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Lesson 4 of 13 Using the ProCard Approved Vendors The ProCard can only be used to make purchases with Board approved vendors. All approved vendors with fully executed contracts are located in the Purchasing Supplier Search link: http://www.houstonisd.org/Page/103941 The HISD monthly Board Agenda –Section I-1 http://www.houstonisd.org/domain/7947 How to Search the Approved Vendor List.pdf 939.1 KB Purchases What You CAN Buy What NOT to Buy O ce Supplies Instructional Materials Athletic Supplies Audio Visual Products Awards/Trophies Electrical Supplies Music/Media Supplies Technology Accessories (keyboards, mouse, USB drives, tablet covers, laptop bags, etc.) Conference Registrations - less than $1000 Magazine Subscriptions Gifts (includes owers, plants, and Edible Arrangements) Gift Cards/Donations Travel-Related Expenses (Airfare/Lodging/Car Rental) Tips Monthly payments/Past due invoices Capital Equipment/Technology Services requiring an Agreement or Contract Utilities/Cable Entertainment Jewelry Shops Cash Advances Furniture Membership upgrades (i.e. Sam's Plus) Food and Refreshments As stated in the Unauthorized Expenses section of the Finance Procedure Manual (FPM), the District will not pay for co ee, soft drinks, or other refreshments for o ce personnel consumed on a daily basis.
The district will pay for refreshments and/or meals for business meetings and in-services (both for District and Non-District personnel) where such meetings are directly related to District operations and are subject to the following limitations, based on meeting length. NOTE: District policy and funding DOES NOT provide for the serving of breakfast for morning meetings, regardless of meeting length. Meetings or in-services lasting less than 2 hours – District policy and funding does not provide for the serving of food and refreshments for meetings lasting less than 2 hours. Meetings or in-services lasting 2 hours or more, but less than 4 hours – District policy and funding allows for the serving of co ee, soft drinks, snacks, not to exceed $5.00 per person. Meetings or in-services lasting 4 hours or more – District policy and funding allows for the serving of co person. ee, soft drinks, snacks plus lunch, not to exceed $12.00 per person, or dinner not to exceed $16.00 per The end user must obtain 3 quotes for each catering purchase with 1 quote being from HISD Nutrition Services. It is not required that the purchase be from the supplier of the lowest quote. The meeting agenda and sign-in sheet are required for each purchase. Attach all three quotes, the agenda and the sign in sheets at allocation. Sales Tax, Tips, and Credits HISD is a Tax Exempt entity. The tax exempt number is printed on the card. If taxes are paid on the transaction, the cardholder will be responsible for reimbursing HISD for the taxable amount. Check the receipt for sales tax charges prior to signing the receipt. Sales tax must be credited by the merchant to the card account or reimbursed to the district by the Cardholder Reimbursement for tax and gratuity payments is required Review all tabs and check all boxes before you can continue.
- Page 1 and 2: HISD ProCard Policy and Procedure R
- Page 3 and 4: Lesson 2 of 13 HISD ProCard A ProCa
- Page 5: All ProCard transactions are in “
- Page 9 and 10: Refreshments for meetings under 2 h
- 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
- Page 45 and 46: Hi, I'm from Procurement. Do you kn
- Page 47 and 48: Lesson 11 of 13 Knowledge Check Sce
- Page 49 and 50: We're short a few soccer balls for
- Page 51 and 52: Then what are my options? 1 We can
- Page 53 and 54: Hi, I'm from Procurement. Do you kn
- Page 55 and 56: Lesson 12 of 13 Resources Purchasin
Lesson 4 of 13<br />
Using the ProCard<br />
Ap<strong>pro</strong>ved Vendors<br />
The ProCard can only be used to make purchases with Board ap<strong>pro</strong>ved vendors. All ap<strong>pro</strong>ved vendors with fully executed contracts are<br />
located in the Purchasing Supplier Search link:<br />
http://www.houstonisd.org/Page/103941<br />
The HISD monthly Board Agenda –Section I-1<br />
http://www.houstonisd.org/domain/7947<br />
How to Search the Ap<strong>pro</strong>ved Vendor List.pdf<br />
939.1 KB<br />
Purchases<br />
What You CAN Buy<br />
What NOT to Buy<br />
O<br />
ce Supplies<br />
Instructional Materials<br />
Athletic Supplies<br />
Audio Visual Products<br />
Awards/Trophies<br />
Electrical Supplies<br />
Music/Media Supplies<br />
Technology Accessories (keyboards, mouse, USB drives, tablet covers, laptop<br />
bags, etc.)<br />
Conference Registrations - less than $1000<br />
Magazine Subscriptions<br />
Gifts (includes owers, plants, <strong>and</strong> Edible<br />
Arrangements)<br />
Gift Cards/Donations<br />
Travel-Related Expenses (Airfare/Lodging/Car<br />
Rental)<br />
Tips<br />
Monthly payments/Past due invoices<br />
Capital Equipment/Technology<br />
Services requiring an Agreement or Contract<br />
Utilities/Cable<br />
Entertainment<br />
Jewelry Shops<br />
Cash Advances<br />
Furniture<br />
Membership upgrades (i.e. Sam's Plus)<br />
Food <strong>and</strong> Refreshments<br />
As stated in the Unauthorized Expenses section of the Finance Procedure Manual (FPM), the District will not pay for co<br />
ee, soft drinks, or<br />
other refreshments for o<br />
ce personnel consumed on a daily basis.
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