OBTAINING A PCARD

Training on verifying transactions in Workday will be arranged with your site Bookkeeper. The P-Card Program Manual will give the cardholder the rules and regulations for using their card and verifying transactions. It is the cardholder's responsibility to ensure all transactions are verified in Workday within 10 business days. Click on the links below for instructions on Pcard Verifications in Workday, as well as Setting Up Favorites in Workday.

Card Checkout:

Prior to checking out a School or Department District P-Card from a site, employees must read and understand the Procurement Card Program Manual and read and sign the Card Checkout Guidelines. Employees who are permitted to check out School or Department cards must abide by all the same rules and regulations for using a District P-Card as a Cardholder. Card Checkout Guidelines must be kept on site for the current school year.

Unauthorized Purchases:

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Board Policies

DKC- R-1 Employee Expense Reimbursement Mileage Tolls and Parking

DKC- R-2 Employee Expense Reimbursement Mileage without Students 

DKC- R-3 Employee Expense Reimbursement Mileage with Students 

Types of Cards:

Department Named Cards:

• Bookkeepers and BASE and some admin* are the only staff allowed to have Department Named Cards

• HS Bookkeepers can have a maximum of 5 pcards in their name with the standard Department Names on them

1) Bookkeeper/ Admin Name (First Name Last Name)

2) SCHOOL Name General

3) SCHOOL Name  Travel 

4) SCHOOL Name Activities 

5) SCHOOL Name Athletics OR SCHOOL NAME Travel 2

• ES/ MS Bookkeepers can have a maximum of 3 pcards in their name with the standard Department Names on them

1) Bookkeeper/ Admin Name

2) SCHOOL Name General

3) SCHOOL Name Field Trips

• BASE  and some admin* can have a maximum of 2 pcards in their name with the standard Department Names on them 

1) Bookkeeper/ Admin Name

2) BASE SCHOOL or DEPT name

Individual Names Cards:

• Teachers and Coaches can only have 1 pcard in their name 

*Some Admin is a case by case and will be determined by the pcard administrator 

To Activate Pcard for Use

• Call 1-800-344-5696

• Enter your 16-digit account number

• Enter the five-digit ZIP code for the District's accounts:

  • • 80109

• When prompted to enter the preferred billing phone, enter the District's business number

  • • 720-433-0070

    • Do not enter your personal or site phone number

• Enter a four-digit PIN number; you will be prompted to enter it again to verify. Your PIN number is confidential and is not recorded by the Program Admin so please take note of it 

If you have any questions, please submit a HelpDesk ticket, or call US Bank Customer Service Desk at 1-877-887-9260.

Cardholder Information:

Holding a District Pcard is a big responsibility. Cardholders should be aware that every time they use their card, they are spending their school's or department's funds. With few exceptions, budgets are funded by the taxpayers and we must always be fiscally responsible. 

The use of District Pcards is regulated by Board of Education policy. For the complete Pcard policy, please refer to the Procurement Card Program Manual. A few of the highlights to be aware of are the $5000 transaction limitation, splitting transactions, and the sales tax policy.

• Transaction Limit - Pcards have a $5000 single purchase limit. Merchandise over $5000 must be purchased with a PO. The only exceptions to this limit are travel expenses and student field trips.

• Splitting Transactions - Asking a merchant to split a transaction that is over $5000 into two smaller transactions, or using a travel card in order to avoid the transaction limit is strictly prohibited. If the transaction is for travel expenses or a student field trip, cardholders are required to submit a Web Help Desk Ticket in advance to request an increase.

• Sales Tax Policy - DCSD is tax exempt and therefore no sales tax should be charged for District purchases. Cardholders are responsible for informing merchants that we are tax-exempt. Click the link below for a copy of our Tax Exempt Certificate.