Staff > Accounting > PCards

Statements, Processing Cycle & Forms

CYCLE

❖  All credit cards for District 225 must be paid at one time  

❖  Departments that do not adhere to the due dates listed below risk having their Pcard account placed on probationary status and deactivated

❖  If your overall statement balance is a credit balance, you must still process the statement as usual; quick key accounts are required for any credits on the current billing cycle.    

  • 5th - billing cut off date; new cycle begins on the 6th 
  • 6th - statements available for printing by 10am (your department full card limit will be available on the 6th of every month)
  • 10th - reconciled statements due to the Associate Principal /Main Office
  • 15th - reconciled statements due to the Business Office

If the 10th or 15th falls on a weekend or holiday... paperwork is due to the  
Main Office and/or Business Office the day prior!


ONLINE STATEMENT ACCESS & PRINTING PROCEDURES 

❖  Statements must be printed on the 6th of each month (or the next business day if the 6th falls on a weekend); statements cannot be generated sooner

❖  Statements should be available by 10 a.m., but could be ready sooner

Online Statement Access & Printing Procedures

Please note - For the convenience of our users, some pages contain links to websites not managed by District 225.  District 225 does not review, control, or take responsibility for the content of these websites.


CONTROL FORM (COVER SHEETS)

❖  Control Form must be completed accurately and attached to your receipts and monthly statement

❖  Group "like" accounts together on your Cover Sheet; verify that all subtotals for "like" accounts total the amount due on your statement

●  P Card Monthly Statement Control Form (NEW Feb 2017)


SIGN-IN/SIGN-OUT FORM

❖ Sign-in/Sign-out Form must be completed by the Department Administrator responsible for the Pcard when a Pcard is taken off site only; not required for online or onsite purchases

❖  Sign-in/Sign-out Form must be submitted along with your monthly Control Form, Statement and receipts

❖  Sign-in/Sign-out Form may be required by BMO Harris Bank to show location of a Pcard at the time fraudulent charges occur 

❖  Remind employees to take school ID and our current tax exempt letter when making off site purchases

●  P Card Sign-in/Sign-out Form


SAMPLE PACKET

❖  Auditors require consistency in the Pcard process, therefore, the Example Packet must be followed in its entirety

❖  All receipts must be in order as they appear on your statement; please number your receipts where possible, especially if they are out of order

❖  All small receipts must be scotch taped (or stapled) to an 8 1/2 x 11 piece of paper, or copied accordingly; if you have numerous small receipts, you may place as many as will fit on one page, as long as you number them in correct order

❖ Incomplete paperwork will be returned for further clarification

 ●  P Card Monthly Statement Example Packet


GRANT RELATED PAYMENTS VIA PCARDS

❖   For Grant related payments, please follow the guidelines indicated below 

●  Grant Related Payments