LOUDOUN COUNTY PUBLIC SCHOOLS
BUSINESS AND FINANCIAL SERVICES
PURCHASE AND TRAVEL CARD PROCEDURES
INTRODUCTION: A purchase card is a method of paying for purchases costing less
than two thousand dollars ($2,000.00). A travel card is a method of paying for business
travel and conference expenses. Cards may be used with most vendors who accept the VISA
credit card.
CONTACTS:
Purchase Card Technician – Liz Ptak (Purchase/Travel) (571) 252-1377
Purchase Card Technician – Barbara Washington (SAF) (571) 252-1373
Accounting Supervisor – Ellen Loss (571) 252-1369
Director of Financial Services – Thomas C. Yetter (571) 252-1190
ROLES:
a.
Director of Financial Services – Responsible for approving and issuing new
purchase and travel card requests.
b.
Purchase Card Program Technician – Responsible for approving new purchase
and travel card requests and for reviewing, problem-solving, and interfacing to
Oracle.
c.
Cardholder (bookkeeper) - Responsible for maintaining custody/control of
purchase and travel cards, review and approval of transactions, and timely
submission of the monthly account statement to Accounting.
d.
Approver/Account Manager (principal, supervisor, or designee) - Responsible
for approving transactions and ensuring the monthly account statement and
original receipts are submitted in adherence to established procedures.
DEFINITIONS:
a.
Departmental/School Purchase Card – Purchase card assigned to a department,
division, or school.
b.
Individual Card – Purchase card issued to an individual and imprinted with the
individual’s name. (Limited issuance)
c.
Travel Card – Card used to pay for travel related expenses (airfare, hotel
accommodations, food, parking, gasoline, etc.) and for conference expenses.
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Revised 2/21/2014
CARD USE GUIDELINES:
1.
Purchase and travel cards are for business use only; no personal purchases
shall be made with the card. Misuse of the card may result in revocation of the
card or other disciplinary actions, to include termination of employment.
2.
Use of the cards for cash advances is prohibited.
3.
Card users should be prepared to present their Loudoun County Public
Schools’ employee ID at the time of purchase.
4.
Cards shall be used in accordance with established purchasing regulations.
While there is no requirement to obtain competitive pricing, discretion is
encouraged. Existing bids and contracts must be used.
5.
Use the cards as you would a credit card; however, make the vendor aware that
LCPS is exempt from sales tax for goods purchased in Virginia or delivered to
Virginia by the vendor. LCPS’ tax exemption number is printed on the front of
each card. The bookkeeper and/or card user shall be responsible for recovering
sales tax paid on exempt purchases.
6.
Purchases are limited to a single transaction limit (STL). In most cases the
STL is $2,000 for departmental/school cards and individual cards. Limits may
vary on certain cards.
7.
Cards may only be used to pay for purchases using operating budget accounts.
Cards may not be used for capital, SOL funds, or school activity accounts.
8.
Only travel cards shall be used for travel expenses. This includes conference
registrations, food, (meals must follow per diem rate listed in the Travel
Guidelines), accommodations, transportation, parking, gasoline, and car
rentals.
9.
Purchase cards may not be used for travel, but only for conference
registrations.
10.
An itemized receipt must be obtained for EVERY purchase. Receipts must
include the vendor’s name, a description of each item(s) purchased, the cost
per item, billing/shipping address on receipt/invoice, and the date of the
purchase. The summary receipt with the total purchase amount is not
acceptable by itself.
11.
Bookkeepers are responsible for placing all internet and phone orders to ensure
security of the account number. When placing internet, fax, or phone orders
make sure to verify that no sales tax will be charged, and that the vendor will
provide an itemized invoice or receipt.
12.
Account numbers should never be faxed to a vendor. Account numbers may
be provided to the vendor via telephone.
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13.
PayPal may be used by the vendor to process transactions. However, it is
strictly prohibited to create a PayPal account. Receipt must show actual
vendor information.
14.
Vendors may not charge the purchase card prior to shipment.
15.
To return an item, contact the vendor and follow their procedures. A credit
invoice from the vendor must be submitted with the monthly account
statement.
CARD USE PROCEDURES:
1.
All employees must read the “Purchase and Travel Card Procedures” and sign
the “Employee Agreement Form” prior to use of the card. The employee
agreements are to be kept on file by the bookkeeper and be made available for
inspection.
2.
Purchase and travel cards are to be logged in and out, using the appropriate
Card Log.
3.
When a card is logged out, the bookkeeper must verify that sufficient funds are
available to make the intended purchase(s). The bookkeeper should use catalog
discounts and contracts when available. Periodic audits of purchases will be
made to ensure purchases are in compliance with School Board policy.
4.
Individual cardholders will maintain a log of daily transactions and submit the
log and accompanying itemized original receipts to the departmental
bookkeeper weekly.
5.
All itemized original receipts must be submitted to the Division of Accounting
with the corresponding monthly account statement created from the Works
application.
6.
Use of the card is restricted to the employee who has logged the card out or
whose name appears on the card.
7.
Under no circumstances should a card be loaned to another person while
logged out.
8.
The card and itemized original receipts must be returned to the bookkeeper
immediately after use.
9.
The card(s) shall be kept in a secure location.
10.
The account number is not to be displayed in a place open to public view.
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Revised 2/21/2014
MONTHLY STATEMENT:
1.
The accounting cycle for purchase cards is from the 21st of one month to the
20th of the following month.
2.
The Monthly Account Statement should be run no earlier than the 21st of each
month. Bank of America posts through the end of the day on the 21st of each
month.
3.
Bookkeepers should access “Works” weekly to verify that receipts for all
purchases are on file and all transactions are properly coded. All transactions
should be electronically signed off by the bookkeeper and account manager on
Thursday of each week. Once transactions are signed off by the bookkeeper,
they are electronically forwarded to the Account Manager for approval.
4.
The bookkeeper shall run a monthly account statement using “Works”
detailing the monthly transactions for each card.
5.
After transactions are approved by the bookkeeper and principal/account
manager, the monthly account statement, with itemized original receipts
attached, must be approved and forwarded to the Division of Accounting by
established deadlines.
DISPUTES:
If a charge appears on the card which cannot be verified, a dispute situation may exist. If the
dispute cannot be resolved with the vendor contact Barbara Washington at (571) 252-1373 or
Liz Ptak at (571) 252-1377.
LOST OR STOLEN CARDS:
Lost or stolen cards must be reported immediately to the bank. The office of the Director of
Finance must also be notified immediately at (571) 252-1190.
CANCELLATION OF CARDS:
When a bookkeeper, principal or individual cardholder leaves Loudoun County Public
Schools’ employment, notify Barbara Washington at (571) 252-1373 or Elizabeth (Liz) Ptak
at (571) 252-1377. Cut the card in half, and have the bookkeeper or Account Manager bring
the card(s) to Becky Dufresne in the Director of Finance office.
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