DISTRICT PROCUREMENT CARD YEAR-END PROCEDURES

Complete and return required forms as appropriate

Brief Explanation:

Teaching As A Priority (TAP) Cardholders Only: The deadline for purchasing items with your TAP grant cards is May 15, 2002. All accounts will be cancelled after this date.

Once you have spent your authorized TAP funds please cut your card into four or more pieces and discard it in an appropriate trash receptacle away from areas accessible by students.

Following are the revised deadlines for submission of the district's procurement card statements, purchase report forms for regular supplies, and materials, library books and materials, and TAP grant purchases.

Traditional and Year-round School Sites:

June 10, 2002- Deadline to submit, via school mail, completed and approved May 22, 2002, 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, 2002- Deadline to submit, via school mail, completed and approved June 22, 2002, 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 20 (traditional) and June 20 (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 Payables 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.

The cardholder statement and the monthly purchase report must be signed by both the cardholder and approving official.