No. 143        Finance Division

  Date:   April 16, 2001
  To:   All School Principals, Child Development Center Administrators, Division and Department Heads
  Subject:   District Procurement Card Year-End Procedures
  Department  and/or  Persons  Concerned:   Site Administrators, Financial Clerks, Secretaries
  Due Date:   June 8, 2001, for traditional schools;
July 10, 2001, for year-round schools
  Reference:   None
  Action  Requested:   Complete and return required forms as appropriate
 

Brief Explanation:

 

Following are the revised deadlines for use of the district’s procurement cards for regular supplies and materials as well as those specifically for library books and materials.

Traditional and Year-round School Sites:

June 8, 2001 - Deadline to submit, via school mail, completed and approved May 22, 2001, cardholder statements and monthly procurement card purchase reports to the Budget Department, Room 3209, Eugene Brucker Education Center. Retain pink copy for your records.

Year-round School Sites:

July 10, 2001 - Deadline to submit, via school mail, completed and approved June 22, 2001, cardholder statements and monthly purchase reports to the Budget Department, Room 3209, Eugene Brucker Education Center. Retain pink copy for your records.

All sites—prior to leaving for summer break:
  1. Complete a monthly procurement card purchase report form for all purchases made after May 21 (traditional) and June 21 (year-round). Sign the form and have it approved by the appropriate approving official. Be sure to print your name, sixteen-digit account number, and cardholder statement ending date at the top of the purchase report.
     
  2. Attach a note indicating "SUMMER BREAK—NO STATEMENT YET." This will alert the Budget Department to approve the purchase reports without a cardholder statement and Accounts Payable to download the statement directly from the bank.
     
  3. Upon return from summer break, locate the original cardholder statement, review the information to ensure that the statement matches the pink copy of the monthly procurement card purchase report submitted earlier, and obtain signatures of the cardholder and approving official. Submit the cardholder statement to Sandy Davis, Accounts Payable Unit, Room 3209, Eugene Brucker Education Center.

Procurement cards may be used year-round. They will not be deactivated.

Twelve-month sites, including multitrack school sites
and central offices:

You must process, obtain appropriate approvals, and submit required documentation by the tenth calendar day of each month to retain your cardholder privileges.

If you have any questions regarding information in this circular, please call Sandy Davis, in the Accounts Payable Unit at (619) 725-7756.
 
Richard J. Knott
Controller


APPROVED:

Henry E. Hurley
Chief Administrative Officer