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Lesson 3 of 13 User Roles Cardholder Check the boxes as you review them to record your progress. Ensure ProCard is used for authorized purchases only Maintain card in a secure location at all times NEVER allow other individuals to use your ProCard DO NOT make purchases for departments/campuses for which you are not assigned/authorized DO NOT have orders delivered to non-district locations Obtain an itemized receipt or invoice for ALL transactions Scan COMPLETE receipts/support documentation - provide to the requisitioner to upload each receipt to the transaction Reconcile Cardholder monthly statement Resolve errors, disputes & returns Report status changes and changes in work location Report lost or stolen cards immediately Monitor the OneSource allocation and approval processes OneSource Requisitioner Check the boxes as you review them to record your progress. Communicate with the Cardholder Run ProCard Report – ZPC – to view new data, allocated data and approved data. Allocate all ProCard transactions to the appropriate budget within 10 working days of receipt of noti cation via email Record the Purpose of Purchase for each transaction. NOTE: The purpose of each transaction must be concise and direct. Simply listing “supplies” is not a su cient reason for a purchase. Refrain from general copy/paste statement. Scan/attach itemized receipts/support documentation to every transaction including a List of Attendees for meetings, workshops, etc.
All ProCard transactions are in “My Inbox” Scan all ProCard receipts – JPEGs or PDFs only Z000 Report to verify budgets Attach the correct receipt Add comments Attach sign in sheets for food transactions Change the G/L Account on the second line if needed ZPC Report for all completed, successful and pending transactions. ProCard transaction rejected? Review the reason Make the changes Select the Save button Select the “complete work item” button to resend corrected transaction Principal/Department Manager Check the boxes as you review them to record your progress. Directly responsible for overseeing all activity of the ProCard to ensure compliance with policies/procedures and budget. Ensure the ProCard is used for authorized purposes only Review/Audit/Approve transactions in OneSource Review/Audit/Approve budget and attachments for all transactions Approve all card transactions within 10 business days ZPC Report – Your “new” best friend. The ZPC report allows you to view new, allocated, and approved data. ProCard primarily uses this reporting tool to identify outstanding ProCard allocations. Check all the boxes for the content above before you can continue.
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- Page 7 and 8: The district will pay for refreshme
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- Page 11 and 12: Membership Upgrades UNALLOWABLE Sal
- Page 13 and 14: Flowers, Plants & Edible Arrangemen
- Page 15 and 16: Lesson 6 of 13 Documentation and Re
- Page 17 and 18: UNACCEPTABLE: Does not show items p
- Page 19 and 20: Lesson 7 of 13 Controls Spending Li
- Page 21 and 22: Lesson 8 of 13 Knowledge Check Scen
- Page 23 and 24: I need 3 new iPads for use in my cl
- Page 25 and 26: It only comes to $987. Won't that t
- Page 27 and 28: Hi, I'm from Procurement. Do you kn
- Page 29 and 30: Lesson 9 of 13 Knowledge Check Scen
- Page 31 and 32: We're hosting a group of principals
- Page 33 and 34: Why can't we have breakfast? 1 Brea
- Page 35 and 36: Not so quick! Before you can provid
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- Page 39 and 40: Scenario 3: Mrs. Harvey CONTINUE Sc
- Page 41 and 42: It comes to a bit over $1,500. Is t
- Page 43 and 44: Scenario End Add text here to let l
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- Page 49 and 50: We're short a few soccer balls for
- Page 51 and 52: Then what are my options? 1 We can
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Lesson 3 of 13<br />
User Roles<br />
Cardholder<br />
Check the boxes as you review them to record your <strong>pro</strong>gress.<br />
Ensure ProCard is used for authorized purchases only<br />
Maintain <strong>card</strong> in a secure location at all times<br />
NEVER allow other individuals to use your ProCard<br />
DO NOT make purchases for departments/campuses for which you are not assigned/authorized<br />
DO NOT have orders delivered to non-district locations<br />
Obtain an itemized receipt or invoice for ALL transactions<br />
Scan COMPLETE receipts/support documentation - <strong>pro</strong>vide to the requisitioner to upload each receipt to the transaction<br />
Reconcile Cardholder monthly statement<br />
Resolve errors, disputes & returns<br />
Report status changes <strong>and</strong> changes in work location<br />
Report lost or stolen <strong>card</strong>s immediately<br />
Monitor the OneSource allocation <strong>and</strong> ap<strong>pro</strong>val <strong>pro</strong>cesses<br />
OneSource Requisitioner<br />
Check the boxes as you review them to record your <strong>pro</strong>gress.<br />
Communicate with the Cardholder<br />
Run ProCard Report – ZPC – to view new data, allocated data <strong>and</strong> ap<strong>pro</strong>ved data.<br />
Allocate all ProCard transactions to the ap<strong>pro</strong>priate budget within 10 working days of receipt of noti cation via email<br />
Record the Purpose of Purchase for each transaction.<br />
NOTE: The purpose of each transaction must be concise <strong>and</strong> direct. Simply listing “supplies” is not a<br />
su cient reason for a purchase. Refrain from general copy/paste statement.<br />
Scan/attach itemized receipts/support documentation to every transaction including a List of Attendees for meetings, workshops, etc.
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