PROCARD

The Purchasing Card (ProCard) will be used for business-related purchases not prohibited herein or by any

Leander ISD policy or guideline provided that the transaction that does not exceed Leander ISD’s

maximum single transaction limit, currently $3,500.00 per the LISD Procurement Manual, or the

cardholder’s transaction limit, whichever is lower. For transactions greater than the set transaction

limit, Leander ISD utilizes a purchase order instead, unless requested of and approved in writing by

the Program Administrator in Purchasing for a temporary increase in transaction limits. Program

Administrators are listed in Section 3.D.

The complete purchasing card policy can be found here.

PLEASE CLICK HERE TO SEE A LIST OF ALLOWABLE AND UNALLOWABLE PURCHASES USING 199/499 FUNDS.


USAGE

Purchases made on the Purchasing Card (ProCard) will be for school business only. The Purchasing Card is not for personal use at any time. When in doubt as to whether a purchase is allowable under Leander ISD policy, the Cardholder should contact one of the Program Administrators (Bookkeeper) before making the purchase. Unauthorized purchases are prohibited, and Cardholder will be subject to disciplinary action.

The Purchasing Card may not be used for the following:

  1. Any purchases of items for personal use, even if the Cardholder intends to repay Leander ISD immediately. In the event of personal usage, Cardholder and associated Approvers may be subject to disciplinary action.

  2. Cash refunds or advances.

  3. Employee travel (staff development) expenses (e.g. meals, hotels, airfare).

    • Training/conference registrations are allowable on the Purchasing Card.

  4. Purchases that require a signed contract/agreement unless Purchasing has approved in advance and in writing.

  5. Any purchase of goods, services or purchases made at a merchant that would not be considered prudent or of good judgment.

  6. Any transaction amount greater than the Cardholder’s transaction limit.

  7. Separate, sequential, and component purchases or any transaction made with intent to circumvent purchasing policy or state law.

  8. Purchases by outside individuals or organizations.

  9. Gift card purchases.

  10. Controllable inventory

CHECK-OUT/CHECK-IN PROCEDURES

  1. Checking Out the Procard

    • Have you signed the ProCard Acknowledgement form online? (upcoming I will let you all know when this form needs to be signed)

      1. You will not be able to use the ProCard until this form has been reviewed and signed.

    • See the Bookkeeper and fill out and sign the Procard Check-out Form - all sections must be filled out.

      1. LISD is tax exempt so grab a tax exempt form if you need one. Any tax that is not taken off will have to be paid out of pocket.

    • ProCard must be returned within 24 hours along with an itemized receipt.

      1. Finish filling out/signing the form and return the card

      2. If you're using Activity funds make sure the minutes and check request have been turned in along with the receipt(s).

  2. Vendors

    • It is recommended that you use an awarded vendor. Visit the purchasing section on this site for more information.

TAX EXEMPT/RECEIPTS

RHS is tax exempt. Please do NOT pay sales tax on Pro-Card or Amazon purchases. Forms can be found on the Tax Exempt section of this site.

  1. Tips/Gratuities can NOT exceed 15%.

    • Anything over the 15% will have to be reimbursed to LISD.

  2. Always ask for an itemized receipt.

    • Receipt(s) must have items purchased and how much was charged. If they don't give you one ask for one.

    • Failure to get one will result in you having to reimburse the district for the items purchased.

  3. Please do NOT sign any contracts.