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The purpose of the WDS Diamond Mind Purchasing Card Program is to establish a more efficient, cost-effective way for departments to make purchases of less than $____. The Wonderful Day School Purchasing Card should greatly reduce the volume of invoices, as well as the need for petty cash accounts.

Using the WDS Diamond Mind Purchasing Card will be a benefit to the School, its suppliers, and your department. The School will save time and money by consolidating paperwork, suppliers will receive payment more quickly, and your department will get its good and supplies without unnecessary delays.

You are being entrusted with the ability to make purchases on behalf of the School. If authorized, you will also be trusted to pay travel and entertainment expenses with your card. Along with this trust comes responsibility. Cardholders are expected to make sound business decisions in the best interest of the School, and always comply with the policies and procedures as set forth in this User Guide and the School Purchasing Manual.

2. How Does the Card Work?

Diamond Mind Purchasing Cards are for business use only. This means absolutely no personal purchases! The card is a special MASTERCARD credit card. It works like a personal credit card, except that the charges are billed directly to your department. The Diamond Mind Purchasing Card displays the cardholder's name and "The Wonderful Day School." The phrase "tax exempt" and the School's tax-exempt number are printed on the card.

Purchases are charged directly to the cardholder's department monthly. Most cards have specific spending limits of $_____ per transaction and a pre-set maximum of $____ for each 30-day billing cycle. Some cardholders may need different spending profiles and these may be requested. Cardholder may not split single transactions over $_____ into smaller transactions.

Each time you use your card, an electronic process verifies that your purchase is within these limits. If your purchase violates the limits, the supplier will not accept your order. Each cardholder will be responsible for reviewing his or her charges monthly. Improper use of the purchasing card will result in consequences ranging from suspension of cards to termination of employment.

3. How Do I Get The Card?

Any appointed School employee who has the responsibility for making purchases on behalf of his/her department may apply for a purchasing card. Print the Purchasing Card Application (.doc) found in the APPENDIX of this User Guide. Submit it to your Card Program Adiministrator (enter person's name _____________). Your Adminstrator will gain the necessary approvals for the application, identify a default departmental GL number for your charges (if applicable), and forward your application to the Business Officer/Head of School. Business Officer/Head of School will notify you when the card is ready, generally in about two weeks.

Before receiving your card, you must complete the online Purchasing Card Questionnaire. You must also print, review, and sign a Cardholder Agreement (.doc), found in the APPENDIX. Mail the signed agreement to Purchasing Services, 2467 S. Vine Street. Keep a copy for your records.

4. Cardholder Responsibilities

Read and abide by the policies and procedures found in this User Guide. Keep your card in a secure location and keep your card number confidential. Exercise caution in sharing your account information. Ensure that sales tax is not charged when making a purchase. The School's tax-exempt number may be printed on the face of the card. If you are inadvertently charged sales tax, you may be asked to contact the vendor for a sales tax credit.

Obtain and keep your receipt for each card transaction. YOU MUST HAVE AN ORIGINAL RECEIPT FOR EVERY CARD TRANSACTION. Receipts are critical to the integrity of the DU Purchasing Card Program.

Maintaining a log of your purchases is also required. Contact __________ x1_____ for instructions on using the iConnect and/or SDOL online transaction log. This log must be signed and must match both your statement and the receipts you submit.

At the end of the billing cycle (the 20th of each month or first business day thereafter) you must:

1. Print your statement from the on-line iConnect or SDOL system (click here for instructions).
2. Complete the online transaction log in Paymentnet. Each entry will match the on-line statement.
3. Attach an original receipt for each entry.
4. Submit this packet to your Adminstrator r by the __th business day of each month (or first business day thereafter).

Always try to obtain the best possible value for the School with your Diamond Mind Purchasing Card.

Resolve all incorrect charges and product returns with the merchant as quickly as possible.

IMMEDIATELY call _______________________ if your card is lost or stolen. Also, notify the Card Program Administrator (x_____) in the Purchasing Services office.

5. Unauthorized/Prohibited Purchases

Card misuse is serious. Any violation will result in disciplinary actions that may include immediate termination of employment. The purchasing card may not be used for any of the following categories:

o Personal charges
Honorariums
Payroll Expenses
Computer and fixed asset purchases
Cell phones and electronic devices with cell phone capabilities
Colorado sales tax
Interdepartmental purchases
Cash advances or cash refunds for returned card purchases
Travel and Entertainment expenses unless specifically authorized
Consulting or contract employee services that require contracts
Donations and contributions
Purchases requiring a specific contract requiring special routing through School Counsel or Purchasing Services
Purchases prohibited by the School's purchasing policies
Gifts, prizes, and awards (including gift certificates)

Gifts and Awards are generally given to students (and, in rare cases, staff members) as recognition of academic achievements.

Students: A check in recognition of some academic achievement should be processed with a direct pay. The student may or may not have had a position paid through Payroll. The award is not taxable.

Employees: All cash payments and recognition should be made through the School's annual merit and bonus processes. In the rare event that an award is given and approved outside of this process, the payment must be made through Payroll. These awards will be taxable.

Professional Development Grants: Funds given to staff as reimbursements for travel and conference expenses are legitimate School business expenses, and are not taxable. All supplies and equipment purchased with professional development or internal grant funding are the property of the School.

Outside Recipients: The payment may be made through Accounts Payable with appropriate documentation (including a W-9). The award will reportable on a 1099. This includes honorariums.

Violation of this or any other Purchasing Card policy will result in (at minimum) suspension of card privileges within five business days. Repeated violations will result in revocation of the Purchasing Card, and may include further disciplinary actions, up to and including termination.

6. Making a Purchase

If your purchase is $_____ or less, and is an approved School purchase, find a vendor who accepts MasterCard and provides the best value to the School. Ensure that your purchase does not include sales tax. When making a telephone order, tell the vendor that you are calling from The Wondeful Day School and that you are making your purchase with a MasterCard purchasing card. Emphasize that your purchase is tax exempt. Give the vendor your card name, card number, expiration date, tax-exempt number, and delivery address. Using a complete delivery address is critical. If you do not include your building and room number, Central Receiving will not know where to deliver your merchandise. Since these transactions are not posted in the Banner purchasing system, Receiving will also have no way to research a delivery location!! Upon delivery, inspect your order to verify order accuracy, quality, and price.

7. Receipts

Get a receipt from the vendor for each transaction. Receipts include charge slips, cash register receipts, or printouts of e-mail or web page transaction confirmations. For subscriptions, a copy of the renewal notice or initial subscription request is a receipt.

Receipts must include the following information:

Vendor name
Itemized description of items purchased
Transaction date and total

Receipts that do not clearly list the items purchased will not be considered adequate documentation. If you lose a receipt, or the receipt does not have adequate documentation, you must get a replacement receipt or a more detailed receipt from the vendor.

If the deadline for submitting receipts occurs before your replacement receipt has arrived, you may submit a "Purchasing Card Missing Receipt Form (.doc) " with the required information. This form is a "placeholder" for the receipt until it is received. When the original receipt is obtained, submit it with a copy of the corresponding log. Indicate on the log the transaction for which the receipt was not submitted.

8. Declined Purchase

If your purchase is not approved by MasterCard you can call Comdate _____________to determine the reason (phone number ), or ask the Card Program Administrator (x14015) to research the problem for you. If it is determined that you have exceeded your standard spending limits, you may ask your Card Program Coordinator to request a temporary increase in your spending limits on a case-by-case basis.

9. Returning an Item Purchased with a Card

For an in-person purchase, return the item directly to the supplier and obtain a credit receipt. Cash refunds are absolutely prohibited. If you made the purchase by phone, mail, or fax, contact the vendor for return instructions. Get a return reference number from the supplier, e.g., a Returned Material Authorization (RMA) or credit number. NOTE: Some suppliers may charge a restocking or handling fee. Be sure to check subsequent statements to verify you have received credit for the returned item.

10. Reviewing/Approving Statements

The statement period ends on the 20th day of each month, or the first business day thereafter. Periodically through out the month, you should check the accuracy of your charges on the web at _____________.com. Compare your charges to your receipts. Watch for:

Amounts that are higher than your log or receipts (after allowing for shipping charges)
Items on the statement that you did not purchase

If you find a discrepancy, follow the steps in "INCORRECT CHARGES" below.

Your Card Program Coordinator may move charges to appropriate Account Codes within your Org Code, and move charges between Funds or Orgs.. Your card statement cycle ends on the 20th of each month. You have five days to print and review your statement, and submit all required paperwork to your Coordinator (see Cardholder Responsibilities above). At the end of each month, your charges will be posted to a default FOAP, or the chosen FOAPs if changes have been made . FOAP changes after the end- of-month close must be made with Transfer Vouchers.

Remember, you must submit 3-Way Matching documents by the 25th of each month, or first business day thereafter. Your printed statement must match your log, and each log item must be accompanied by an original receipt.

Sign the log at the bottom.. Your signature affirms that:

The charges are correct with exceptions noted
All receipts are attached
All purchases are properly authorized business purchases
You have not been reimbursed for any of these purchases by any other method

Forward signed log, statement, and receipts to the Card Program Coordinator in your department. He/she will review and electronically approve your monthly charges, approve the log, and forward the information to Purchasing Services. Statements and receipts must be kept on files for 6 years.

11. Incorrect Charges

If you find an item on your statement that is incorrect, contact the vendor immediately to resolve the disputed charge. If the vendor does not resolve the discrepancy within 30 days, either dispute the transaction with the merchant or call Customer Service at__________________. Disputes will usually be resolved within 60-90 days.

12. Quality of Service or Product

All vendors have a right to "cure" a problem with a purchase within a reasonable period of time. Thus, when you receive either an incorrect or defective item, you must allow the vendor a reasonable amount of time to either replace the product, resolve the service issue, or issue you a credit before turning the matter over to _____________. Follow the "Incorrect Charges" dispute process if the vendor is unwilling to work with you on resolving the issue.

13. Lost or Stolen Cards

Immediately call Paymentnet.com at 800.270.7760 as soon as you realize your card has been lost or stolen. Representatives are available 24 hours a day. Note the name of the person who takes your call and the exact time you called. Record this information on the "Lost/Stolen Card Notification Form (.doc)" found in the Appendix.

Within 24 hours, call the Program Administrator at 303.871.4015, or fax the completed Lost/Stolen Card Notification Form (.doc) to Purchasing Services at (303) 871-2250. Paymentnet.com will block further use of the existing card and issue a new card and account number.

14. Card Programs Coordinator Responsibilities

Complete Coordinator Application
Attend mandatory Card Program Coordinator training session
Explain the DU Purchasing Card program to interested employees
Get necessary approvals and forward completed card applications to the Card Program Administrator
Assure that each month you receive, from each Cardholder in your area,
- a printed statement from ___________________________,
- a Transaction Log completed and signed by the Cardholder, and
- original receipts that match both the statement and Log
Review receipts for compliance with School policies. This includes verifying that, to the best of your knowledge, charges are necessary and reasonable.
Report violations to the Dean or Department Head, and to the Card Administrator.
Sign the transaction log certifying that the paperwork is accurate and complete, and that the charges have been audited.
Obtain the approval signature of a higher level authority.
Make Cardholders who fail to supply complete and accurate paperwork within the deadline aware of the suspension and cancellation penalties (see "17. Audits," below).
Forward the completed packet to Purchasing Services by the last business day of the month

15. Dean/Director/Department Head Responsibilities

Decide which employees should receive purchasing cards, and approve their card applications. Cards will not be issued to independent contractors or temporary employees. Select someone to verify and approve monthly statements. This Card Program Coordinator must be trained to use the automated purchasing card system. The Coordinator will typically be the department's senior Administrative Assistant or Budget Officer.

Ensure that cardholder statements have been verified. Statements must be verified monthly. Exception reports will be generated and reviewed by Internal Audit and the Coordinator.

Ensure that cardholders abide by the policies and procedures governing the Purchasing Card Program, as well as School purchasing policies and procedures.

All transaction logs must be signed by the "Higher-Level Approver." This signature, which may be a Department Head, a Budget Officer, or a Dean or their designee, verifies expenditure appropriateness for that cardholder. List the Higher-Level Approver's name on the cardholder's application.

16. Card Program Administrator Responsibilities

Manage the flow of information into the automated departmental purchasing card system
Review applications and establish Cardholders with Diamond Mind/Comdata
Answer questions and solve problems pertaining to the program
Maintain the Cardholder database
Manage and maintain the iConnect and/or SDOL Reporting System

17. Audits

School personnel will periodically audit departments for compliance with purchasing card policies and procedures. The following non-compliant situations will result in suspension of card privileges, and may result in cancellation of a department card:

Inadequate documentation in support of purchases
Inappropriate purchases
Monthly Statements that have not been reconciled and signed by the Cardholder and Coordinator

Cardholders may be subject to disciplinary action, including termination, for the following non-compliant situations:

Personal use of the card
Not reporting a lost or stolen card
Other excessive violations of purchasing card policies

18. Cancellation of Cards

In the event it is necessary to cancel a purchasing card, the cardholder must return the card to the Card Program Coordinator. The Coordinator will forward the card on to the Card Program Administrator, who will notify Diamond Mind/Comdata of the cancellation.

Reasons for cancellation include:

The School no longer employs cardholder
Cardholder goes on leave without pay
Cardholder is requested to surrender the card due to a violation of policies

19. Important Telephone Number

To report a lost or stolen card (24 hours a day): ________________________ For questions about your card account: _______________________________ For questions about the Purchasing Card Program: Card Program Administrator ___________

20. Appendix

Purchasing Card Application (.doc)

Cardholder Agreement (.doc)

Missing Receipt Form (.doc)

Lost/Stolen Card Notification Form (.doc)

How to Print your Monthly Statement (.doc)

Purchasing Card Questionnaire (.doc)