Purchasing Cards (NEW)

The Cape Flattery School District is excited to introduce an important update to our purchasing process that will streamline operations and enhance efficiency across our District. We are moving towards complete electronic processing!

The District is now set up to allow end users to create electronic Purchase Orders, purchase through E-Commerce, and is using P-cards!

Making a Purchase?

The first two things to consider when making a purchase are:

Which vendor do you plan on purchasing from?
How much will your total order cost?

Vendor list for E-Commerce (check this list for your vendor first)

Amazon
CDW-G
Discount School Supply
Home Depot
KCDA
School Health
WW Grainger

If the vendor you plan on purchasing from is on this list, please use the following guide to walk you through, step-by-step, how to use E-Commerce to do online shopping in Qmlativ. The end product of this process is an electronic purchase order.

Creating Online Purchase Orders with E-Commerce Vendors.

Orders over or near your P-card credit limit, Purchase Requisition in Qmlativ

If your total order will cost more or near your P-card monthly credit limit, you must submit an electronic purchase order for approval.

Please use the following guide to walk you through, step-by-step, how to enter an electronic purchase order in Qmlativ.

Quick Reference Guide: Submitting Purchase Orders

Please reach out to your Campus Secretary for a complete list of vendors available to purchase from.

Clallam Bay

Wendy Fletcher

(360) 963-2153

wfletcher@cfsd401.org

Neah Bay Secondary

Christen McGimpsey

(360) 645-2854

cmcgimpsey@cfsd401.org

Neah Bay Elementary

Fallon Dulik

(360) 645-2853

fdulik@cfsd401.org

P-Card Purchasing

If your vendor is not on the e-commerce list and your total order will not your monthly credit card limit, next, review the purchasing guidelines and limits below. If your purchase is considered an allowable purchase, your purchase is eligible for use of a P-card.

The P-card program, which replaces the use of the District's current credit cards, is designed to streamline purchasing needs. It will assist in reducing the number of requisitions, purchase orders, and check requests, as well as reducing the need to use personal funds for business purposes. The program will provide greater flexibility, permit you to get merchandise more quickly, and enhance overall purchasing efficiency.

Olympic Educational Service District #114

Email: fiscal-wrdc@oesd114.org

Call: (360) 782-5095

OESD's Fiscal Office is available to assist you with Qmlative support for the following:

-eCommerce Order creation

-Creating electronic Purchase Requisitions

-P-card transactions and/or approvals

-General navigation and security

PURCHASING GUIDELINES AND LIMITS

All purchases must be made in compliance with the district Board Policy 6212 and the guidelines as outlined in Procedure 6212P.

The purchase of products, services, or commodities is restricted to the following list. Check with your Supervisor or the p-Card Administrator if you have any questions about whether a charge is valid under the p-Card program.

Allowable Purchases

General Supplies/Supplies.
Membership Dues (for business purposes only)
Registration for conferences and workshops (for business purposes only)
Meeting/Conference expenses
Travel Expenses including Airfare, Car Rental (including fuel), Taxi/Shuttle, and Parking, (as permitted by District policy)
Lodging (Contact the hotel directly. Procurement card charges to third-party vendors, such as hotels.com, are prohibited. The person traveling will check out a building/department procurement card to take with them for the above expenses.)
Meals and refreshments for in-district meetings and training sessions directly related and/or associated with school district business. (The meal costs may not exceed the per person per diem rate. For example, if the lunch per diem rate is $14, then the lunch costs for a staff of five may not exceed $70, including gratuity. Do not use contracted catering services.)
Subscriptions (for business purposes only)

Prohibited Purchases

Any purchases available through E-Commerce Skyward Ordering
Cash advances, wire transfers, or money orders
Personal items
Copiers
Audio Visual Equipment (projectors, cameras, etc.) (consult the IT department for these purchases)
Repairs
Telephone expenses
Meal Per Diem Travel Related
Alcohol purchases
Gifts certificates/cards, Donations
Parking violations
Gaming transactions including bets, lottery tickets, and casino gaming chips
Independent contractors or other personal or professional services
Maintenance contracts
Capital equipment
If the vendor charges a fee to use a credit card another method of payment will be used, e.g., check or purchase order.
The procurement card may be used for current-year expenditures only – no prepays are allowed for the next fiscal year.

School/Department administrators do not have the authority to make exceptions

Roles and Responsibilities

Card User

The card user is the individual who actually uses the procurement card. On some occasions, one individual could be the cardholder, card custodian, and card user.

Complete a Procurement Card Pre-Approval Form before purchase

(if you are not a card custodian and/or cardholder as well, or if your purchase is outside the scope of normal, routine transactions.)

Complete a P-Card User Agreement before the use of any P-card.
Complete the checkout procedures for P-card with the card custodian.
P-card must be returned within 24 hours of purchase, or the next business day if purchasing on a non-work day.
- Must return the card with the approved Procurement Card Pre-Approval Form and original receipt from purchase showing the following for every transaction:
  - the vendor
  - date of purchase
  - detail of items purchased
  - shipping address
  - cost

Card Custodian

Each card may also have a card custodian, who will be responsible for the day-to-day control of the card. The card custodian is responsible for maintaining and preparing the proper documentation for the reconciliation of card transactions by the cardholder.

Perform all the duties of the Card User if you are the individual who is actually using the P-card.
Manage Purchase Card Check Out form for each P-card.
Ensure each Card User has met all requirements listed in Card User responsibilities after every use of P-card.
Manage all P-Card User Agreements associated with the cards you are card custodian to. One copy is to be kept on-site with the P-card card custodian and one copy is to be forwarded to the District Office.
Transactions will be uploaded to Qmlativ bi-weekly. Each transaction must be reviewed and additional information added as necessary. An electronic attachment of a receipt or other purchase verification document must accompany each transaction. Once all requirements are met for each transaction, forward on to the Cardholder for approval.
Must make sure vendors include sales tax on all purchases.
Must keep each P-card in a secure location and the account number must be safely guarded.

Please use the following guide to walk you through, step-by-step, how to reconcile and submit your weekly p-card transactions in Skyward SMS 2.0

WRISC Qmlativ Submit Credit Card Transactions Quick Guide

Approving Credit Card Transactions

Credit Card Transaction Status Guide

Naming Conventions

Cardholder

Each card will have a cardholder, who is the administrator with budget authority for the card. The cardholder is responsible for approving all card purchases and for authorizing the payment of all charges.

Perform the duties of a Card User and a Card Custodian, if you are the individual who is actually using the P-card and the individual designated a Card Custodian.
Review, approve, and submit weekly transactions to Accounts Payable.
- Responsible for ensuring that each transaction has the appropriate required information and receipt attached before approved.
If the procurement card is lost or stolen, the Cardholder must contact the District Office immediately.
Responsible for submitting a P-Card Account Maintenance Form if necessary.

General Summary & Important Reminders

Cardholder’s Responsibilities ---

Ensure the p-Card is used for legitimate business purposes only.
Always maintain the p-Card in a secure location.
Do not allow other individuals to use the p-Card.
Adhere to the purchase limits and restrictions of the p-Card and ensure the total transaction amount of any single purchase does not exceed personal limits.
Obtain a receipt and/or packing slip for all transactions.
Reconcile the statement to the receipts weekly.
Attempt to resolve billing disputes directly with vendors. If unable to resolve the dispute the cardholder should call the p-Card Administrator at 360-780-6533. Any disputed transactions must be resolved within 30 days of the statement date.
Ensure that appropriate credits for reported disputed items or billing errors appear on subsequent statements.
Immediately report a lost or stolen card to BMO by phone at 1-800-361-3361 or fax at 1- 888-224-5394. A lost or stolen card reported by telephone is blocked immediately so it is important to call regardless of the date or time. Accounts Payable (Roxanne Parker), the p-Card Administrator, should be notified at first opportunity. A replacement card must be requested by contacting the p-Card Administrator.
Immediately report unauthorized or fraudulent charges to BMO by phone at 1-800-361-3361 or by fax at 1-888-224-5394 and notify the p-Card Administrator.
Return the p-Card to the p-Card Administrator at the District Office upon termination of employment from the School District.

The p-Card Can Be Revoked If ---

The cardholder accepts a cash refund from a vendor for returned items.
The card is used for personal or unauthorized purposes.
An individual other than the cardholder uses the card.
A purchase is split to circumvent the limitations of the card.
Receipts are not provided for all transactions within 30 days or an affidavit of lost receipt is submitted.
The cardholder demonstrates a disregard for p-Card procedures.

QUESTIONS?

CONTACT

Roxanne Parker

P-Card Administrator

ap@cfsd401.org

(360) 780-6532

Kandy Ritter

Help Line

kritter@cfsd401.org

(360) 460-3205

P-Card Forms and Documents

6212 Form 1 User Agreement.docx (3).pdf

P-card User Agreement

Agreement to abide by the terms and conditions of the P-Card. The form must be completed and signed by the cardholder before issuance of the card. A copy of all agreements must be sent to the District Office.

Procurement Card Pre-Approval Form

This form must be completed prior to using a P-card, if you are not a P-card cardholder or any purchase that falls outside the scope of normal, routine transactions must receive prior approval from our designated approval authority.

P-CARD STATEMENT SUMMARY FORM

Assists cardholders in tracking purchases that must be reconciled to the account statement each month. The form may be submitted, with the account statement and receipts, to the supervisor. The statement period begins on the 6th of every month and ends on the 5th of the following month.

Affidavit of Missing Receipt Form

This form must be submitted if the cardholder is missing a receipt. The cardholder’s supervisor must approve this documentation. This form should only be used if the cardholder has done everything in their power to acquire the missing receipt.

P-CARD ACCOUNT MAINTENANCE FORM

P-Card Account Maintenance Form

This form is used to request a change in cardholder information or if your card has been lost/stolen.

With ALL purchases, please make sure the BILLING information accurately reflects your information so you receive the invoice as soon as possible.

That invoice must be uploaded and attached to your order in Q.

Ship to addresses:

Clallam Bay Campus

16933 HWY 112

Clallam Bay, Wa 98326

Neah Bay Campus

3560 D Street

Neah Bay, Wa 98357

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