1. Bloomfield School District PURCHASING CARD PROGRAM
Policies and Procedures (Cardholder Manual) Effective
September 1, 2004
Revised August 1, 2011

2. Introduction
The Purchasing Card is a Visa credit tool issued by Bank of America. It is a fast, flexible new purchasing tool which offers an alternative to the existing purchaser order process(es). and provides an extremely efficient and effective method for purchasing and paying for small dollar items
The card is to be used only for official purchases; in compliance with the NM Administrative Code
The Purchasing Card will enable you to purchase non-restricted commodities, by telephone or in person, directly from the vendors
The Purchasing cards are NOT intended to circumvent the appropriate purchasing, approval or payment process
The Purchasing Card will either be issued in the employee’s name and “Bloomfield Schools” clearly indicated on the card or issued to a District employee on an as needed basis, so long as a valid purchase order is in place with requisite approvals

3. Benefits of the Purchasing Card
The Purchasing Card program brings many benefits to:
Cardholders
You will be able to obtain supplies directly from your vendors
You will be required to use a purchase order for all Purchasing Card transactions
Bloomfield Schools - The Purchasing Card program provides an cost-efficient, alternative method for purchasing supplies while maintaining good internal controls within the District.
Vendors
The Purchasing Card will be welcomed by vendors who accept VISA
When they accept the card for business purchases, vendors do not need to send invoices to Bloomfield Schools, and they will receive payment directly from Bank of America within 48 hours

4. PARTIES INVOLVED Card Issuer – Bloomfield School District –
Bank of America’s issues Visa Purchasing Cards to Bloomfield Schools employees
Billing the Bloomfield Schools for all purchases made on the cards
 Bloomfield School District –
Arranges with Bank of America to have Purchasing Cards issued to approved employees
Agrees to accept liability for the employees’ use of the cards
 Purchasing Card Administrator –
The central Administrator located in Bloomfield Schools Business Office who coordinates the Purchasing Card program
 Cardholder –
An employee of Bloomfield Schools
Approved by his/her supervisor and by either the Accounts Payable Clerk, Operations Manager or Finance and Operations Director to use the Purchasing Card
 Vendor –
The merchant from whom a Cardholder is making a purchase

5. Cardholder Eligibility
Applicant must be an employee of Bloomfield Schools
Applicant’s request for a Purchasing Card
must be approved by his/her supervisor
and either the Accounts Payable Clerk, Operations Manager or Finance and Operations Director
Employee must attend a training session before he/she may be issued a Purchasing Card

6. Cardholder Eligibility – Continued
Each individual Cardholder must sign
Cardholder Agreement
Authorization to Collect for Unauthorized Expenditure Form
With the Purchasing Card Administrator present
Authorization to Collect for Unauthorized Expenditure Form - The form must be notarized

7. CARDHOLDER RESPONSIBILITIES
Use the card for legitimate business purposes only
Keep the Card in a secure location at all times
Not allow other individuals to use their Purchasing Card
Prior to making any Purchasing Card transactions/purchases, obtain a properly authorized purchase order for any and all Purchasing Card transactions
The purchase order must be detailed and contain sufficient information to make a determination about the need for the purchase
Vague or blanket purchase orders are not acceptable and will not be approved
Adhere to the purchase limits and restrictions of the Purchasing Card
Obtain and reconcile all itemized sales slips
Purchasers who cannot produce original receipts may be liable for charges incurred

8. CARDHOLDER RESPONSIBILITIES - Continued
For Local Store Purchases
Receipts must be signed by an employee other than the purchaser who verified that the items were received by the District.
Attempt to resolve disputes or billing errors directly with the vendor
Ensure that an appropriate credit for the reported disputed item or billing error appears on a subsequent Cardholder statement.
Not accept cash in lieu of a credit to the Purchasing Card account.
Immediately report a lost or stolen card to Bank of America
Immediately notify the Business Office of a lost or stolen Purchasing Card - during normal business hours
Return the Purchasing Card to the Business Office upon terminating employment or transferring Departments
Report erroneous transactions to the Business Office during normal business hours

9. PURCHASING CARD ADMINISTRATOR RESPONSIBILITIES
Act as liaison with Bank of America
Review Department approved applications for completeness
Submit completed application to Bank of America
Receive Purchasing Card from Bank of America
Train Cardholder before releasing Purchasing Card
Assure all necessary forms are signed and/or notarized
Handle disputed charges/discrepancies not resolved by Cardholder

10. PURCHASING CARD ADMINISTRATOR RESPONSIBILITIES - Continued
Collect revoked Purchasing Cards
Receive and review monthly bill
Distributing monthly reports to Cardholders
Reconcile Bank of America’s bill to Bank of America’s electronic file and to the transaction totals posted to the Bloomfield Schools accounting system
Review usage of Purchasing Card data for appropriateness
Ensure that lost stolen cards have been blocked by Bank of America
Forward vendor set up requests to Bank of America

11. Requirements for Receiving a Purchasing Card
Before receiving a Purchasing Card, you are required to:
Complete the Credit Card use training
Sign Bloomfield Schools Purchasing Card Cardholder Agreement (Attachment 1)
Sign the Authorization to Collect for Unauthorized Expenditure Form (Attachment 2) must be notarized
By signing these agreements, you indicate that you understand the intent of the program,
You will comply with all guidelines of this Manual
And you will adhere to District Policies and Procedures relating to the expenditure of district funds

12. Requirements for Receiving a Purchasing Card - Continued
For persons checking out a Purchasing Card – because a card is not issued to them personally:
Applicant must fill out the Request for Credit Card form
Return it to the budget manager’s secretary
The secretary uses the Credit Card Request information to generate a Purchase Requisition
Submit all forms to the Business Office two business days prior to date needed
The Business Office generates a Purchase Order
The credit card will be activated and ready for the applicant to pick up after …
All documents have been verified and training requirements are met
Return the Credit Card and itemized receipts to the Business Office within 24 hours of final use

13. Acceptable Purchasing Card Purchases
Examples of purchases that are appropriate for the purchasing card:
In and out of state travel, conference expenses, meals
Note: All meal charges MUST be accompanied by an itemized and detailed receipt from the food establishment or the charge WILL NOT be paid by Bloomfield Schools
Approved supplies for your building, department or program
Conference and seminar registrations
Craft supplies
Books and items from book stores

14. Acceptable Purchasing Card Purchases - Continued
Instructional games and toys
Federal Express, United Parcel Service, United States Postal Services expenses
Other miscellaneous items that apply to your budget
Hardware stores
Discount stores
Gift certificates or gift cards –
Note: all gift cards/certificates must be accounted for – please have recipients/students sign for receipt of gift card or certificate
This list is not intended to be all inclusive. If you have specific questions, please call the Business Office Manager for assistance

15. Unacceptable Purchasing Card Purchases
The following items are examples of purchases that are inappropriate for the purchasing card:
Alcoholic beverages
Tobacco
Lottery Tickets
Cash Advances
ATM withdrawals
Any personal purpose
The purchasing card cannot be used to pay consultants
This list is not intended to be all inclusive. If you have specific questions, please call the Business Office for assistance.

16. Purchasing Card Closure
The Purchasing Card Administrator is required to close an account if a Cardholder:
(a) transfers to a different department
(b) moves to a new job in which a Purchasing Card is not required
(c) terminates employment or
(d) for any of the following reasons which will also subject Cardholder to disciplinary action in accordance with Bloomfield Schools Policies and Procedures relating to disciplinary action and termination for cause:
The Purchasing Card is used for personal or unauthorized purposes
The Purchasing Card is used to purchase alcoholic beverages or any substance, material, or service which violates policy, law or regulation
The Cardholder allows the card to be used by another individual
The Cardholder splits a purchase to circumvent the limitations of the Purchasing Card

17. Purchasing Card Closure - Continued
The Cardholder uses another Cardholder’s card to circumvent the purchase limit assigned to either Cardholder or the limitations of the Purchasing Card
The Cardholder fails to provide the Business Office with required receipts
The Cardholder fails to provide, when requested, information about any specific purchase
The Cardholder does not adhere to all of the Purchasing Card policies and procedures
The Cardholder makes a purchase without a valid purchase order
A request for closing a Cardholder account will be submitted to Bank of America by the Purchasing Card Administrator
If a plastic card exists for the Purchasing Card account being closed, you should return it to the Business Office immediately.

18. Cardholder Liability
The Purchasing Card is a corporate charge card and will not affect your personal credit
It is your responsibility to ensure that the card is used within stated guidelines of this Manual
Failure to comply with program guidelines may result in:
Permanent revocation of the card
Notification of the situation to management – and
Disciplinary action in accordance with District Policies And Procedures relating to disciplinary action and termination for cause – and
Recoupment of any costs associated with unauthorized purchases by the cardholder