Bridgeport Public Schools (BPS) offers Purchasing Cards (P-card) for principals, as a procurement mode supplemental to MUNIS for use in particular circumstances.  The P-card is intended to assist with flexibility, time saving and convenience.

• You are hereby delegated authority to purchase supplies and play for such purchases on behalf of the Bridgeport Public Schools (BPS, using the BPS P-card, provided the amount of any single purchase doe snot exceed the limits set by BPS.
• Supplies or services may be purchased consistent with your organizational responsibilities and purchase limits established by BPS, to satisfy legitimate requirements.
• All purchases must be made in accordance with applicable laws and regulations, including but not limited to the BPS P-card Policy (rules and procedures) contained herein.
• Persons intentionally making unauthorized purchases may have their P-card privileges suspended, and may be subject to disciplinary and/or legal action, up to and including discharge.  This does not apply to lost or stolen card purchases made by others.
• This delegation of authority shall automatically terminate upon separation from BPS.

• The BPS P-card may be used to rapidly meet urgent needs and/or simplify procurement of essential supplies, within specified limits on transactions.
• The P-card does not replace the MUNIS ordering system.  It is a supplemental mode of purchasing, intended for use under specific circumstances defined herein.
  • For major purchases to meet future, emergent or ongoing needs, it remains necessary to plan proactively and place orders in sufficient time, through MUNIS.
• The principal is required to comply with the City of Bridgeport purchasing procedures.
  • Refer to the "Purchasing Rules" chart at the end of this document.
• The P-card will be linked to the school's operating allocation.  All expenditures made to the P-card will be deducted from the school's operating allocation.
• The applicable rules and regulations are delineated herein.
• By signing below, the principal acknowledges acceptance of the delegation of authority and agrees to comply with the applicable rules.

• The BPS P-card that the cardholder receives is imprinted with the cardholder's name and is embossed with the BPS tax exempt number.  The card identifies (electronically) the dollar limits for that cardholder and the authorized merchant codes.
• Only the imprinted, named cardholder is authorized to use the card.
• The card may not be loaned or used by other school staff.
• Doing so will be grounds for cancelling the card and forfeiting the privilege or having the BPS P-card.

• The BPS P-card is for business use only.  This means absolutely no personal purchases.
• The P-card may be used to purchase instructional supplies only, for use in the school, intended specifically to benefit student instruction.
• Purchases may be made by internet, telephone, mail order or in person.
• The bank does not track your operating budget balances.  You must rack your monthly purchases to assure the total expenditure per month is available within the balances in the school's operating allocation.  The budget allocation may not be exceeded.
• All items purchases over the counter must be immediately available.  Back-ordering is not allowed.
• The merchant must deliver all items purchased in a single delivery, within the 30 day billing cycle.  The order should not be placed without this assurance.
• Inform vendors that purchases are for the Bridgeport Public Schools.
• Inform vendors prior to purchase that the order is tax-exempt,
  • The tax exempt number is embossed on the card.
  • The school system is a tax-exempt entity.  School system funds, including school activity account funds, cannot be used to reimburse sales tax.
  • If tax is charged, notification will be sent to the cardholder to reimburse the tax or request a credit from the vendor.

Types of allowable purchases include:

• Office supplies
• Instructional supplies and materials
• Books]
• Instructional equipment
• Library materials
• Technology supplies

Prohibited purchases include:

• Conference, workshop or seminar registration fees*
• Travel expenses, including airline tickets, hotel/lodging, meals and taxis*
• Gasoline, towing, automotive parts and related services
• Professional services, including consulting
• Rental of non-district facilities
• Transportation
• Medical Services
• Tuition Payments
• Food, beverages and entertainment
• Alcoholic beverages
• Caterers and restaurants

*Conference/travel expenses are processed by the District Office, based on prior approval granted on the Conference/Travel Authorization form.

• Dollar limits are pre-programmed and enforced at the Point of Sale.
• There are two (2) transaction limits:
  • A single transaction limit........................$250
  • A monthly transaction limit.....................$500
• The limits are coded in the magnetic strip of each card and will be identified each time a purchase is attempted.  Authorization for a purchase will be approved only if the purchase falls within the dollar limits coded on the cardholder file.
• Circumstances could arise warranting consideration of an increase for either transaction limit, on a singular basis.  In such a case, in advance of attempting to make the purchase, the principal may request an exception by submitting a written request, with rationale, by e-mail to the Financial Management Supervisor.
• Exception requests will be reviewed with the Chief Financial Officer.
• If the request is approved, the Business Office will enter the change to the limit in the system.

• Merchants are identified as to their type of business by a Merchant Category Classification (MCC) Code.
• The MCC is coded in the magnetic strip of each card and will be identified each time a purchase is requested.
• Authorization for a purchase will be approved only if the merchant's MCC code on the cardholder's file allows purchase at that particular type of merchant or business.
• Merchant codes have been pre-selected by the District Finance Office.

• The principal is required to retain all documentation for all P-card expenditures for a period of six (6) years.
  • Receipts and monthly Cardholder Statements of Account (bank-generate)
• The documentation may be requested by the District Office or auditors.

• The bank will e-mail the following monthly statements within (5) business days after the 30-day billing cycle:
  • To the Principal --- Cardholder Statement of Account:  All purchases, credits and the transaction data that the cardholder has made in the 30-day billing cycle.  The principal is required to retain these monthly statements for a period of six (6) years.
  • To the Business Office - Approving Official Account Summary:  A record of all cardholder activity for each principal.
  • To the Business Office - Official  Invoice:  The invoice which BPS will pay by charging each school's operating allocation for the P-card expenditures of the principal in the month.
• The cardholder is responsible to reconcile his/her statement and notify the Business Office of any discrepancies immediately.
• The cardholder will complete an on-line reconciliation at the bank's web site.  The Business Office will view the reconciliation, in order to process payment to the bank.

• Cardholders must immediately report lost or stolen cards to the bank at 1-800-xxx-xxxx.   Bank representatives are available 24 hours per day.
• The principal must also notify the Financial Management Supervisor and CFO within 24 hours.
• The bank will cancel the card.
• A replacement card will be mailed directly to the cardholder within 48 hours of the reported loss or theft.

• As the recipient of the P-card, the principal is responsible for safeguarding the card and taking proper care to prevent loss, misplacement or misuse.
• The district will monitor the P-card expenditures on-line to verify compliance with the rules; and share computer reports with auditors, as requested.
• The P-card will expire on May 30th of the fiscal year.
• Alleged cases of non-compliance with the rules will be fully investigated and documented.
• Failure to uphold BPS policy and regulations will result in disciplinary action.

• I agree to accept the P-card to be issued to me by the District Office.
• I acknowledge that the use of the BPS purchasing card is a privilege.
• I certify that I shall use the P-card to purchase supplies or services in accordance with applicable BPS P-card policies, regulations and procedures.
• I understand that the P-card must be secured at all times and cannot be loaned or used by anyone else.
• I understand that under no circumstances will I use the P-card to make personal purchases either for myself or for others.
• I further certify that I shall be personally responsible for any unauthorized P-card purchases, except in the case of a lost or stolen card, properly reported as noted herein.
• I agree that should I violate the terms of this Agreement and use the P-card for personal use or gain, I will reimburse BPS for all incurred charges.
• I agree that BPS has the right to deduct from my paycheck any unauthorized purchases deemed my personal responsibility.
• Failure to comply fully with the regulations delineated herein may result in either revocation of my use privileges or other disciplinary action.