightly; each time a card is used, school and/or department funds are being consumed

• Only authorized purchases for DCSD are allowable; use of the card for personal purchases is not permitted at any time and may result in suspension and/or cancelation of your card privileges

• All Pcards are issued at the request of the Principal/Department Supervisor. Usage will be audited and may be restricted and/or rescinded at any time for unauthorized use.

For a complete list of procedures and unauthorized/restricted purchases, please refer to the Pcard Manual. 

Cardholders

Cardholders will receive a Notification in Workday whenever there is a transaction to verify. The cardholder is responsible for the following:

• Retaining an itemized receipt for a Pcard transaction. Each transaction in Workday must have an itemized receipt attached to it

• Ensuring all transactions posted are legitimate purchases made by yourself on behalf of the District

• Entering a detailed and accurate description for each transaction. This should be a brief description of the items and what they were purchased for. Please avoid generalities such as 'supplies', or the name of the department for which the items were purchased. 

• Verifying a transaction in Workday is your electronic approval verifying that the transaction is valid and the description is accurate. All transactions must be verified within ten (10) business days of the transaction date. If transactions are not verified within thirty (30) days, the employee's card privileges will be suspended.  

**Bookkeepers are not responsible for verifying transactions for cardholders. 

Failure to comply with any of the guidelines set forth in the Douglas County School District Pcard Manual may result in suspension and/or cancellation of your card privileges, disciplinary action, and possible termination of employment. These guidelines govern all Douglas County School District Pcards, including those used for clubs, athletics, events, and/or PTO expenses.