PCard Manual and Infraction Tables

• PCard Manual
• PCard Infraction Table
• Budget Holder/Reviewer Infraction Table

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

PCard Guides

• Account Code Change Request Support 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
• Obtaining an Amazon Receipt
• Obtaining a Merchandise Report from Scholastic
• Dispute vs Fraud
• Follett TitleWave Invoices
• Account Codes for PCard
• NEW Finance Department Guidelines for Gift Card Purchase and Documentation (Found under the Finance Memo section)

PIN Check

• PIN Check is a Bank of America website that allows you access to your PIN.  If you have never been to the site before, you will need to register as a new user.  If you have already checked your PIN previously, you will have to enter your unique login credentials, not PPS credentials.
• PIN review
  • You can also 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.

Report

• Transaction Detail Report, Student Body Funds, and Level 3 Detail report instructions
• Instructions on how to run reports based on your department

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 click here.  You will then click on "Not registered?" 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.