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.
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.
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.
The Business Department will administer the credit card program and be responsible for accumulating, reporting, and coordinating all reports in the Business Office.
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.
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.
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.
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.
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.
Cardholder is responsible for the security of the bankcard.
Cardholder’s limit for individual item credit limit for supplies is $400. See your Statement for your monthly limit.
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:
NOTE: The Supplies Credit Card is NOT to be used to purchase equipment (computers, printers, TV, etc.) valued over $400, or services.
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:
*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.
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).
Approving Official will be sent the following by the bank contractor:
Cardholder’s Bank Statement. Upon receipt of the cardholder’s bank statement and documentation, the Approving Official will be responsible for the following:
Administrative Assistant, Business Services is responsible for:
Chief Business Officer is responsible for:
Exception: Instructional program usage.
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:
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.
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.
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.
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.
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.
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.
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.
In the event merchandise was canceled, full details should be provided such as why the transaction was canceled and date of cancellation.
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.
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.
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.
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.
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..
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.
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.