Whether you're looking to make purchases through Amazon, arrange conferences and hotel accommodations, establish relationships with new vendors, manage purchase cards, or handle purchase orders, we are here to support you every step of the way.
Below you an find all the relevant information needed in order to complete the purchase you need. If you have any questions or need further assistance regarding our internal purchasing services, please don't hesitate to reach out to Accounting.
Complete this form and return it to Accounts Payable.
Purchasing Cards are assigned to individual buildings and are prohibited from being transferred to, assigned to, or used by anyone other than the designated employee. Use for personal purchases is strictly prohibited. The Purchasing Card CANNOT be used as payment for certain restricted items. Fraudulent and/or misuse of the card is grounds for revoking Purchasing Card privileges and may lead to disciplinary action, up to and including termination of employment. Non-district employees, temporary and student employees are not eligible for Purchasing Cards. Specific controls are placed on each Purchasing Card, including dollar volume limitations. Employees may be held liable for charges that are deemed inappropriate.
Cardholder Agreement Form
The cardholder must sign the Neosho School District Purchasing Card Cardholder Agreement form that specifies that they will protect the card and adhere to proper policies and procedures. An employee will not receive a card if they have not signed the cardholder agreement form. An employee may not send someone else in his or her place when picking up a P-Card that has been assigned to him or her for travel. There will be NO EXCEPTIONS.
Each individual Purchasing Card will have control limits built-in. Only the amounts requested via Purchase Order and approved will be available on the purchasing card. There is a maximum single transaction limit of $5,000, which will not be raised without Superintendent approval.
Approved uses for purchasing cards include:
The Purchasing Card CANNOT be used as payment for the following items:
Credit Card Accounts
Neosho School District has credit card accounts set up for the following vendors (DO NOT USE P-CARDS FOR THESE VENDORS):
Documentation and Record-Keeping
Cardholders or their proxies must retain original receipts for all transactions and turn them into the Purchasing Card Administrator. P-card documentation is subject to audit; therefore, it must be maintained and easily accessible. Monthly audits will be conducted by a member of the Business & Finance department, as well as annual audits by our external auditors. Transaction reports will be used to track P-card purchases and identify any continued or prolonged misuse of the card. The gathered information will also help identify areas where additional training or education may be needed.
Cardholders are responsible for obtaining all documentation necessary to support the business purpose of the purchase. The cardholder must give all documentation to the P-card administrator for filing. All Purchasing Card purchases must be supported by at least one of the following items:
Purchasing Card documentation is required immediately following the purchase.
Missing or incomplete documentation is considered a misuse of the card and may result in the revoking of P-card privileges. These receipts are the primary documentation supporting the purchase. Do NOT dispose of these items.
Returns, Damaged Goods, Credits
At times, the employee may need to return items. Here are some helpful tips for the successful return of items purchased using the P-Card:
Always retain boxes, containers, special packaging, packing slips, etc. until you are certain you are going to keep the goods. Some items, such as software or fragile pieces, cannot be returned without the original packing materials.
Keeping Your Card Secure
Always keep your card in a secure place, just as you would your personal credit card. Neosho School District is liable for all charges, except those representing misuse.
Lost or Stolen Cards
It is the cardholder’s responsibility to report lost or stolen cards to Security Bank Card Center immediately. Neosho School District is liable for any and all purchases made until the card is reported missing. Security Bank Card Center can be reached toll free at 800-356-8085 and is available 24 hours a day, 7 days a week. After notifying Security Bank Card Center of the missing card, the cardholder must immediately notify the Purchasing Card Administrator.
Canceling a Card
Neosho School District reserves the right to cancel any purchasing card or the purchasing card program as a whole at any time. Reasons for canceling a card may include, but are not limited to:
Internal Notes on PO's
Internal notes are for specific instructions to accounts payable or administration regarding sending or approving the PO. For example:
Header and Footer on PO's
Headers and Footers are for notations you need the vendor to see. For example:
DO NOT ORDER ITEMS BEFORE PURCHASE ORDER HAS BEEN APPROVED BY CENTRAL OFFICE.
Not following the normal procedure has led to orders being duplicated or items not getting ordered at all.
Routing the Purchase Order
We are currently using three approval routes:
CURRICULUM ROUTE Nathan Manley
Building Title Funds
Special Education / Gifted / ECSE
Guidance Supplies / Activities
Testing / Scoring
After School Program
Parents As Teachers
SUPERINTENDENT ROUTE Jim Cummins
Classroom Supplies / All buildings
Student Activity Purchases
Health Services / Nurse Office Supplies
Community & Team Relations
OPERATIONS ROUTE Richie Fretwell
Canceling a Purchase Order
If you realize you have entered a purchase order that needs to be cancelled:
Faxing Documents with PO’s
Marking Goods Recived
DC Sales/Toner Connection
Ordering toner from these companies needs to be done following the same procedures listed above. Purchase orders for DC Sales are e-mailed.