DOCUMENT

POL - Purchasing Card Guidelines - Public Schools 2002

  • YEAR CREATED: 2002
  • ENTITY TYPE: K-12
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a set of guidelines for the Purchasing Card program of Prince William County Public Schools. The program aims to streamline and simplify the purchasing and accounts payable functions by eliminating waste and low-value activities. The Purchasing Card is a Master Card credit card issued by First Chicago NBD, and it is intended to be used as an alternative to petty cash, check requests, and low-dollar purchase orders. The guidelines provide information on the process, types of purchases that can and cannot be made, record-keeping requirements, and program restrictions. It emphasizes the responsibility of the cardholder and warns against intentional misuse or fraudulent abuse, which may result in disciplinary action. The document also provides instructions on obtaining a card, cardholder responsibilities, purchasing card restrictions, reconciling monthly statements, resolving errors, paying the bill, handling lost or stolen cards, and notifying of departmental changes. The document includes a purchasing card application form that needs to be completed by eligible full-time employees of the school district. The document is signed and dated by the Purchasing Card Administrator, indicating approval and endorsement of the guidelines.
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