Business Services

Procurement Cards (P-Cards)

P-Card Manual

Forms and Procedures 

Attachment A. (Form PC-01) Procurement Card User Agreement

Agreement to abide by the terms and conditions of the Purchasing Card.  The form must be completed and signed by the cardholder prior to issuance of the card. 

Attachment B. (Form PC-02) Statement of Authorization

Statement identifying individual limits.  The form is provided at the time of issuance and must be signed by the employee and their direct supervisor.

Attachment C. (Form PC-03) Statement Transaction Summary 

Assists cardholder 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 supervisor will sign and forward to Accounts Payable. Statement period begins the 6th of every month and ends on the 5th of the following month. 

Attachment D. (Form B-10) Missing Receipt/Documentation 

Form that must be submitted if the cardholder is missing a receipt. The cardholder’s supervisor must approve this documentation.

Attachment E. (Form PC-04) Statement Expense Dispute

To be completed by cardholder only after attempts have been made with the vendor to correct disputed items.  A copy should be sent to the Purchasing Card Administrator.

Attachment F. (Form PC-05) Account Maintenance

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

Administration Approval for an Authorized Card User

This letter must be submited by an Administrator to authorize another user to make the necessary purchases for the school/department. 

P-Card Request for the Business Office

The Business Office P-Card is open to anyone needing to make a purchase from a vendor that does not accept purchase orders. This includes, but not limited to, supplies, registrations, or memberships. 

District Office Travel Cards

A District Travel/Overnight or Out-of-State Approval Request Form must be completed and approved prior to use of the travel credit card. Email Jennifer Gardner to schedule a time to check out a travel card. Jennifer will provide Attachment A & B along with the P-Card Manual. After a Supervisor's approval a travel card will be issued. 

Attachment A. (Form PC-01) Travel Card User Agreement

Agreement to abide by the terms and conditions of the Purchasing Card.  The form must be completed and signed by the cardholder prior to issuance of the card. 

Attachment B. (Form PC-02) Travel Statement of Authorization

Statement identifying individual limits.  The form is provided at the time of issuance and must be signed by the employee and their direct supervisor.

Travel Documentation Form

This form must be submitted when returning a travel card with all original itemized receipts attached.  

Attachment G. (Form PC-06) Hotel Authorization

Fax form to hotel to authorize charges to p-Card for accommodations for other District employees other than the p-Card holder.