WSD Procurement Card Instructions
You must be the person making the purchases, do not check out the card for other employees.
Record your purchase(s) on the WSD Procurement Card Transaction Form found on the district website.
Online Purchase: print all purchase confirmations and receipts. (You are responsible for obtaining
appropriate, itemized receipts).
Phone Purchase: request a receipt to be faxed or emailed to you at the close of your transaction. (You are
responsible for obtaining appropriate, itemized receipts).
Billing Address: Wenatchee School District
235 Sunset Ave, Wenatchee, WA 98801
All Shipped Items must be sent to the District Warehouse at:
1001 Circle St, Wenatchee, WA 98801
Shipping Instructions for Online or Phone Orders:
Kathryn Marquis, Warehouse Manager, needs to be informed of your order. Anything that Kathryn does not have
paperwork for may be returned.
Procedure:
1.) When you place the order online, in the delivery address field PO section or second address section list “Your
Building Name/Your Name /CC####”
Example:
Wenatchee School District
Your Building Name/Your Name /CC#### (#### is the last 4 digits of the card)
1001 Circle Street
Wenatchee, WA 98801
2.) Forward the email confirmation of your order to Kathryn, be sure “Your Building Name/Your Name /CC####” is
on it. Be sure the items ordered are listed so Kathryn can verify the order is complete. Employee Travel: The card may be used for lodging, airfare, and other modes of travel such as train, bus or
ferry. A Travel Request Form must be received & approved at the District Office prior to any travel related
procurement card purchases. All rental car use must have prior approval from the Business Office.
Hotel Reservations: The hotel will require the same card at check out time that you used to make your
reservation. Reserve the card for your future date of travel after your reservation is made.
Airfare, Train, Bus and Ferry: If travel is paid in advance of your trip, submit original receipts and/or
cancelled ticket(s) within 10 business days of completion of your trip.
Additional travel information is located on the district website under “school board, board policies &
procedures, 6212P and 6213P”.
Meals, gifts, personal vehicle gasoline, movies, etc. may not be charged to the WSD procurement card.
Complete and submit the WSD Procurement Card Transaction Form with the following:
 Your signature
 Your supervisors signature
 Budget code to charge
 Description of what was purchased and the purpose of the purchase
 Original Itemized Receipts (staple them to the form)
 Packing Slips (if applicable – normally Kathryn sends them directly to the DO)
Send the above paperwork to the accounting department at the District Office ASAP. All charges are paid
promptly or the district incurs late charges.
If you are late turning in your paperwork, you may be held personally responsible for late charges.
Form Revised 8/05/11
WSD Procurement Card Transaction Form
Name (Please Print)
Today's Date
Last 4 digits on P-Card
Location
Complete row(s) for each receipt
Return this form with ORIGINAL RECEIPTS or ONLINE DOCUMENTATION to Accounts Payable
All merchandise ordered online is to be shipped to the WSD Warehouse at 1001 Circle Street.
If purchase includes food for staff mtg - Attach copy of agenda and sign in sheet.
Date
Vendor
Description of Purchase
Total Amount
of Receipts
Receipt Total
$
-
Account Number(s) to Charge
Amount to
Charge each
Does Receipt
Acct # (If Split) include Tax?
Total Amount Charged to Each Acct
(Must Equal Receipts)
$
-
I, the undersigned, do hereby certify under penalty of perjury, that the materials furnished, services rendered, expense incurred, or other items of indebtedness as charged in
the foregoing bill is a true and correct charge against the Wenatchee School District, that the claim is just and due, that no part of same has been paid; and that I am
authorized to sign for the Procurement Card.
P-Card Users Signature
Date
Supervisors Signature
Date
Revised 2/28/12