denver public schools pcard program...
TRANSCRIPT
Denver Public Schools
Pcard Program Handbook
Revised June 2017
2 | P a g e
TABLE OF CONTENTS
Welcome PG 3
Glossary of terms PG 4
Getting started PG 5
Applying for a Pcard
Activating a Pcard
Receiving PaymentNet log in credentials
Using the District Pcard PG 6
Travel Procedures PG 7
Prohibited Transactions PG 9
Purchasing Card limitations, Billing Cycles & Chart of account updates PG 10
Issue resolution PG 12
Reporting a Lost or Stolen Pcard
Disputing a Transaction
Credit limit adjustments
Declined Pcard
Reimbursing the District
Roles & Responsibilities PG 14
Accountability Program PG 15
Closing Transactions to default account PG 18
Reporting Misuse
Transferring/canceling a card PG 19
Reconciler Changes
Approver Changes
PaymentNet Use PG 20
Logging in
Setting up Preferences
Reconciling
Approving
Additional Resources PG 21
Key Program Contacts PG 22
3 | P a g e
Welcome to the Denver Public Schools Purchasing Card Program
Denver Public Schools has implemented the purchasing card program to establish a more efficient, cost-
effective method of purchasing and paying for low-dollar transactions. The District Pcard will assist District
employees in conducting business and in making necessary approved purchases under $3500 for their
school or department. A Pcard is District property and should be used only in accordance with District
policies outlined in this handbook.
It is required that potential cardholder read this handbook in its entirety before requesting a District Pcard.
This handbook provides a variety of information regarding the Pcard Program, including the types of
purchases that can and cannot be made, the records that must be maintained and reconciled on a monthly
basis and other miscellaneous information about the program. Please refer to this handbook as a guide
regarding Pcard use across the District.
Cardholders will be held accountable to the policies and procedures outlined in this handbook.
4 | P a g e
Glossary of Terms
Approver: The approver is the cardholders’ direct supervisor as reported in District HR records and is
responsible to ensure that all purchases are in compliance with District policies, procedures and are
appropriate purchases according to the school or department budget
Cardholder: The person who applied for and who has a card issued in their name. This is the only person
allowed to use the card
Merchant Category Code (MCC): A four digit category code that identifies the goods/services that a
vendor provides. A vendor can have more than one merchant code. This code determines which vendors
you are authorized to use
Pcard Program Administrator: The person(s) employed by Denver Public Schools who support the Pcard
program and the cardholders, reconcilers and approvers
PIN: Personal identification number. The number that may be required when facilitating purchases with
your District Pcard. This does not provide access to ATM’s or allow for cash withdrawal, but provides
added security.
Quick Reference Guide (QRG): Detailed notes to guide users in completing various Pcard tasks.
Reconciliation: Attaching the receipt to the transaction(s) and assigning appropriate account code(s).
Reconciler: The person who has been tasked with ensuring a cardholder’s receipts or other transaction
documentation are attached to each transaction and that account codes are correctly applied for each
purchase. It should be noted that cardholders can be their own reconciler.
Statement: A monthly summarized list of a cardholders transactions for a complete billing cycle from JP
Morgan Chase. Statements are available for download in PaymentNet by cardholders, reconcilers or
approvers. For security purposes, statements are not mailed or emailed and must be downloaded from
PaymentNet.
Uniform Grant Guidance (UGG): A government wide framework for grants management. All grant
purchases must be in compliance with UGG regulations
5 | P a g e
Getting Started
If it has been determined that a District Pcard is necessary for your job and you have read this manual and
understand the outlined policies and procedures please proceed with applying for a Pcard.
Applying for a card
Step One – Complete required training. This will take approximately 45 minutes to complete
Step Two – Successfully pass the Pcard quiz and sign relevant cardholder agreement
Step Three – Complete Lawson and Account Basics – DoTS805-E1 Please note, if you currently have
Lawson financials access, you have already completed this course and do not need to take it again unless
you would like to refresh your Lawson account knowledge.
Step Four – Complete the Request for Denver Public School Purchasing Card form
The Pcard administrator will request your new District Pcard directly with JP Morgan Chase bank. Pcards
will be delivered to the Pcard administrator within 7-10 business days. You will be contacted when your
card is delivered and can pick up your card at 780 Grant St anytime during Pcard pickup hours. Alternative
pick-up arrangements can be made by contacting [email protected]. The cardholder is the only
person authorized to pick up their Pcard. Pcards must be picked up within 60 days of the cardholder being
notified the card has been delivered. Any Pcards not picked up after 60 days will be canceled and the user
will need to reapply if a Pcard is required.
Activating your District Pcard
To activate your District Pcard, call the number on the sticker attached to your new card. You will need
the last four digits of your employee ID number and the card billing address: 780 Grant St Denver, CO
80203
District Pcards have increased security and include an embedded chip. As such, you will create a PIN at
the time your card is activated and will use this PIN to facilitate purchases with vendors who have a chip
reader. This number is unique to you and will not grant access at ATM’s.
PaymentNet user name and password creation
Your username and password for PaymentNet will be sent to your District email by JP Morgan Chase.
These will come in two separate emails; one will include your username and the other will include your
temporary password. If you have received your Pcard, but not the PaymentNet log in credentials, please
check your SPAM folder first and then contact the Pcard team at [email protected] if necessary.
Permanent passwords require one uppercase character, one lowercase character and one numerical
value. The PaymentNet system requires that you reset your password every 90 days.
6 | P a g e
Using the District Pcard
Purchases made with the District Pcard should be made in accordance with all board approved policies
and procedures. All District board documents can be found on Board Docs.
It is expected that all purchases are acceptable within the DK-R Propriety of Expenses Procedures found
here.
Before making a purchase, consider the Tests of Propriety:
The Tests of Propriety is a framework for evaluating the appropriateness of District funds use when
incurring certain expenses. The list below contains a series of questions designed to test the propriety
of expenses by forming a framework for evaluating each transaction. An expenditure of District funds
will be considered proper only if it meets all tests of propriety.
Is this transaction:
For official District business?
In the best interests of the District?
The most effective way to accomplish official District business? Meaning that, without the
expense, would programmatic objectives be difficult or otherwise more costly to achieve? Or
would the impact, level or quality of the achievement be reduced?
In compliance with applicable policies, laws, regulations, rules, and contracts, grants, and
donor restrictions?
Within the available budgeted resources of the responsible unit, taking into consideration all
outstanding commitments and encumbrances?
Directly beneficial to the responsible unit where it is being charged?
Reasonable? Meaning that the quantity and quality of goods or services being purchased is
sufficient to meet the District’s identified need without exceeding it.
In compliance with District Conflict of Interest provisions? Meaning that, if an employee
derives private gain, as a result of the transaction, then the transaction violates the conflict
of interest provisions stated in the Ethical Practices section of the DJ District Procurement
Policy found here.
If any of these questions receives a “no” response, then the expense is not appropriate for District
funds. Evaluating the propriety of District expenses requires the exercise of a high degree of judgment
and discernment.
Therefore, consider the following when deciding whether or not a particular transaction is a proper use of District funds:
Would a prudent person – such as your dentist, the clerk at your grocery store, or your neighbor – consider the expenditure to be a reasonable and necessary expense of public funds?
Would you want others – such as newspaper, radio, television, or other media outlets – knowing about and reporting on the expenditure? Think about whether an outsider, such as the general public or an auditor, would consider the expenditure a reasonable expense for District business and appropriate use of District funds
7 | P a g e
What to use it for
Your District Pcard can be used for purchases made in person, by phone, fax, or over the internet.
Whichever method you choose, always follow the steps below:
Inform the vendor that the purchase is tax exempt (the District’s tax exempt number is printed
on your card and can be found here) and carefully review your receipt to ensure that no tax was
charged. You are responsible for securing a credit from the vendor or personally reimbursing the
District for any sales tax that is charged to your Pcard.
Remind the merchant that this is a Denver Public Schools purchase and should be offered any
applicable discounts
Give accurate delivery information (the address must be a DPS site, NEVER your home address)
COD (Cash on Delivery) deliveries are not allowed. You must pay at the time of ordering or pick-
up with your Pcard
Request detailed documentation showing the description and cost of each item. This should
include a list of all items purchased, a summarized charge slip showing the total only will not be
accepted
Request a faxed or emailed copy of the invoice/order when placing an order by phone
Print or save an electronic copy of the order/order acknowledgement from the vendor’s website
when making a purchase over the internet
If you are asked for your billing address or zip code, provide the District address: 780 Grant St,
Denver CO 80203
DO NOT create a purchase requisition
Visa Travel Procedures
We encourage that payments for the following be made using your District Visa Pcard instead of being
processed through Accounts Payable.
• Registration
• Airfare
• Baggage
• Hotel
• Ground transportation - taxis, shuttles, tolls, parking, etc. (cardholder only)
• Vehicle rental and gas for rental vehicle (cardholder only, as the card must be presented when
the vehicle is picked up)
Airline tickets may be purchased online or from the District’s travel agent with a District Visa Pcard. The
District’s travel agent is Frosch Corporate Travel; our contact is Dianne Hatfield, 303-874-7153. Frosch will
charge a $27.00 fee or you may make arrangements on your own.
Occasionally registrations, airline tickets and lodging have the requirement that a separate transaction be
done for each traveler. Multiple travel transactions, therefore, will not be considered a split purchase and
you will not have to get prior approval for them, even if the total exceeds the per transaction limit.
If any single transaction for registration, lodging or airfare exceeds $3,500, you must complete a Pcard
Limit Adjustment Form and obtain two price quotes in order to facilitate the purchase.
8 | P a g e
We recommend vehicle rentals through Enterprise Rent-A-Car/National Car Rental. However you may find other Rental companies with better rates and may use your discretion to find the most cost effective option. You must complete a Rental Vehicle Request form and submit to [email protected] to ensure your Pcard has been opened for the transaction. Reservations can be made online through:
http://www.enterprise.com/car_rental/corpAcctSignIn.do
The site will ask for “Enterprise Business Rental Program #”:
DPS account number XZ12401
PIN and that is the first 3 characters of our name “DEN”.
Next click on Sign In and it takes you to the page with Denver Public Schools as the corporation.
You may also make reservations by calling the Business Rental VIP Reservation Line, 1-800-593-0505, and reference the District’s account number XZ12401. To prevent credit fraud both Rental Vehicle Companies require a swiped card and matching signature when the vehicle is picked up.
Risk Management Guidelines Related to Rented/Leased Vehicles
Please note that several Risk Management Guidelines apply to Rented/Leased Vehicles, including Insured
Drivers, Motor Vehicle Records (MVR) and Insurability Standards, and, Rented/Leased Vehicle Collision
Damage Waiver. Excerpts from some Guidelines are included below. Others may be found at the Risk
Management site.
Collision Damage Waiver (sometimes referred to as a Loss Damage Waiver) is insurance coverage
that is made available to you when you rent/lease a vehicle. This insurance covers the physical
damage (such as scratches and dents) that may occur to the vehicle during the rental/lease period.
Further, when purchased, it prevents the rental/lease company from pursuing a claim against the
District or the driver for physical damage. Always purchase the Collision Damage Waiver when
renting or leasing a vehicle for District business.
If you are involved in an accident in a rented/leased vehicle you must contact the vehicle
rental/leasing company to report the accident as soon as is reasonably possible after the accident.
Use the rental/leasing company’s accident report form and see the Risk Management website for
additional requirements.
15 passenger vans cannot be used for transporting students under any circumstance. There is no
District vehicle insurance coverage for this method of transportation. The restriction of using 15
Passenger Vans does not apply if only adults are being transported.
The Colorado Department of Education (CDE) has published specific requirements for drivers
transporting students. Failure to comply with the CDE requirements and/or District requirements
may result in drivers being held personally and financially liable. The CDE requirements are linked
on the Risk Management website.
9 | P a g e
Prohibited Transactions
DO NOT USE YOUR DISTRICT PCARD FOR THE FOLLOWING. THEY ARE PROHIBITED TRANSACTIONS
AND ARE CARDHOLDER VIOLATIONS
Airline add-ons such as extra leg room, early bird check in, or in-flight entertainment (baggage
fees are accepted) This is in accordance with the District policy DK-R1
Alcohol, tobacco or illicit item purchases
Audio visual equipment and supplies over $150 & projectors
Bouncy houses & other inflatables
Cash or cash-type transactions
Capital leases
Cell phone service (talk, text, data, etc.)
Cell phone accessories purchased outside of District contract(cases, chargers, etc.)
Computers and equipment (including laptops, tablets, any purchase from Dell or Apple or
anything that would require asset tagging. Dell & Apple refurbished accessories may be
purchased from vendors other than Dell or Apple)
Consultants & service providers (independent contractors)
o More information for working with independent contractors can be found here:
Independent contractors
o Secure document shredding provided by Shred-it is an exemption and an allowable
Pcard purchase
Donations
Drones
Unauthorized gift cards/certificates (you may complete a Gift card purchase request for
authorized student Gift card purchases)
Gifts for employees (meals, flowers, etc.)
Unauthorized international purchases
iTunes applications/music – purchase procedure
Personal purchases
Playground equipment – contact First Call for approval & requirements
Software over $500.00 (includes apps, licenses, online subscriptions and renewals)
Split purchases (exceeds per transaction limit, split into two or more transactions) This is defined
as a purchase at one merchant within a 24 hour period over the transaction limit
Testing materials
Travel related expenses not allowed: meals/food (Request Per Diem)
Vehicle expenses for personal vehicle (gasoline, vehicle wash, etc.)
Water/coffee/snack recurring service for DPS staff – Board Policy DK-R2 food purchases
procedure – non student meal related
Note: Cards are approved for the purchase of food/meals (restaurants, caterers, grocery, bakery and
deli items, etc.) for students, parents and for District meetings that take place within the Denver Metropolitan Area. Food/meals purchased for staff can only be for staff development/training held within the Denver Metropolitan Area. Transaction documentation for food/meal transactions shall provide the usual information as well as the name(s) of person(s) at the meeting, their business
10 | P a g e
relationship to the District, the type of food (lunch, dinner, etc.), and the business purpose of the meeting. Food/meals purchased for parents and/or students do not need to list the names of the person(s).
If you are unsure if a purchase is allowable please contact the Pcard Administrator at
Purchasing card limitations, billing cycles & chart of account updates
Monthly/transaction limit: Transaction and monthly spend limits are set per District guidelines based
on the cardholder’s Pcard usage for their department or school. These are reviewed quarterly and may
be adjusted as needed to better manage the District’s overall credit risk. In order to maintain
compliance with Uniform Grant Guidance (UGG) standards and DPS purchasing policy, any purchase
over $3500 requires that two price quotes are obtained and attached in PaymentNet with your
transactions documentation in addition to the Pcard limit adjustment form.
Billing cycle: Each billing cycle ends on the 25th of every month unless the 25th falls on a holiday or
weekend in which case the billing cycle will close the following business day. Purchases made within a
given billing cycle reduce your overall monthly credit limit.
Reconciliation within PaymentNet: Transactions can be reconciled as frequently as you’d like, but must
be reconciled and approved by 5pm on the 1st business day of the month following the monthly billing
cycle end date. Each billing cycle ends on the 25th of every month unless the 25th falls on a holiday or
weekend in which case the billing cycle will close the following business day. Transaction reconciliation
includes reviewing the transaction for accuracy, coding the transaction to the appropriate account,
attaching the corresponding receipt or other transaction documentation in PaymentNet and marking the
transaction reviewed (if the reconciler is the cardholder) or approved (If the reconciler is not the
cardholder). Only one selection will be allowed based on your role. Marking your transaction as reviewed
is a vital step in the approval flow and must be done for the transaction to be routed to your supervisor
for approval. Additional information on the payment reconciliation in PaymentNet can be found on page
20.
Transactions in excess of your monthly transaction/credit limit can be made with supervisor approval.
Additional information can be found on page 12 and require the use of a Pcard Limit Adjustment Form.
Documentation to keep
Detailed transaction documentation should be kept for all Pcard purchases. Transaction documentation
includes an itemized receipt, order acknowledgement or price quote. It is important to note that all
transaction documentation must be itemized and include the merchant name, itemized list of items
purchased including the cost per item and number of items as well as the total cost of the entire
transaction. This documentation will be scanned and attached to the transaction within the PaymentNet
system. It is recommended that you save an electronic copy of the transaction documentation submitted
through PaymentNet for your records.
If you misplace transaction documentation, you should use an Unavailable Documentation Form. This
form must be filled out completely including a signature by your immediate supervisor. Failure to provide
11 | P a g e
a complete form may be subject to accountability program points. Any transaction for which
documentation is not available cannot be charged to a grant under any circumstance.
Additional documentation that you should keep and attach as transaction detail support if applicable are:
the Pcard Adjustment form & two price quotes for purchases over $3500, Gift Card request form, detailed
list of meeting attendees & business purpose for food purchases, District Reimbursement Form, or the
Street Metered Parking Log. Failure to include this information may result in the assessment of
accountability points for an incomplete receipt.
Chart of account updates in PaymentNet
The chart of accounts for Pcard purchases and reconciliation is updated on a monthly basis. This update
will occur on the 20th of each month and will capture newly added accounts, account categories, activities
and object codes. If the 20th falls on a holiday or weekend, the chart of accounts will be updated the
following business day. Users may experience difficulty completing PaymentNet coding availability during
the chart of account update and will be notified of any issues on the PaymentNet home screen. Only the
account codes that are eligible for Pcard purchases will be visible in PaymentNet.
If you have made a purchase for a newly awarded grant or activity code, please wait to reconcile the
transaction until after the chart of accounts has been updated to ensure you can access the appropriate
account category, object or activity code.
Issue Resolution
Lost or Stolen Pcards:
The JP Morgan Chase Pcard is District property and should be kept in a secure location. If a card is lost or
stolen, contact the JP Morgan Chase customer service at 1-800-270-7760 to notify them. They will cancel
the card and issue a new card number. The cardholder should check their transactions to confirm there
was no fraudulent use of their card.
How to dispute a transaction:
There may be occasions when the transactions in PaymentNet do not correlate with the cardholder’s
purchases. The transaction may not have been made by the cardholder or the amount of the transaction
may be incorrect.
If this occurs, the cardholder should contact the supplier/vendor and try to resolve the error. If the
supplier agrees that an error has been made, they will issue a credit to the card that was originally charged.
If the supplier/vendor does not agree that an error has been made, the cardholder should contact JP
Morgan Chase customer service to dispute the charge. Any charge that is disputed must be done as soon
as the incorrect charge is identified. This will ensure you are not assessed any accountability program
points.
For reconciliation and audit purposes, all charges on a card must be reconciled monthly. If a charge is
disputed, use an unavailable documentation form and code the transaction to a general fund account.
When the credit is applied to the card, code it to the same account the original charge was coded to. This
will ensure there is no net affect to your department/school budget.
12 | P a g e
Requesting a credit/transaction limit increase:
If you anticipate the need to make a purchase in excess of your current transaction/credit limit, you may
make the request with the Pcard Adjustment Request Form. Your request should be submitted to the
Pcard support e-mail box at least 2 business days in advance of your anticipated purchase. This will ensure
the appropriate adjustments have been made to your account to allow for the purchase exception.
To ensure compliance with DPS purchasing policy, purchases in excess of $3500 require two price quotes.
These documents should be included with your Pcard limit adjustment form. Credit limit increase requests
without two price quotes will not be processed.
For audit and control purposes you are required to include a copy of the approved Pcard Adjustment
Request form as well as the two price quotes obtained with your transaction documentation in
PaymentNet. This form should be included with all transaction documentation for which the adjustment
was granted. Failure to do so will result in the assessment of accountability points.
What to do if my card is declined?
If a transaction is declined, the cardholder can call 1-800-270-7760. This number is also printed on the
back of their card. JP Morgan Chase customer service will determine and present the reason for the
declined transaction.
Cardholders can also determine the reason for a decline by logging into PaymentNet and viewing Declined
transactions on their home screen:
Some supplier’s Merchant Category Codes (MCC) have been “blocked” from usage in the program.
Transactions coded with a blocked MCC code will be declined. Most suppliers currently utilized as a source
for products by the District will accept the Pcard. JP Morgan Chase customer service will not give
13 | P a g e
authorization to make a purchase if it is blocked unless they receive consent from the Pcard Administrator
or Manager.
If the Pcard was declined for another reason, you can contact the Pcard team at
[email protected] for additional information and assistance related to the declined transaction.
Reimbursing the District
Personal purchases: Using the District Pcard for personal purchases is strictly prohibited. If you use the
District Pcard for a personal purchase by mistake, or cannot get tax reimbursed from a vendor you are
required to reimburse the District immediately. In order to do so, complete the following steps:
1. Completely fill out the Pcard Reimbursement Form
2. Reconcile the transaction in PaymentNet and include a copy of the completed reimbursement
form with your transaction documentation
3. Mail the completed District reimbursement form with your check or money order (Do not send
cash) to:
Denver Public Schools Office of the Controller – Cashier
1860 Lincoln Street, 11th Floor Denver, CO 80203
14 | P a g e
Roles & Responsibilities
Cardholders are responsible for:
IMMEDIATELY reporting a lost or stolen card to JP Morgan 1-800-270-7760. Your school/department may be liable for all purchases made before a card is reported lost or stolen.
Making purchases for your school/department of authorized and allowed goods up to your designated Pcard limit
Making purchases in compliance with information contained in this handbook.
Ensuring the Pcard is not used by anyone except the cardholder (the person whose name is printed on the card). The cardholder will be held responsible for all transactions on their account
Ensuring original itemized merchant documentation is complete, available and attached to every transaction.
Reviewing all transactions for accuracy. And marking transactions as “reviewed” in PaymentNet so that they are routed to your reconciler or approver. Accountability points will be assessed for transactions not marked reviewed
Ensuring all transactions are reconciled by the reconciliation deadline (even if the reconciliation is being completed by another employee)
Reconcilers are responsible for (in many cases the cardholder and reconciler are the same person):
Coding transactions in PaymentNet
Confirming receipts are attached to the correct transaction in PaymentNet
Marking transactions as approved in PaymentNet so that they are routed to the cardholders final approver
Approvers are responsible for:
Confirming purchases are allowable in accordance with District policies and procedures
Approving transactions for all direct reports who have a District Pcard
Notifying the Pcard Team of transfers or terminations for their direct reports with District Pcards
Notifying the Pcard Team of direct reports who no longer require a Pcard to successfully perform their job duties
15 | P a g e
Pcard Accountability Program Procedures
The District Pcard plays a significant role in enabling employees to acquire business related goods for their
department or school. While cardholders are expected to follow all of the policies and procedures outlined
in the Denver Public School Pcard Handbook, it is recognized that occasional errors or oversights may
occur. In recognition of the fact that some violations are more severe than others, this document
describes the point system assigned to various Pcard violations. This system is not meant to negate or
diminish the importance of complying with Pcard policies and procedures. Rather, it recognizes that
consequences should be in proportion to the severity of the type of violation. Pcards are temporarily
suspended for a three month period when 50 points are accrued and permanently suspended when 100
points are accrued within a one year period.
If a cardholder accrues more than 100 points in their initial audit, they will have an opportunity to reinstate
their Pcard. If a cardholders’ privileges have already been permanently suspended, the former cardholder
will not be able to participate under this program.
The Pcard team will conduct random audits throughout the year. Transactions will be audited and points
will be assessed according to the accountability program below. Points will accrue over a one-year period.
Cardholders who have not had their Pcard permanently suspended will have their violation points reset
to zero every fiscal year in July.
Points will be tracked within the cardholder’s PaymentNet profile and can be viewed by the cardholder or
the cardholder’s supervisor at any time. Cardholders will be notified when points are assessed and will be
provided with the audit details. If there are questions regarding how/when points were assessed, contact
[email protected] for further information.
Accountability Point Exception Procedure
If you believe accountability points have been assessed to your account for circumstances beyond your
control and would like to request an exception be granted, please complete all steps below. Exception
request must be submitted within 90 days of the billing cycle end date for which points have been
assessed
1. Review accountability point notice and transactions for which accountability points were assessed
for accuracy (include a copy of the notice with your request)
2. Provide a clear and complete explanation as to why an exception should be granted for the
accountability points assessed
3. Request approval from your immediate supervisor and CFO, Mark Ferrandino
4. Submit approved request to [email protected]
16 | P a g e
17 | P a g e
Consequences for accountability point accrual
First Suspension
Point Value Communication
5 Notice that points have been assessed
12 Warning to cardholder & supervisor that (25%) of points have been assessed to cardholder
25 (50%) Cardholder Refresh training encouraged
37 Warning to cardholder & supervisor that (75%) of points have been assessed to cardholder
50 (100%) reduce credit limit to $1 for 3 months. Reinstatement process required for card reactivation
Second Suspension
Point Value Communication
55 Notice that points have been assessed
62 Warning to cardholder & supervisor that (25%) of points have been assessed to cardholder
75 (50%) Cardholder Refresh training required - In person with pcard team (contact to schedule)
87 Warning to cardholder & supervisor that (75%) of points have been assessed to cardholder
100 (100%) Cardholder no longer eligible for pcard. Card is canceled
Previous cardholders who are no longer eligible for a District Pcard may not be eligible for District positions
in which holding a District Pcard is required. Revocation of your Pcard may affect your current position
within the District if a Pcard is required to successfully perform your job. As such, it is important for all
cardholders to fully comply with District Pcard policies.
18 | P a g e
Transactions closed to default account
Transactions that have not been reconciled by 5pm on the 1st business day following the billing cycle close
will be coded to a default account code based on the cardholders BR group as assigned in GHR.
Transactions that are closed to a default account code cannot be changed in PaymentNet and will accrue
accountability points.
To more appropriately classify expenses. We encourage users complete a journal entry for any expenses
closed to the default account. For audit purposes, cardholders are required to attach transaction
documentation to all transactions, even those closed to a default account. Failure to do so will accrue
accountability points.
Transactions that are not approved will be reviewed by the financial services leadership team for
compliance. Any approvers who do not consistently approve transactions for their direct reports may be
contacted by financial services leadership.
Reporting potential improper use of the District Pcard
DPS’s mission is to provide all students the opportunity to achieve the knowledge and skills necessary to
become contributing members of our society. With this purpose comes responsibility: we must ensure
that we fulfill the District’s commitments while upholding a high standard of integrity and ethical business
conduct.
To anonymously submit information on potential fraud, waste or abuse of District property, assets and
resources, please visit www.IntegraReport.com using DPS subscriber code DPSK12. You can also call the
automated phone hotline 24 hours a day, seven days a week at 855-858-3344
Transferring or Canceling a Pcard
19 | P a g e
Employee Transfers
If an employee transfers to another department/school within the District, their immediate supervisor
should notify the Pcard Team at [email protected]. The Pcard Team will work with the
employee’s new supervisor to confirm whether or not a Pcard will be necessary in their new position. If it
has been determined the employee will need a Pcard for the new position, the Pcard team will update
the approval hierarchy for that particular employee to ensure approvals are routed to the correct
supervisor and default accounts are adjusted to reflect the employees new work assignment. Cardholders
who have transferred within the District should keep their Pcard as the transfer will be managed within
PaymentNet.
If the transfer occurs in the middle of a billing cycle, all transactions for the original department should be
reconciled within PaymentNet before the approval hierarchy is updated to ensure transactions are routed
correctly.
Employee Termination
Employees may leave the District at any time either voluntarily or with due cause. Supervisors are required
to notify the Pcard team at [email protected] as soon as an employee termination has been
identified. This will ensure the employee has an opportunity to reconcile any remaining transactions on
their Pcard and the account is closed on their final day.
Approver and Reconciler changes
Changing a reconciler
Reconcilers play an important role in supporting District cardholders with accurately coding transactions
and ensuring the proper support documentation is provided for all transactions. The person assigned to
this role may change based on department or school needs. To change or remove a cardholder’s assigned
reconciler, complete the Pcard reconciler change request form 5 business days before the change should
take effect. Reconciler change requests may be processed at any time after they are received and will
always be completed by the effective date requested. The new reconciler must complete training before
access will be granted.
Selecting a proxy approver for extended leave
Approvers who will be on an extended leave of absence for more than 3 weeks or on the approval deadline
and will not have access to approve transactions for their cardholders should request a proxy approver
during their absence. These requests can be submitted to [email protected] and should be done
two weeks in advance of the leave when possible.
PaymentNet Use
20 | P a g e
Logging into PaymentNet
Your PaymentNet log in credentials are emailed in two separate emails directly from JP Morgan Chase.
One email includes your username and the other includes your password. If you have not received this
information, please contact [email protected].
The organization ID is: DPSCARD
If you have forgotten your password, please use the “Forgot your Password?” link on the PaymentNet log
in screen. You must use this option before three failed log in attempts or your account will be locked. If
you have locked yourself out of PaymentNet, you must contact [email protected] to have it reset.
Please note this email box is only monitored during normal business hours. If your request is sent in after
business hours, please wait until the next business day for a response.
Setting up PaymentNet Preferences
PaymentNet has a variety of features to customize the program to your preferences. While much of the
customization is up to the discretion of the user, there are a few areas which are required and must be
set up by the user the first time they log into PaymentNet.
Email Notifications: Signing up for email notifications is required. These notifications will inform you when
you have a new transaction to reconcile or approve and will remind you of items pending action. These
notifications will help to prevent the accrual of accountability points for failing to reconcile your Pcard
transactions.
1. Log into PaymentNet
2. On the top right corner, select “my profile”
3. Select “Transactions for review” and “rejected transactions” if you are a cardholder
4. Select “Transactions for approval” if you are a reconciler or a transaction approver
5. Select all three if you are a cardholder and a reconciler or approver
Completing assigned tasks in PaymentNet
21 | P a g e
Reviewing a transaction in PaymentNet
All cardholders must review their transactions in PaymentNet before they are routed their reconciler or
approver.
1. Log into PaymentNet
2. Select the “transactions” Drop down menu and “manage”
3. Open a transaction by double clicking the line
4. Review for accuracy
5. If you complete your own reconciliations attach receipt, complete coding and mark the
transaction as “reviewed”. If you do not complete your own reconciliation mark the transaction
as “reviewed”
6. Save
7. Transaction will be routed to your reconciler or approver
Reconciling a transaction in PaymentNet
1. Log into PaymentNet
2. Select the “transactions” Drop down menu and “manage”
3. Open a transaction by double clicking the line
4. Attach receipt and save
5. Complete coding and mark the transaction as “approved”
6. Save
7. Transaction will be routed to the cardholders supervisor for approval
Approving a transaction in PaymentNet
1. Log into PaymentNet
2. Select the “transactions” Drop down menu and “manage”
3. Open a transaction by double clicking the line
4. Review that transaction has appropriate transaction documentation, is coded correctly and an
allowable purchase according to District policy and Department or School business needs, then
mark “approved”
5. Save
6. Transaction is approved and ready for monthly upload to the GL
Financial Services staff can access monthly transaction reports from PaymentNet on the financial services
shared drive to assist in providing support to their assigned schools or departments.
Additional Resources
Quick Reference Guides (QRG’s) related to PaymentNet use are available on the following topics:
22 | P a g e
Approver: view & review transactions
Cardholder: view & review transactions
PaymentNet Login & Set-up
Custom transaction query
Custom approval query
Hands-on support will also be available at monthly open lab sessions. Open lab sessions are intended for
employees who have completed Pcard training and reviewed the handbook & other available resources
but may need help with specific questions on some area of the process. This is not a training class but
rather a working lab for assistance. These labs are open on a drop-in basis.
Help Lab Schedule FY17
School or department visits can be scheduled for one on one support. Contact [email protected]
for details.
Key Program Contacts
JP Morgan Chase customer service: 1-800-270-7760
Pcard customer service and general inquiries: [email protected]
Christa Riley, Pcard Administrator: 720-423-2668 or [email protected]
Corrie Contreras, Program Manager: 720-423-3879 or [email protected]