hisd-pro-card-policy-and-procedure-refresher-3qrosIlA

HISD ProCard Policy and Procedure Refresher 

This refresher will have you review the participant roles, usage policies, and controls of the ProCard program. 

Introduction 

HISD ProCard 

User Roles 

Using the ProCard 

Knowledge Check 1: Flash Cards 

Documentation and Reports 

Controls 

Knowledge Check Scenario 1 




Resources 

Next Steps

Lesson 1 of 13 

Introduction 

Navigating the Course 

You can move through the course in any order you prefer by using the sidebar on the left. 

Each page of the course has a variety of content. You must review all content for your progress to be recorded for that page. 

Checkboxes: Check the box next to each statement to record that you have reviewed it. 

Tabs: Click on each tab to review the content on each one. 

Images: Click through the image carousels to review all images and their captions. 

Once you complete your review of a page, click CONTINUE at the bottom. This will ensure the system records your progress through the 

course. 

Items that are complete will show on the left sidebar as a circle with a check mark. 

If you are unable to complete all the content in one session, you can leave the course and return later. When you return, OneSource should 

resume on the page where you left o . 

You need to complete all portions of this course to unlock the Final Quiz in OneSource. 

Complete the content above before moving on.


HISD ProCard 

A ProCard (a District credit card) is a purchasing tool for District employees to purchase goods from approved suppliers and non-restricted 

merchants. Among the bene 

ts it provides: 

1 

Streamlines the Procure-to-Pay Process 

2 

Allows the purchase of low dollar goods and services within a timely manner 

3 

Reduces transaction cost 

4 

Tracks expenses 

5 

Allows for supplier discounts and negotiating power 



User Roles 

Cardholder 

Check the boxes as you review them to record your progress. 

Ensure ProCard is used for authorized purchases only 

Maintain card in a secure location at all times 

NEVER allow other individuals to use your ProCard 

DO NOT make purchases for departments/campuses for which you are not assigned/authorized 

DO NOT have orders delivered to non-district locations 

Obtain an itemized receipt or invoice for ALL transactions 

Scan COMPLETE receipts/support documentation - provide to the requisitioner to upload each receipt to the transaction 

Reconcile Cardholder monthly statement 

Resolve errors, disputes & returns 

Report status changes and changes in work location 

Report lost or stolen cards immediately 

Monitor the OneSource allocation and approval processes 

OneSource Requisitioner 


Communicate with the Cardholder 

Run ProCard Report – ZPC – to view new data, allocated data and approved data. 

Allocate all ProCard transactions to the appropriate budget within 10 working days of receipt of noti cation via email 

Record the Purpose of Purchase for each transaction. 

NOTE: The purpose of each transaction must be concise and direct. Simply listing “supplies” is not a 

su cient reason for a purchase. Refrain from general copy/paste statement. 

Scan/attach itemized receipts/support documentation to every transaction including a List of Attendees for meetings, workshops, etc.

All ProCard transactions are in “My Inbox” 

Scan all ProCard receipts – JPEGs or PDFs only 

Z000 Report to verify budgets 

Attach the correct receipt 

Add comments 

Attach sign in sheets for food transactions 

Change the G/L Account on the second line if needed 

ZPC Report for all completed, successful and pending transactions. 

ProCard transaction rejected? 

Review the reason 

Make the changes 

Select the Save button 

Select the “complete work item” button to resend corrected transaction 

Principal/Department Manager 


Directly responsible for overseeing all activity of the ProCard to ensure compliance with policies/procedures and budget. 

Ensure the ProCard is used for authorized purposes only 

Review/Audit/Approve transactions in OneSource 

Review/Audit/Approve budget and attachments for all transactions 

Approve all card transactions within 10 business days 

ZPC Report – Your “new” best friend. The ZPC report allows you to view new, allocated, and approved data. ProCard primarily uses this 

reporting tool to identify outstanding ProCard allocations. 

Check all the boxes for the content above before you can continue.


Using the ProCard 

Approved Vendors 

The ProCard can only be used to make purchases with Board approved vendors. All approved vendors with fully executed contracts are 

located in the Purchasing Supplier Search link: 

http://www.houstonisd.org/Page/103941 

The HISD monthly Board Agenda –Section I-1 

http://www.houstonisd.org/domain/7947 

How to Search the Approved Vendor List.pdf 

939.1 KB 

Purchases 

What You CAN Buy 

What NOT to Buy 

O 

ce Supplies 

Instructional Materials 

Athletic Supplies 

Audio Visual Products 

Awards/Trophies 

Electrical Supplies 

Music/Media Supplies 

Technology Accessories (keyboards, mouse, USB drives, tablet covers, laptop 

bags, etc.) 

Conference Registrations - less than $1000 

Magazine Subscriptions 

Gifts (includes owers, plants, and Edible 

Arrangements) 

Gift Cards/Donations 

Travel-Related Expenses (Airfare/Lodging/Car 

Rental) 

Tips 

Monthly payments/Past due invoices 

Capital Equipment/Technology 

Services requiring an Agreement or Contract 

Utilities/Cable 

Entertainment 

Jewelry Shops 

Cash Advances 

Furniture 

Membership upgrades (i.e. Sam's Plus) 

Food and Refreshments 

As stated in the Unauthorized Expenses section of the Finance Procedure Manual (FPM), the District will not pay for co 

ee, soft drinks, or 

other refreshments for o 

ce personnel consumed on a daily basis.

The district will pay for refreshments and/or meals for business meetings and in-services (both for District and Non-District personnel) 

where such meetings are directly related to District operations and are subject to the following limitations, based on meeting length. 

 

NOTE: District policy and funding DOES NOT provide for the serving of breakfast for morning meetings, regardless of meeting length. 

Meetings or in-services lasting less than 2 hours 

– 

District policy and funding does not provide for the serving of food and refreshments for meetings lasting less than 2 hours. 

Meetings or in-services lasting 2 hours or more, but less than 4 hours 

– 

District policy and funding allows for the serving of co 

ee, soft drinks, snacks, not to exceed $5.00 per person. 

Meetings or in-services lasting 4 hours or more 

– 

District policy and funding allows for the serving of co 

person. 

ee, soft drinks, snacks plus lunch, not to exceed $12.00 per person, or dinner not to exceed $16.00 per 

The end user must obtain 3 quotes for each catering purchase with 1 quote being from HISD Nutrition Services. It is not required that the 

purchase be from the supplier of the lowest quote. 

The meeting agenda and sign-in sheet are required for each purchase. 

Attach all three quotes, the agenda and the sign in sheets at allocation. 

Sales Tax, Tips, and Credits 

HISD is a Tax Exempt entity. The tax exempt number is printed on the card. 

If taxes are paid on the transaction, the cardholder will be responsible for reimbursing HISD for the taxable amount. 

Check the receipt for sales tax charges prior to signing the receipt. 

Sales tax must be credited by the merchant to the card account or reimbursed to the district by the Cardholder 

Reimbursement for tax and gratuity payments is required 

Review all tabs and check all boxes before you can continue.


Knowledge Check 1: Flash Cards 

Click each card to 

ip it over to see if it is an allowable expense or not. 

Breakfast 

UNALLOWABLE 

District policy and funding DOES NOT provide for 

the serving of breakfast for morning meetings, 

regardless of meeting length. 

Computers 

UNALLOWABLE 

This is a capital equipment/technology purchase.

Refreshments for meetings under 2 hours long 

UNALLOWABLE 

District policy and funding does not provide for the 

serving of food and refreshments for meetings 

lasting less than 2 hours. 

Entertainment 

UNALLOWABLE 

Conference registration fees under $1000 

ALLOWABLE

Gift Cards and Other Gifts 

UNALLOWABLE 

Gifts of any kind, regardless of fund being used, is a 

violation of ProCard Policy and Procedure. 

Of ce Supplies 

ALLOWABLE

Membership Upgrades 

UNALLOWABLE 

Sales Tax 

UNALLOWABLE 

The district is a tax-exempt organization and you should 

not pay sales tax. 

Technology Accessories 

ALLOWABLE 

Includes keyboards, mice, USB drives, tablet covers, 

laptop bags etc

laptop bags, etc. 

Hotel Reservations 

UNALLOWABLE 

Travel-Related expenses should not go on the ProCard. 

Reading Books 

ALLOWABLE

Flowers, Plants & Edible Arrangements 

UNALLOWABLE 

District Policy strictly prohibits any purchase of 

owers or plants given as gifts or used in any 

employee’s personal workspace. See Section 220m 

of FPM https://www.houstonisd.org/Page/31904 

Tips 

UNALLOWABLE 

Wal-Mart, Target, Amazon 

UNALLOWABLE 

These are NOT approved vendors, seek approved

Complete the content above before moving on. 

vendor listing to locate items you wish to purchase.


Documentation and Reports 

Record Keeping 

 

The District must maintain compliance with the Texas Administrative Code Title 13, Chapter 7, Electronic Records Standards and 

Procedures - Section 7.79 


If you haven't already, create a SmartData account. Remember to make a note of answers to security questions at initial set up. 

https://smartdata.jpmorgan.com/sdportal/login.view?cobrandHost=chase 

Access SmartData to retrieve your monthly statement 

Attach all receipts and support documentation to monthly statement 

File statements and receipts accordingly by month and by cardholder 

Sample Receipts 

Click through the slideshow to review examples of what an acceptable receipt should look like and what would not be acceptable.

ACCEPTABLE: Shows itemized purchases and amount paid. 

UNACCEPTABLE: This is a quote, not a receipt.

UNACCEPTABLE: Does not show items purchased or amount paid. 

Missing Receipts 

 

NOTE: only (3) Missing Receipt Documentation Forms are allowed per cardholder per scal year. 

1 

Contact the merchant to obtain a copy. If the Cardholder is unable to obtain a copy, complete the Missing Receipt 

Documentation Form 

2 

Provide detailed information regarding the transaction on the form. The form must be signed by the Cardholder and the 

Principal/Department Head. 

3 

Scan the form and attach to the appropriate transaction during the allocation process 

Returns/Credits 


Supplier/merchant must credit the ProCard account 

Credits (X) must be allocated/approved prior to the 15th of each month. Both the original transaction and credit must be allocated 

Attach credit receipt and/or explanation of credit transaction; reference original transaction charge 

Fraud/Disputes 

Item must still be allocated; if found to be fraudulent, then the campus/department will be reimbursed.

1 

Report all unrecognizable charges to the bank immediately OR 

the Bank will contact you directly regarding fraudulent charges 

2 

Cardholder will receive an email from the bank con 

rming the report of fraud charges. 

3 

Attach the email from the bank as support documentation for the transaction 

4 

Once resolved, Accounting will reimburse the school budget or the credit will appear in “My Inbox” for resolution 

Check all boxes and review all tabs before you can continue.


Controls 

Spending Limitations 

The ProCard has the following spending limits imposed on all cards: 

Single Transaction Limit - $1000 

Monthly Limit - $7500 

A Merchant Category Code (MCC) is the four-digit number the credit card industry uses to classify a merchant’s business. The MCC is what 

allows HISD to track and prohibit certain purchases. 

Continuous Monitoring Process 

Offenses 

Delay in allocating/approving transactions 

Incorrect receipts submitted that do not match the transaction 

Transaction to a non-approved vendor 

Allowing another individual to use your card 

Using your card once you have left the campus 

Splitting transactions to circumvent the dollar limit 

F I R ST O F F E N SE SE C O N D O F F E N SE T H I R D O F F E N SE 

Cardholders, Requisitioners and Principals will receive email noti cation from a ProCard Rep 

F I R ST O F F E N SE SE C O N D O F F E N SE T H I R D O F F E N SE 

Letter from Purchasing ProCard Manager Campus/Department 

ProCards become inactive for 30 days 

All Cardholders will be required to re-train on the use of the ProCard to review policies & procedures 

F I R ST O F F E N SE SE C O N D O F F E N SE T H I R D O F F E N SE

Letter from Purchasing General Manager/O 

cer ENTIRE Campus/Department 

ProCards are placed on suspension for six (6) months to a year 

All ProCard participants must be retrained 

 

Use of the ProCard is governed by Texas Education Code 44.031, HISD Board Policies, and ProCard Policy & Procedures 

Review all tabs before you can continue.



Now you are going to apply your learning to some scenarios. See if you can make the correct decisions.

Scenario 1: Mrs. Smith 

CONTINUE 

Scene 1 Slide 1 

Continue 

Next Slide

I need 3 new iPads for use in my classroom next week. If 

we do a shopping cart it would take too long. Can we 

order this on the ProCard? 

1 

Sure. Let me handle that purchase for you. 

2 

I'm sorry, but I can't make this purchase on the 

ProCard. 


0 Scene 2 Slide 1 

1 Scene 1 Slide 3

What's the problem? Why can't we use the ProCard? 

1 

Because it would be over the spending limit for my 

card. 

2 

I can only use the ProCard to purchase from 

approved vendors. 

3 

Because it's a capital outlay purchase. 




2 Scene 2 Slide 2

It only comes to $987. Won't that 

t on your card? 

1 

That's all? I thought it would be more expensive. 

Let me go ahead and make the purchase for you. 

2 

Sorry, that's not the issue. 



1 Scene 1 Slide 3

In that case, we're good. Apple is a Board Approved 

Vendor. I already veri ed it on the Procurement website. 

1 

Oh, then in that case, let me go ahead and handle 

the purchase for you. 

2 

I still can't purchase this for you with the ProCard. 



1 Scene 1 Slide 3

Hi, I'm from Procurement. Do you know why I'm here? 

1 

Uh oh. I made a bad choice, didn't I? 


0 End of Scenario

Good decision! iPads are considered Capital Outlay and Capital Outlay should 

never be purchased on the ProCard. 

CONTINUE 


Continue 

Next Slide 




Apply what you have learned to the following scenario. See if you can make the correct decisions.

Scenario 2: Mr. Johnson 

CONTINUE 


Continue 

Next Slide

We're hosting a group of principals from New York who 

want to tour our campus. Could you please order us some 

refreshments on the ProCard? 

1 

Sure. Do you have any special requests? 

2 

Maybe. How long is the meeting? 

3 

Sorry, I can't order food on the ProCard. 




2 Scene 1 Slide 5

The meeting is going to be from 9-3. Breakfast and lunch 

would be great. 

1 

Sure. Do you have any special requests? 

2 

We can't order breakfast for any meetings. But I can 

order lunch for you. 



1 Scene 1 Slide 4

Why can't we have breakfast? 

1 

Breakfast ends in the HMW Cafe at 9. 

2 

The district doesn't allow for breakfast using 

district funds. 



1 Scene 2 Slide 3

That's not true. I think you need to check your information. TRY AGAIN. 

CONTINUE 


Continue Scene 1 Slide 2

Not so quick! Before you can provide an appropriate response to your principal, 

you need more information about this meeting. Let's try again. 

CONTINUE 




1 

What did I do wrong? 


0 End of Scenario

Good job! You can de nitely order lunch for your meeting based on its length, but 

breakfast is not allowed with district funds. It's a good thing you alerted your 

administrator to that fact. 

START OVER 

 


Continue 

End of Scenario 




Apply what you have learned to the following scenario. See if you can make the correct decisions.

Scenario 3: Mrs. Harvey 

CONTINUE 


Continue 

Next Slide

We need to get new books from Scholastic for the third 

grade science projects next month. Scholastic is an 

approved vendor. Can we use the ProCard? 

1 

Sure, can you get me the list of books? 

2 

Do you know how much the books cost? 



1 Scene 1 Slide 3

It comes to a bit over $1,500. Is that going to be an issue? 

1 

No, that shouldn't. I have a limit of $7,000 on the 

card. Send me the list of books you need. I'll take 

care of it. 

2 

I think we might have an issue. That's over my 

card's individual purchase limit. 



1 Scene 1 Slide 4

Well, can't we just split it up so it 

limit? 

ts in your purchasing 

1 

I guess that would be ne. Go ahead and send me 

the list. I'll take care of it. 

2 

No, that wouldn't be allowed on the ProCard. But I 

can go ahead and build a shopping cart for you 

instead. 



1 Scene 2 Slide 3

Scenario End 

Add text here to let learners know your scenario is over. View this tutorial to learn 

how to create branching scenarios. 

START OVER 

 


Continue 

End of Scenario

You need more information. 

You don't know how much the purchase will be. Let's try this again. 

CONTINUE 




1 



0 Scene 1 Slide 2

Good Work! 

You should not try to split purchases to get around the $1,000 per purchase limit. 

A shopping cart is the best way to go. 

CONTINUE 


Continue 

Next Slide 



Knowledge Check Scenario 4

Scenario 4: Coach Walker 

CONTINUE 


Continue 

Next Slide

We're short a few soccer balls for eld day this afternoon. 

Can you pop by Walmart during lunch and grab me three 

more? 

1 

Sure. I'll leave them here in the front o 

to pick up. 

ce for you 

2 

Sorry, I can't do that. 



1 Next Slide

Why not? It's just a few soccer balls. It's not that 

expensive. 

1 

Cost is not the issue. The ProCard can only be used 

with approved vendors. Stores like Walmart and 

Target are not approved vendors. 


0 Next Slide

Then what are my options? 

1 

We can try to search the Approved Vendor site to see 

if there's someone local we can use. 


0 Scene 2 Slide 2

Scenario End 

Add text here to let learners know your scenario is over. View this tutorial to learn 

how to create branching scenarios. 

START OVER 

 


Continue 

End of Scenario


1 



0 Scene 1 Slide 2

Good job! Local stores like Walmart, Target, and even Amazon are not approved 

vendors. You should only use the ProCard with approved vendors. You can search 

the list on the Procurement website. 

CONTINUE 


Continue 

Next Slide


Resources 

Purchasing Services Websites 

Purchasing Services Public Website 

http://www.houstonisd.org/Domain/8017 

• HISD Approved Vendors 

• New Supplier/Vendor Forms 

• Supplier/Vendor Update Forms 

• Purchasing Department Info 

Purchasing Services Internal SharePoint Site 

https://houstonisd.sharepoint.com/sites/DEPTS/PDS 

ProCard Policy & Procedure Manual 

ProCard Workshop Manual 

E-Catalogs 

ProCard Forms and Information 

NIGP Codes 

Travel Information

JP Morgan Chase Customer Service Support 

1-800-316-6056 

Lost or Stolen Card – report immediately! 

Fraudulent Transactions 

Card Declines/Card Balances 

HISD ProCard Team 

ProCard Administrators 

Technical Support 

Helen M. K. Norman 

713-556-9144 

Helen.Norman@houstonisd.org 

Ivonne Curiel 

713-556-7569 

ICURIEL@houstonisd.org 

Juan Ramirez 

713-556-6538 

Juan.Ramirez2@houstonisd.org 

Lisa Muniz 

713-556-7654 

Lisa.Muniz@houstonisd.org 

Senior Category Manager, 

Purchasing Services 

Cristina Giacaman 

713-556-7766 

cgiacama@houstonisd.org



Next Steps 

You have reached the end of the content 

If you have completed all the lessons in this course, then you are ready to take the Final Quiz. Close this window to return to OneSourceMe 

Learning and click the Return to Content Structure .

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