PCard Policy for Title I

PCard Requirements When Using TI Funding

PCard Designated Purchaser(s):

Each school and program funded by Title I will identify up to two individuals who will have authority to use a PCard for purchasing. That individual will be responsible for following all district procedures (including Title I requirements) and getting all necessary approvals for PCard purchases in advance of the purchase.

PCard Purchases –Items Under $3,500 schools/$5,000 programs (excluding travel):

Because we have moved away from using a petty cash, a school or program may now use a PCard to purchase items under $3,500 (schools) and $5,000 (programss)  however, there is an additional process that must be followed when doing so and there are additional requirements about who may use a PCard for Title I purchases.  (Pre-Approval is Required)

• PCard Purchases of Materials (Instructional and Non Instructional 6430/6401): All materials, purchased with TI funds must be preapproved. On PeopleSoft, enter your purchase request on the Title I Order Form to get approval before you use the PCard to purchase. Once approved, purchase the item(s) with your PCard. (See page 6-7 for procedures for purchases under these budget codes). Print your approval to turn in with your PCard Statement and receipts by the 25th day of the month.
   
• PCard Purchases of Food (6490): All food purchased with TI funds must be preapproved. On PeopleSoft, enter your purchase request on the Title I Order Form to get approval before you use the PCard to purchase food. Once approved, purchase the food with your PCard. (See page 11 for procedures for purchase of food and the requirements under that code). Print your approval to turn in with your PCard Statement and receipts by the 25th day of the month.

Reconciliation of your PCard Account: Reconcile your PCard account according to district procedures. Include your TI approval with your reconciled PCard documentation when you submit it to the Business Office with the PCard Statement and Receipts.

Monitoring of Purchases: The Title I Accounting Clerk will monitor PCard Statements against Title I Order form permissions. Unallowable expenditures will be moved to a school’s general fund budget.  Unallowable program expenditures will be moved to other general fund budgets determined by the supervisor of the program or their supervisor.

Failure to comply with PCard Procedures for Title I purposes: All district PCard procedures must be followed. In addition to district PCard procedures, these additional procedures must also be followed when a PCard is used for Title I purchases. Failure to follow these procedures could result in suspension of your PCard privileges for Title I purposes.