San Antonio Independent School District PURCHASING CARD ...

SAN ANTONIO INDEPENDENT 

SCHOOL DISTRICT 

PURCHASING CARD GUIDELINES 

2010 2011

San Antonio Independent School District 

BOARD OF TRUSTEES 

James Howard................................................................................................................ President 

Carlos Villarreal ..................................................................................................... Vice President 

Thomas C. Lopez ........................................................................................................... Secretary 

Olga M. Hernandez ............................................................................................... Asst. Secretary 

Ruben D. Cuero ...............................................................................................................Member 

Adela R. Segovia..............................................................................................................Member 

Ed Garza..........................................................................................................................Member 

SUPERINTENDENT AND CABINET 

Dr. Robert J. Durón 

Superintendent 

Mary “Betty Burks 

Deputy Superintendent 

Teaching and Learning 

Kamal ElHabr 

Associate Superintendent 

Facilities Services and Construction 

Jose H. Moreno 

Senior Executive Director 

Curriculum & Instruction 

Dr. Priscilla Canales 

Leadership Executive Director 

Mary Esther Macias 


Marcos Zorola 

Chief Information Officer 

Technology & Mgmt Information Systems 

Carmen VázquezGonzález 

Executive Director 

Governmental & Community Relations 

Toni Thompson 


Human Resources 

Steven J. Bassett, CPA, RTSBA 


Financial Services, Business Operations and 

Food Services 

Cora Johns 

Executive Assistant 

Superintendent 

John Gomez 


Dr. Carol Saxenian 


Leslie Price 

Executive Director 

Communications & Printing Services 

Tiffany Grant 

Director 

Board & Superintendent Services 

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TABLE OF CONTENTS 

I. PURPOSE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 

. . 

II. PROGRAM ELIGIBILITY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 

. 

III. OBTAINING A SAISD PCARD (MASTERCARD). . . . . . . . . . . . . 2 

IV. GENERAL INFORMATION AND GUIDELINES. . . . . . . . . . . . . . . 3 

. 

V. APPROVING OFFICIAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 

. . 

VI. PROGRAM ADMINISTRATOR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 

. 

VII. ACCOUNTING DISTRIBUTION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 

. 

VIII. USING THE CARD. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 

. . 

IX. IMPROPER USES OF THE CARD . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 

. 

X. CAUTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 

. . 

XI. RECORD KEEPING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 

. 

XII. PAYMENT PROCESS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 

. 

XIII. RESOLVING ERRORS, DISPUTES, RETURNS AND CREDITS . . 8 

XIV. VENDOR/SUPPLIERS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 

. 

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XV. LOST OR STOLEN CARDS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 

. 

XVI. CARD SECURITY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 

. . 

XVII. CARD RENEWAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 

. . 

XVIII. CANCELING CARDS/REVOCATION . . . . . . . . . . . . . . . . . . . . . . . . 

. 

XIX. ADDITIONAL INFORMATION. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 

. 

XX. AUDIT OF TRANSACTIONS. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 

. 

EXHIBITS: 

1. CARDHOLDER ACCOUNT FORM . . . . . . . . . . . . . . . . . . . . . . . 11 

. 

2. STATEMENT OF DISPUTED ITEM . . . . . . . . . . . . . . . . . . . . . . . 12 

. 

3. LOST OR STOLEN CARD NOTIFICATION . . . . . . . . . . . . . . . . 13 

4. PURCHASING CARD AGREEMENT . . . . . . . . . . . . . . . . . . . . . . 14 

. 

5. RECEIPT SAMPLES. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 

. 

6. RECEIPT SAMPLES (continued). . . . . . . . . . . . . . . . . . . . . . . . . . . 16 

. 

9 

9 

9 

9 

10 

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I. PURPOSE 

A. The SAN ANTONIO INDEPENDENT SCHOOL DISTRICT (District), offers a 

MasterCard Purchasing Card (PCard) through JP Morgan Chase Bank, NA. This 

program provides an efficient, costeffective method for the purchase and payment of 

goods and services. The PCard can be used at suppliers that can provide itemized 

receipts and accept MasterCard as a form of payment. 

B. The intention of the PCard is to facilitate the need to acquire low dollar, low value 

business transactions necessary for the effective and efficient daytoday operation of 

schools and departments throughout the District. PCards are to be used specifically for 

District business purposes only and may not be used for any nonbusiness or personal 

purchases. All District employees are expected to act in a manner consistent with State 

purchasing laws and Board of Education policy at all times. Prudent, good business 

judgment must be exercised at all times when making a purchase with a District PCard. 

Cardholders are expected to be as conscientious with district funds as they would their 

own. Before any purchase is made, the cardholder must ask: “How will this transaction 

be perceived by the public we serve?” Any purchase or expense perceived as being 

excessive, expensive, exorbitant or inconsistent with educational business purposes will 

be scrutinized, and if deemed inappropriate, the cardholder will be required to 

compensate the District for the difference in reasonable and customary costs. The P 

Card is NOT intended to avoid or bypass appropriate purchasing or payment 

procedures. 

C. A number of unique controls have been developed for the PCard that does not exist in 

a traditional credit card environment. These controls ensure that the PCard is used 

only for specific purchases and within specific dollar limits. Different limits may be set 

for each PCard, such as single dollar limit per 30 day cycle. If you exceed your card’s 

spending limit, your transaction will be rejected when you attempt to make a purchase. 

In addition, each cardholder is required to certify all purchases and have the department 

head or manager (Approving Official) verify the charges each month. Several 

management reports and independent checks are provided to monitor the PCard 

activity and the program effectiveness. However, the success of the program depends 

on employee compliance with program requirements. 

D. Varying by individual cardholder, certain types of Merchant Category Codes (MCC) 

will be prohibited and those suppliers will be blocked for all cardholders. These include 

but are not limited to liquor stores, convenience stores, bars, lounges, adult 

entertainment facilities, etc. Should you have a question concerning an establishment 

you wish to use, contact the PCard Program Administrator. 

E. Employees are empowered to perform complete transactions within these guidelines. 

While the program places a great deal of trust in District employees, it also holds 

employees accountable for noncompliance with program requirements. 

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F. The PCard is not intended to avoid or bypass appropriate purchasing or payment 

procedures. This program complements the existing processes available. The 

purchasing card is to be used for school district business only. Personal purchases will 

be considered misappropriation of district funds, which constitutes a criminal offense 

and must be referred to the SAISD Associate Superintendent of Financial Services, 

Business Operations and Food Services. 

G. Competitive bidding is not required but you should strive to obtain the best value by 

purchasing from awarded vendors through SAISD. 

II. 

PROGRAM ELIGIBILITY 

A. You must be an SAISD employee to participate at any level. Employees on probation 

and temporary employees will not be issued a card. Volunteers or students are not 

allowed to handle, possess or use the PCard at any time. 

B. Employee(s) may not be on administrative probation for failure to follow SAISD 

guidelines. If placed on probation for violation of SAISD policy, the employee’s P 

Card privileges may be suspended or revoked. 

III. 

OBTAINING AN SAISD PCARD (MASTERCARD) 

A. All persons applying for an SAISD PCard must first read and become familiar with the 

PCard Manual. 

B. Complete the Cardholder Account Form, available on the District Website, have your 

Approving Official approve it, and forward it to the PCard Program Administrator for 

disposition. 

C. The PCard Program Administrator will establish purchase limits. 

D. Upon approval by the Senior Executive Director of Financial Services, the purchasing 

card application will be processed with JP Morgan Chase Bank, NA. 

E. The PCard will be sent to the Program Administrator who will then schedule a time for 

you to receive your PCard and be trained. This will take approximately 30 minutes. 

The PCard will only be issued after completion of the training. 

F. After completion of the training and signing of the Cardholder Purchasing Card 

Agreement, the card will be issued to you. At that time, you may begin to purchase at 

suppliers who can provide itemized receipts and accept MasterCard as a form of 

payment. 

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IV. 

GENERAL INFORMATION AND GUIDELINES 

A. The PCard is primarily designed for principals and department supervisors who, as part 

of their normal duties, routinely purchase goods or outside services for the District. 

New principals and department supervisors may obtain a PCard by completing the 

Cardholder Account Form (Exhibit 1) and obtaining the appropriate approvals. 

B. Individual transaction limits vary depending upon cardholder need and levels of 

spending authority. Recommended spending/transaction limits are identified in the 

Cardholder Account Form. Examples of transaction limits are: number of transactions 

per day/month, dollars spent per day/month, and a limit to the types of suppliers that can 

be used. 

C. The PCard that you receive has both your name and the District’s name and logo 

embossed on it to distinguish it from your personal credit cards. The PCard should be 

secured as you would your personal credit cards. The PCard must not be used for 

personal purchases. Departmental cards will not be issued. PCards will only be 

issued to individuals. 

D. Each single transaction may be comprised of multiple items, but the total cannot exceed 

the single transaction dollar limit on your PCard. When purchases exceed the limit(s) 

established by the District’s policy, normal purchasing procedures must be used. 

E. There will be no credit checks on your personal credit history nor will your personal 

credit rating be affected. 

F. Use of the PCard does not relieve the cardholder from complying with District 

purchasing policies and procedures. 

G. Ascertain that the items being purchased are not available in the District warehouse. 

H. Attempt to make purchases from the District Vendor Bid List whenever possible. 

I. Gift card purchases are not an authorized purchase and cannot be purchased for 

any reason using any funds, including student and campus activity funds. If gift cards 

are purchased, the cardholder will be held personally responsible for reimbursing 

SAISD. 

J. All purchases made on behalf of SAISD are sales tax exempt. The district is exempt 

from the State tax portion of Texas hotel taxes but is required to pay all outofstate 

hotel (nonsales) taxes. If sales tax is charged, the cardholder will be responsible for 

contacting the vendor for a credit or the cardholder is responsible for reimbursing 

SAISD. If a receipt includes sales tax, please include a personal check or money order 

payable to SAISD with your documentation. A cardholder may personally contact the 

vendor who assessed sales tax and ask for a refund as appropriate. 

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K. Furniture or equipment shall not be purchased for any reason using the PCard. 

Refer to Administrative Procedure C21 Inventory Control of Fixed Assets for further 

details on the appropriate procedure for purchasing furniture and equipment. 

L. Itemized Receipts are required! A credit card receipt indicating only the amount 

charged is NOT acceptable. An itemized purchase receipt must include a list of items 

being purchased. Item descriptions on receipts such as “gen mdse,” “misc” or “tax 

exempt item” are NOT acceptable. If a receipt is lost it is the cardholder’s 

responsibility to request a duplicate copy of the receipt from the vendor. 

M. If using fund code 865 (student activity funds), please attach a Payment Authorization 

form payable to SAISD Accounting and submit the form with the documentation for the 

approver’s signature. Do not send the form to the student activity funds department. 

N. When utilizing the PCard to make food purchases the employee is asked to exercise 

discretion. A roster must accompany the detailed receipt when food is purchased. This 

roster should include the names of the individuals that the food was purchased for and 

their business relationship (i.e. parents, student, etc.). Tips may not be charged unless 

they are required due to the size of your party (i.e. gratuity for a party of 5 or greater). 

The District reserves the right to require cardholders to reimburse charges that are 

deemed unacceptable or excessive. 

O. If you are paying for hotel, flight or registration charges, please include an approved 

Trip Authorization Form. However, it is best advised to plan enough in advance to be 

able to utilize the District’s online purchase requisition system. 

P. The Purchasing Card Charges Form must be filled out completely, including a 

description/justification for each purchase made and the approval of the cardholder’s 

supervisor prior to being sent to the Accounting Department by the requested due 

date. 

Q. Purchases must not be split to circumvent transaction limitations. 

R. Funds must be appropriated and available before any purchases are made using the P 

Card. 

S. Cardholders are required to sign a Cardholder Agreement (Exhibit 4), indicating that 

these procedures have been read and understood. 

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V. APPROVING OFFICIAL 



A. The Leadership Executive Directors have been designated as the Approving Officials 

(AO) for their respective campus’ cardholder. Deputy, Associate Superintendents, 

Leadership Executive Directors and Senior Executive Directors have been designated as 

the approving officials for their respective departments. The AO will be the cardholder's 

immediate supervisor. The AO will review and approve the cardholder statement and 

receipts to ensure all purchases meet the requirements of the program. The AO will 

also request additional cards as necessary and request modification to existing card 

information, if required. The AO will approve each cardholder's Account Form (Exhibit 

I). 

VI. 

PROGRAM ADMINISTRATOR 

A. The Senior Executive Director of Financial Services administers the Purchasing Card 

program. The Program Administrators (PA’s) are: 

Primary Karly Phillips (210) 5548606 kphillips1@saisd.net 

Alternate Esther Alvarado (210) 5548590 ealvarado@saisd.net 

They can be contacted by telephone or email. 

B. The PA also works with the cardholder and the AO to establish hierarchies for account 

code editing and reporting, as well as card limits and usage codes. The PA also 

performs audit functions and supports the accounting and reporting of the PCard. The 

PA should be contacted if there are any questions concerning the use of the PCard. 

VII. 

ACCOUNTING DISTRIBUTION 

A. Budget codes should correspond to the type of purchase made. 

VIII. USING THE CARD 

EXAMPLES: 

199xx6399xxxxxxxx000 – Supplies 

199xx6499xxxxxxxx000 – Misc Operating Expenses (Refreshments) 

199xx6411xxxxxxxx000 – Travel 

865002133xxxxxx00000 – SAF – Attendance Incentives for Students 

A. A cardholder may call, fax, order online, or visit a vendor personally when using the P 

Card. The PCard can be used with any supplier or service provider that accepts 

MasterCard and provides itemized receipts. Certain types of vendors have been 

blocked to prevent use of the PCard. The authorization request will be declined if 

you present your PCard to these vendors. If a vendor is declined and you have reason 

to think that they should not have been, contact the Program Administrator. 

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B. For orders that are delivered or shipped, make sure that complete delivery instructions 

are given. Delivery instructions should include: 

1. Cardholder name, mailing address, and telephone number. 

2. Packing slipdetailing merchandise, taxes, and freight. If item is taxable, then 

insure it is itemized on the receipt. 

3. Merchant name, address, and identification. 

4. To avoid potential duplicate payment, remember to ask that the vendor NOT 

send an invoice. 

C. Do not give a release number or the blanket purchase order number when ordering with 

the PCard. This will prevent the vendor from inadvertently sending an invoice to you 

or to the Accounts Payable Department. 

D. When reserving a hotel room over the phone, you may use the PCard to HOLD the 

room, IF and ONLY IF they confirm that no transaction will occur until the card is 

presented in person. Hotels may “pad” (add money to) an authorization placed against 

your PCard. This is common practice to protect the hotel against theft, damages, 

unpaid contractual gratuity, movies viewed in the room, etc. This will not constitute a 

final transaction and will not post to your account until the transaction is finalized. This 

authorization (sometimes called a “reserve” or “hold”) will affect the PCard’s available 

balance for that cycle until the transaction is posted and you are issued a receipt. If the 

transaction is not finalized, those funds will not become available until the new cycle 

begins. When you sign your receipt, you are agreeing to the transaction total shown on 

the receipt. 

E. The cardholder is responsible for ensuring receipt of materials and services. The 

cardholder should follow up with the vendor to resolve any delivery problems, 

discrepancies such as sales tax charges or claims. 

F. Each time you use the PCard, the vendor's credit authorization system will verify the 

dollar limit of your transaction and the monthly limit, or any other restrictions placed on 

the individual card. 

G. The PCard shall not be used to make online purchases through the internet. 

IX. 

IMPROPER USES OF THE CARD 

A. Personal use items 

B. Gift cards 

C. Furniture and equipment 

D. Inventory items that are on hand in the District’s Warehouse at the time of need 

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E. Alcoholic beverages 

F. Contracted services 

G. Cash advances 

H. Computer hardware or software 

I. Chemicals and hazardous material that require purchase orders for special 

environmental reporting 

J. Online internet purchases 

X. CAUTIONS 

A. Pizza Orders: Please note that the transaction must be made the date that the PCard 

number was given. Suppliers may not “keep card number on file” and ring transaction 

any other time than when the PCard was given in person for that purchase. All pizza 

receipts must be itemized (ex: 3 large pepperoni, 2 medium combinations, etc.). 

B. $.99/$1.00, Hobby Lobby, Big Lot stores and Bill Miller BBQ may have receipts that 

read “Misc Tax Exempt” or “Gen Mdse” for the description of many items. This is not 

true itemization and cannot be used as a receipt. 

XI. 

RECORD KEEPING 

A. To facilitate the reconciliation and approval process, the cardholder is responsible for 

maintaining all receipts, packing slips and other documentation until the monthly 

statement is received. 

B. Cardholders will receive their monthly statement from the Program Administrator. 

These statements should be reconciled to the receipts and other supporting documents. 

Discrepancies between the receipts and statement should be resolved between the 

cardholder and supplier (see section XIII). Receipts and related documentation should 

be attached to the Purchasing Card Charges form, signed, and then forwarded to the 

AO for review and approval. 

C. The Cardholder should maintain copies of statements and receipts. All original 

documents will be maintained and filed by the Accounting Office. 

D. The Cardholder and AO must ensure the approved statement is sent to the Program 

Administrator by the due date indicated in the email and on the Purchasing Card 

Charges form. 

E. The Program Administrator will track and monitor statements received. Reports will be 

sent monthly to AO’s indicating when statements have not been received or received 

excessively late. 

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F. If the Cardholder will not be available to sign the monthly statement because of absence, 

all receipts and credits should be forwarded to the AO who will review and submit a 

signed statement to the Program Administrator. If the AO is unavailable, the AO's 

designee should approve monthly statements. 

XII. 

PAYMENT PROCESS 

A. Individual statements are sent to the Program Administrator from JP Morgan Chase 

Bank, NA each month. 

B. The statements along with the Purchasing Card Charges form are forwarded via email 

each month to the cardholder by the PA in accounting. 

C. The cardholder is responsible for ensuring that all documentation associated with 

purchases charged to that statement are submitted to the PA by the requested due date. 

D. The PA analyzes the documentation and processes payments accordingly. The PA will 

make one electronic payment to JP Morgan Chase Bank, NA for the total of all 

cardholder purchases. 

XIII. RESOLVING ERRORS, DISPUTES, RETURNS, AND CREDITS 

A. Acceptance of items is the cardholder's responsibility. All errors or disputes should 

be communicated to the PA and JP Morgan Chase Bank, NA within 60 days of the 

original transaction, and resolved between the cardholder and vendor. If the cardholder 

is unable to reach an agreement with the vendor, a Statement of Disputed Item(s) 

(Exhibit 2) with supporting documentation should be sent to JP Morgan Chase Bank, 

NA with a duplicate to the PA. 

B. Merchandise returns are also handled by the cardholder. Contact the vendor for 

instructions. A credit should appear on the next statement. It is the responsibility of 

the cardholder to make sure that all returns are credited correctly. Credits will be 

approved and edited like other transactions. If a credit does not appear on the 

statement within a timely manner, contact the PA for assistance. 

XIV. VENDOR/SUPPLIERS 

A. If the vendor does not accept the MasterCard purchasing card, contact the PA. The 

PA will work with JP Morgan Chase Bank, NA to encourage the vendor to be a part 

of the District’s Purchasing card program. 

B. If a purchase is declined, contact the PA. The PA will contact JP Morgan Chase Bank, 

NA and request an override. Please be prepared to provide the PA with the name of the 

store, the items being purchased, cost of the items, a justification for the purchase and 

the proposed funding that will be used to pay for the items. 

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XV. 

LOST OR STOLEN CARDS 

A. The “cardholder” is responsible for purchases made with lost or stolen cards until JP 

Morgan Chase Bank, NA is notified. Therefore, it is very important that the PA and 

JP Morgan Chase Bank, NA be notified immediately. 

For 24 hours / 7days a week customer service call: 

JP MORGAN CHASE BANK, NA 18008900669 

B. When reporting a lost or stolen card to JP Morgan Chase Bank, NA, the cardholder 

should identify the card as a purchasing card. Also, notify the PA and list any purchases 

made on the day the card was lost or stolen. A Lost or Stolen Card Notification 

(Exhibit 3) will be sent certified mail within two (2) business days. JP Morgan Chase 

Bank, NA will reissue a new PCard and new account numbers will be assigned to your 

new PCard. 

XVI. CARD SECURITY 

A. The PCard should be kept in an accessible but secure location. The PCard should be 

treated as if it was a personal credit card and the account number should be guarded 

carefully. The person whose name appears on the PCard is ultimately responsible 

for all abuse and misuse. 

XVII. CARD RENEWAL 

A. A renewal PCard is mailed to the cardholder at the address on file upon expiration of 

the current card. 

XVIII. CANCELING CARDS/REVOCATION 

A. If a card is to be cancelled, please contact the Program Administrator via email with 

details. 

B. When an employee leaves the District or is transferred to a new campus or department, 

the PCard will be canceled. To cancel the PCard, simply cut it in half and return it to 

the PA who will forward it to JP Morgan Chase Bank, NA. A final statement will 

follow to show the account closed. 

C. A card may be revoked and not reissued if the card is used for non eligible purchases or 

for failure to submit backup documentation in a timely manner. 

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XIX. 

ADDITIONAL INFORMATION 

A. Each cardholder is required to sign the District’s Purchasing Card Agreement (Exhibit 

4). Under NO circumstances is the PCard to be used for personal use. 

Inappropriate use will result in cancellation of the PCard and disciplinary action up to 

and including termination of employment. 

B. Changes to a cardholder's profile should be reported IN WRITING to the PA. The 

request should be initialed by the AO. If necessary, the PA will request JP Morgan 

Chase Bank, NA to issue a new PCard. 

XX. 

AUDIT OF TRANSACTIONS 

A. The District reserves the right to perform periodic audits of cardholder's transactions to 

ensure compliance with this policy. Records are subject to audit by state and federal 

auditors, funding agencies, grantors, and other governmental agencies with funding 

jurisdiction. The PA shall make records and supporting documentation available to 

authorized requestors. Violations of this policy will be subject to disciplinary action up 

to and including loss of PCard benefits and termination of employment. 

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Exhibit 1 

______ Add 

______ Change 

______ Delete 

Cardholder Account Form 

Second Embossed Lined (Optional): 

Account Number (For Change or Delete): 

Approving Official Title or Description: 

Cardholder Name: 

Mailing Address – Line 1: 

Mailing Address – Line 2 (optional): 

City, State, Zip Code: 

Work Phone: 

Cell Phone: 

Email Address: 

Social Security Number (Last 4 digits): 

Monthly Statement (Hard Copy or EMail) 

Area Number: 

Campus Number: 

Send Card to the attention of: 

Hard Copy 

Senior Executive Director 

Financial Services 

141 Lavaca St. 

San Antonio, TX 78210 

Cardholders Purchase Limits Recommended Changes 

Spending Limit Per Day: $ 750.00 

Spending Limit Per Month: $ 750.00 

Merchant Category Codes to Block: All Travel & Entertainment 

Single Purchase Limit: $ 500.00 

Number of Transactions Allowed Per day: 5 

Number of Transactions Allowed Per Month: 20 

Employee/Cardholder Signature: 

Date: 

Approving Official Name: 

Approving Official Signature: 

Date: 

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Exhibit 2 

STATEMENT OF DISPUTED ITEM (S) 

RETURN ADDRESS: 

ACCOUNT NO: 

MERCHANT NAME: 

AMOUNT: 

TRANSACTION DATE: 

REFERENCE #: 

To assist our investigation, please mark the box below indicating the reason for your dispute. 

¨ 

I did not make nor authorize the above transaction. Please indicate the whereabouts of the credit card. 

¨ 

There is a difference in the amount I authorized and the amount I was billed. A copy of the charge must be attached. 

¨ 

I only transacted one charge and I was previously billed for this sales draft. Date of previous charge: 

¨ 

The above transaction is mine but I am disputing the transaction. Please state the reasons why in detail. 

¨ 

¨ 

Please send me a copy of the sales draft. There is a $3.00 charge for each copy. 

I have received a credit voucher for the above transaction, but it has not yet appeared on my account. A copy of the credit 

voucher must be attached. 

¨ My account has been charged for the above transaction, but I have not received this merchandise. The details of 

my attempts to resolve the dispute with the merchant and the merchant's response are indicated below. 

¨ 

¨ 

My account has been charged for the above transaction, but the merchandise has since been returned. 

Other: 

Signature: 

Date: 

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Exhibit 3 

LOST OR STOLEN CARD NOTIFICATION 

CALL JP MORGAN CHASE BANK, NA IMMEDIATELY at 18008900669 

TO REPORT A LOST OR STOLEN CARD. 

CARD WAS: 

Lost 

Stolen 

Other (Describe) 

CARDHOLDER NAME: 

CREDIT CARD NUMBER: 

DATE & TIME BANK ONE WAS CALLED: 

FAX COMPLETED FORM TO PROGRAM ADMINISTRATOR 

(DO NOT WRITE BELOW THIS LINE, FOR ACCOUNTING PURPOSES ONLY) 

***************************************************************** 

APPROVED BY: 

DATE: 

PRINT NAME: 

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Exhibit 4 

CARDHOLDER PURCHASING CARD AGREEMENT 

The San Antonio Independent School District is pleased to issue you this Purchasing Card. It 

represents trust in you and your empowerment as a responsible agent to safeguard and protect 

company assets. 

I «Cardholder Name», hereby acknowledge receipt of a San Antonio Independent School District 

MasterCard Purchasing Card, No. «Acct». As a cardholder, I agree to comply with the terms and 

conditions of this Agreement and the Purchasing Card Guidelines. 

I acknowledge receipt of this Agreement and confirm that I have read and understand the 

Agreement’s terms and conditions and the Purchasing Card Guidelines. I understand that I am 

liable to the San Antonio Independent School District, JP Morgan Chase Bank, NA and 

MasterCard for all unauthorized charges. 

I agree to use this card for San Antonio Independent School District approved purchases only and 

agree not to charge personal purchases or alcoholic beverages. I understand that the San Antonio 

Independent School District reserves the right to audit the use of this card and report any 

discrepancies. 

I further understand that improper use of this card may result in disciplinary action, up to and 

including termination of employment. Should I fail to use this card properly, I authorize the San 

Antonio Independent School District to take from my salary as a payroll deduction the amount 

equal to the total of the discrepancy. I also agree to immediately repay to San Antonio 

Independent School District all amounts owed by me for unauthorized charges even if the San 

Antonio Independent School District no longer employs me. 

I understand that the San Antonio Independent School District may terminate my right to use this 

card at any time for any reason. I agree to return the card to the San Antonio Independent School 

District immediately upon request or upon termination of employment. 

Cardholder: 

Signature: 

Print Name:«LastName» 

Date: 

Location:«Location» 

Approving Officer: 

Signature: 

Title: 

Date: 

Phone: 

Page 14 

07/22/10



Exhibit 5 

RECEIPT SAMPLES 

Page 15 

07/22/10



Page 16 

07/22/10

San Antonio Independent School District PURCHASING CARD ...

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