Denver Public Schools

Pcard Program Handbook

Revised June 2017

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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

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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.

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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

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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 Pcardsupport@dpsk12.org. 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 Pcardsupport@dpsk12.org 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.

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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

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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.

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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 Pcardsupport@dpsk12.org 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.

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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

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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

Pcardsupport@dpsk12.org

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

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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.

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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

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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

Pcardsupport@dpsk12.org 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

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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

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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

Pcardsupport@dpsk12.org 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 Pcardsupport@dpsk12.org

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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.

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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

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Employee Transfers

If an employee transfers to another department/school within the District, their immediate supervisor

should notify the Pcard Team at pcardsupport@dpsk12.org. 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 Pcardsupport@dpsk12.org 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 Pcardsupport@dpsk12.org and should be done

two weeks in advance of the leave when possible.

PaymentNet Use

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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 Pcardsupport@dpsk12.org.

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 Pcardsupport@dpsk12.org 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

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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:

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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 Pcardsupport@dpsk12.org

for details.

Key Program Contacts

JP Morgan Chase customer service: 1-800-270-7760

Pcard customer service and general inquiries: Pcardsupport@dpsk12.org

Christa Riley, Pcard Administrator: 720-423-2668 or Christa_Riley@dpsk12.org

Corrie Contreras, Program Manager: 720-423-3879 or Corrie_Contreras@dpsk12.org