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District Credit Card Program

General Information

New Haven Unified School District uses various methods to accomplish the purchase of goods. These methods, such as petty cash, purchase orders, and open purchase orders have proven to be costly, and occasionally they have not been accepted by merchants.

The Supplies Credit Card will be used as the first option before other existing methods to obtain standard supplies costing $400 per item. To properly evaluate the effectiveness of the bank card, all cardholders are encouraged to use it as the first option.

NOTE: This card should not be used to purchase items available in through our “Just In Time” (JIT) system. Unless time does not permit delivery cycle, or product is not available.

Definitions

Credit Card Uses

Supplies

The Supply Credit Cards have a single transaction limit of $400.00. “Supplies” are defined as any practical commodity used in the daily operation of business, which cannot be obtained through our JIT system. (Items purchased with your Supply Credit Card would be items you previously purchased through Petty Cash). KEEP ALL RECEIPTS AND SUBMIT THEM WITH THE MONTHLY BANK CARD STATEMENT TO YOUR APPROVAL OFFICER MONTHLY.

Area of Responsibility

US Bank

The US Bank Bankcard System is the bank card contractor who will issue the bank cards. All cardholders will receive their bank card from the office of the Chief Business Officer. The bank card will be attached to a memorandum which must be signed by the cardholder and approving official acknowledging the receipt of the bank card. The memorandum must be mailed back to Business within three (3) days from receipt of the bank card.

Business Department

The Business Department will administer the credit card program and be responsible for accumulating, reporting, and coordinating all reports in the Business Office.

Cardholder

The cardholder is responsible for ensuring the bank card is used appropriately and all purchases of commodities are within the New Haven Unified School District’s purchasing procedures and policies.

Approving Official

The Approving Official is responsible for reviewing the charges to ensure that the purchases are appropriate and not on the prohibited list and proper documentation is included.

Accounting

The Administrative Assistant in the Business Department is responsible for preparing the payments for US BANK. She and the Chief Business officer will perform audits to assure schools/departments are reconciling statements and turning them in on a regular basis.

Procedures – Cardholders

1. Responsibility

The Cardholder is responsible for signing and returning the Cardholder Agreement to their Approval Officer as soon as they receive their credit card.

The Cardholder is responsible for calling the bank to activate their card once they receive it (1-800-227-6736).

The Cardholder is responsible for ensuring the bankcard is used appropriately and all purchases of commodities are in compliance of New Haven Unified School District’s purchasing procedures and policies.

2. Obtaining Goods

Cardholder uses the bankcard to purchase goods in person, over the Internet, or by telephone. Cardholder is responsible for follow up of all items ordered by Internet or phone.

3. Security of Bank Card

Cardholder is responsible for the security of the bankcard.

4. Credit Card Maximum Limits

Cardholder’s limit for individual item credit limit for supplies is $400. See your Statement for your monthly limit.

5. Obtain Commodity

The cardholder will either go to the place of business and obtain the commodity, or call and place the order. In either case, the cardholder will require the vendors to itemize the receipt/invoice. An itemized receipt/invoice consists of the following information:

For commodity purchases

  • Description of commodities purchased
  • Quantity purchased
  • Price per item
  • Amount of Sales tax and total amount
  • Shipping charges, if the District is liable for the cost

NOTE: The Supplies Credit Card is NOT to be used to purchase equipment (computers, printers, TV, etc.) valued over $400, or services.

6. Monthly Bank Card Log

Upon completing the bankcard transaction, whether by telephone, computer, or in person, the cardholder shall immediately complete the Monthly Bankcard Log (attached) to record the following information:

  • Date of purchase
  • Description of purchase
  • Vendor’s name
  • Dollar amount
  • Budget number if different than 4310 account*

*NOTE: When Accounts Payable pays the District Visa credit card invoice, they always charge the account that the cardholder set up as the “default” account (usually, that is the 4310 account). When a school or department needs to charge an account other than the one that is on your card, they should state clearly what account code is to be used for each transaction.

7. Bankcard Receipt/ Invoice

Whether the purchasing transaction is by telephone or in person, the cardholder shall require the vendor to itemize the receipt or invoice. NO RECEIPTS COMMINGLED WITH PERSONAL EXPENSES WILL BE ACCEPTED.

Once the Monthly Bank Statement arrives, all receipts should be attached to the Statement, the statement should be reconciled with the monthly log, and the statement and receipts should be forwarded to the Approval Officer.

If the cardholder has lost receipts/invoices, whenever possible, he/she should contact the vendor and request a duplicate copy. (See “Cardholder Statement of Questioned Item” form attached).

8. Bank Statement

  1. At the close of each billing cycle (monthly), each Cardholder will receive an individual bankcard statement.
  2. Cardholder reviews the statement for accuracy and reconciles the Bank Statement with Monthly Bankcard Log.
  3. Cardholder is responsible for attaching receipts to the Monthly Bankcard Statement and forwarding the Statement to their Approval Officer within three Business days of receipt of their Bank Statement.
  4. If the purchase should be coded to any account other than the account code which appears on their credit card and their Monthly Statement (usually 4310), clearly state code to be used on the statement.
  5. If an item is billed incorrectly, the cardholder must provide a complete explanation on the monthly statement in addition to completing a “Cardholder Statement of Questioned Item” form (copy attached).
  6. Cardholder is responsible for contacting the bank contractor (not NHUSD) on questionable items or disputed items which appear as a transaction on the bank statement within 30 days after the date of the invoice report.
    • Cardholder will complete the “Statement of Questioned item” form and mail as instructed on bottom of the form. Cardholder will attach a copy to the monthly Bank Card Purchase Report.
    • Cardholder will cross the transaction off the bank statement and attach a copy of the “Questioned Item” form to the bank statement.
    • If items purchased with the credit card are found defective, the cardholder has the responsibility to return the item(s) to the merchant for replacement or to receive a credit on the purchase. If the merchant refused to replace the faulty item, then the purchase of this item will be considered to be in DISPUTE.
    • A review of various dispute reasons can be located on the following pages.
  7. Charge back receipts shall be kept until the credit transaction shows up on the bank statement. Charge back receipts then shall be attached to the bank statement.
  8. Cardholder will approve/sign/date the bank statement and Monthly Bank Card Purchase Report.

Procedures – Approving Official

1. Reconcile Bank Statements

Approving Official will be sent the following by the bank contractor:

  • Business Account Summary (R090). This is a composite statement of all the individual cardholders the Approving Official is responsible for who have used their credit cards in the last billing period. For information only.
  • I.M.P.A.C. Financial Summary (R063). This is the document which will recap all of the cardholders’ charges and will be used as the “invoice” for billing purposes. This document must be attached to all of the Approving Official’s cardholders statements and documentation.

Cardholder’s Bank Statement. Upon receipt of the cardholder’s bank statement and documentation, the Approving Official will be responsible for the following:

  • Reconciling the bank statements and documentation received from the cardholders with the Approving Official’s I.M.P.A.C. Financial Summary
  • Within five (5) working days after receipt of the cardholder’s bank statement and documentation, the approving official will be responsible for the following:
    • Reviewing, approving, initialing, and dating the bank statement and forwarding the bank statement and documentation to Accounts Payable for payment.
    • Comparing the bank statements and documentation received from cardholders with the approving official’s bank statement provided by the bank contractor.
    • Reviewing charges to ensure that purchases are appropriated and not on the prohibited lists and that proper documentation (Purchase Report, invoices/receipts) is included.
    • Forwarding the entire package to Assistant Superintendent, Business’s office while retaining a copy of your Monthly Bank Card Log for 90 days.

Procedures – Support Staff

Administrative Assistant, Business Services is responsible for:

  • preparing claims for payment
  • notifying card holders if statements not reconciled in a timely manner
  • notifying card holders if procedures not followed (e.g., needs receipts, change in account code, etc.)

Chief Business Officer is responsible for:

  • Coordinating the bank card program with the State Department of General Services and U.S. Bank for requesting various management report
  • Ordering and canceling credit cards
  • Original, signed Cardholder Agreements
  • Monitoring proper usage of credit cards. Any improper usage will be brought to the attention of the Approval Officer.
  • Working with Accounts Payable to assure statements are turned in a timely manner.
  • Requesting credit cards for new employees; accepting returned cards to when employees leave the District.

Prohibited Uses

  • Items available through our JIT system, except emergencies
  • All Equipment over $400.
  • Splitting of purchases to circumvent the monthly limitation.
  • Services which are repetitious in nature or exceeds the monthly limitation in any one year
  • Carpeting
  • Alcoholic beverages
  • Art Work
  • Consultants, instructors and speakers
  • Centralized Maintenance Agreements
  • Service Agreements
  • Personal Items
  • Personal Services
  • Rental Agreements
  • Lease/Purchase Agreements
  • Automotive Gasoline and Oil
  • Facility Improvements (ex. Maint. Dept.)
  • Food*

Exception: Instructional program usage.

Replacing Bank Cards

There will be instances where replacement of bank cards will be needed or a new card issued. It will be the Approving Official’s responsibility to initiate this process. Follow the instructions below which applies:

1. Replacing a Cardholder

When a cardholder leaves the program, a memorandum from the approving official will be submitted along with the cardholder’s bank card to the Business Office. DO NOT FOLD, SPINDLE OR MUTILATE BANK CARDS.

2. Replacement of Worn Out Card/Defective Cards

If a bank card needs to be replaced because it is worn out or defective, a memorandum from the approving official requesting a bank card replacement must by submitted along with the worn out bank card to the Business Office. DO NOT FOLD, SPINDLE OR MUTILATE BANK CARDS.

3. Reporting Lost Bank Card

Cardholder will immediately contact the bank contractor, approving official and the Purchasing office. Provide the complete cardholder name (as shown on the bank card), card number, date reported to the police (if applicable, and date bank contractor was notified.

  • Contact the Bank Contractor
  • Call 1 800-227-6736

A memorandum from the approving official documenting the lost card will be submitted to the Purchasing Office.

The Business Office will contact the bank contractor. A replacement card will be ordered within two (2) days of receipt of memorandum.

Dispute Reasons

The various charge back reasons which you will use most often are described below. These reasons correlate with those found on the Cardholder’s Statement of Questioned Item form. If you have any questions regarding the appropriate charge back reason to use, please contact the US BANK Customer Service Staff at 1-800-227-6736.

Unauthorized Mail/Phone Order

This reason should be used for telephone or mail order transactions. If a sales slip is signed or imprinted with the cardholder’s card, this reason does not apply.

Duplicate Processing

This reason is used when a transaction has been multiple billed to an account. The amounts must be the same. The cardholder should provide the transaction details of the original billing, such as dollar amounts, transaction date, etc.. A copy of the monthly bank card statement on which the billings occur and copy of the original sales slip should be forwarded with the Cardholder’s Statement of Questioned Item form to Accounting.

Merchandise Not Received Due to Cancellation

In the event merchandise was canceled, full details should be provided such as why the transaction was canceled and date of cancellation.

Merchandise Returned

In the event merchandise was returned and a credit has not yet posted, the cardholder should describe the reason for returning the merchandise and the date the item was returned. A copy of the reference number on the monthly statement, postal, UPS or other official receipt proving the merchandise was returned should be forwarded with the Cardholder’s Statement of Questioned Item form.

Credit Not Received

This reason may be used when the cardholder has received a credit voucher or written refund acknowledgment from the vendor, but the credit has not posted to the cardholder’s account within 30 days from the date on the voucher or acknowledgment. The cardholders acknowledges participation in the transaction but the goods were returned or the services canceled.

The cardholder should state the amount of credit they are expecting and provide a copy of the SOA (statement of account) and credit voucher or acknowledgment letter and forward these with the Cardholder’s Statement of Questioned Item form.

Alteration of Amount

This reason is used when the cardholder participated in the transaction and indicates that the amount was altered without permission. The cardholder must acknowledge the amount before alteration and a copy of the cardholder’s copy of draft must be provided to support this reason. The amount of the credit would be the difference between the amount before alteration and after alteration. The sales draft copy should be forwarded with a copy of the SOA and Cardholder’s Statement of Questioned Item form.

Inadequate Description or Unrecognized Charge

In the event the cardholder does not recognize the transaction description, they should request that US BANK. supply a copy of the sales draft due to inadequate description or unrecognized charge. This should be requested only after reviewing their supporting documentation and insuring a merchant (vendor) description or location error has not occurred.

Upon receipt of the request for copy, US BANK. will order a copy of the sales slip which is generally received within 30 days.

In the event the vendor’s processing bank cannot provide the copy within Visa allotted time frames, the cardholder’s account will be credited until such time as a valid draft is received. If I.M.P.A.C. provides a copy and the cardholder determines that a valid dispute exists, a new Cardholder’s Statement of Questioned Item form should be sent to I.M.P.A.C. immediately. In either instance, the applicable SOA should be forward with the Cardholder’s Statement of Questioned Item form.

Not as Described

This reason is used when the cardholder claims goods or services were not received as described. The written document of what was to be delivered must be different than what was actually delivered. It is important that the sales draft be specific of what was purchased. For example, this reason could not be used when the cardholder was expecting a Sony tape recorder, model LXX210 and when he or she got back to the office they determined that a Sony model B640 was in the box and the sales draft simply said “tape recorder”.

In a telephone order situation, the verbal description is considered the “document characterization.” The cardholder must explain in his or her letter how the verbal description was different from what was actually received.

An attempt must be made to return the goods and must be stated in the cardholder complaint. If merchandise was returned, proof of such return should be forwarded with a copy of the SOA and Cardholder’s Statement of Questioned Item form to I.M.P.A.C..

Cardholder Dispute

This reason should be considered only after reviewing other specific chargeback reasons. This reason requires that the cardholder attempt a resolution with the merchant. A complete description of the problem and the attempted resolution should be provided on the Cardholder’s Statement of Questioned Item form. Additionally a copy of the sales slip and a copy of the Cardholder’s Statement of Account on which the transaction appears should be forwarded with the Cardholder’s Statement of Questioned Item form.

Other Dispute Reasons

In the event the reasons discussed here and identified on the Cardholder’s Statement of Questioned Item form do not fit the cardholder’s dispute circumstances, the cardholder should submit a Cardholder’s Statement of Questioned Item form with the transaction detail, a copy of the applicable SOA and a detailed letter of the circumstances of the dispute. Reference should be made to any contact with the vendor, names, telephone numbers, etc. that would be helpful in our research.

For all disputes submitted for consideration, a cardholder signature is required.

Business Procedures