Manual & Guides
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PCard Manual and Infraction Tables
PCard Reconciliation and Budget Holder Review
- Four Step Reconciliation Process - Cardholder
- Provides steps to reconcile card transactions in Works
- Budget holder/Supervisor Guide
- As a budget holder/reviewer, it is your responsibility to review and sign off on your employees' transactions each month. You will be looking to verify:
- Correct receipts and documentation are attached
- Correct account codes are used
- That the business purpose meets your department's goals and needs
- As a budget holder/reviewer, it is your responsibility to review and sign off on your employees' transactions each month. You will be looking to verify:
PCard Guides
- PCard Account Code Update Ticket Process
- Board Policy 8.30.010-P and Administrative Directive 8.30.011-AD: Use of Funds for Meals, Refreshments and Student Incentives
- PCard Quick Reference Guide
- Amazon PO Reference Guide
- Dispute vs Fraud
- Follett TitleWave Invoices
- Object Codes for PCard
- Finance Department Guidelines for Gift Card Purchase and Documentation (Found under the Finance Memo section)
- Staples Print Services in Private Marketplace
PIN Review and Update
- PIN review via phone
- Call Bank of America directly to review your PIN. Call 888-233-8855. You will need to have your authorization code, address, and phone number available.
- PIN review via Global Card Access
- Go to Bank of America's Global Card Access page and review your PIN. If you have not registered on the site before, you can click on "Register a Card" to get started.
Transaction Reports in WORKS - Instructions on how to run reports
Transaction Detail Report - Generates an Excel report listing all transactions for your department/school
Student Body Funds (SBF) Report - Generates an Excel document listing all transactions coded to SBF for your school
Level 3 Vendor Reports - Generates an Excel report listing all items purchased from a specific vendor (Amazon, Office Depot, Staples)
Statements
- Statements are no longer required as part of your physical documentation. However, if you would like to review or print your statement, you can establish an account on Bank of America's Payment Center. To access their website, please . You will then click on "Register a Card" to begin the process.
Rewards Programs and Costco Memberships
- Do not use personal rewards cards or rebate programs when using your PCard. Public employees cannot receive personal gain from conducting District business. However, if the card program provides an immediate price reduction (e.g... Safeway), thereby saving District funds, then it is acceptable.
- The District will not pay for a Costco membership. However, if you have a standard membership or basic business membership that does not provide any rewards, you can buy items at Costco. A VISA PCard is required. Please contact the PCard team at pcard@pps.net if you would like to switch from a MasterCard to a VISA.