STEPS FOR PROCESSING CREDIT CARD PURCHASES
- School Site or Department will enter RQS into procurement system; once approved
- School Site or Department shall notify assigned Buyer item(s) on RQS must be procured via District Charge Card
- Buyer will place order using Purchasing credit card
- Buyer to provide Card Holder with Invoice (packing slip), copy of RQS (with account distribution information)
- Once item(s) received Buyer will cancel RQS from procurement system to release encumbrance
- Card Holder will sign credit card charge statement and obtain Supervisor signature (approval)
- Forward credit card statement with account distribution written on statement and support documents to Accounting (Kim Kelstrom)
- Accounting will charge School Site or Department account by journal entry for credit card amount
Purchases are made on District credit cards only when a company will not accept a purchase order. Purchasing credit card also used for Amazon.com book orders.