Pcard Program

P-Card Utilization - Allowed Transactions
Allowable Purchases – All Cardholders

The Policy 3810 provides the guidelines of allowable purchases. Misuse of the P-Card shall be subject to the immediate payment of all improper charges by the Cardholder and revocation of P-Card privileges.
Principals, Directors, and Department Heads determine the business need and appropriateness of purchases and must ensure that all purchases comply with all applicable Federal and State Statues and Rules, and any applicable School Board Policies. The Cardholder must ensure with their leadership what these purchases entail and in the case of any audit or inquiries, Principals, Directors, and Department Heads must document and provide any applicable justification of the purchases made under their authority. Allowable purchases of any kind are only allowed to be made by the Cardholder and are not allowable by any other individual who is not named on the assigned P-Card. Whenever available, BCPS contracts must be used as the primary source of supply.
The P-Card may be used to purchase goods at the supplier’s site, by telephone, fax, or a secured internet website.
The list below includes examples of allowable purchases (but is not all-inclusive):

Here’s a clean and well-organized version of your list:

• Consumable supplies (where the vendor accepts P-Cards)

• Subscriptions

• Books (classroom library and reference books)

• Printed library cards

• Printed materials

• Stamps

• Instructional videos and film strips

• Disc or tape recordings

• Office supplies

• Classroom supplies (including art, athletics, etc.)

• Athletic supplies

• Technology accessories only (e.g., covers, ink, USB ports, small chargers, batteries)

• Film processing

• Gasoline (Drivers Education, grounds maintenance, or any other approved functional area)

• Supermarket food for students and classes (e.g., Publix, Costco, Sam’s Club)
  Note: Aftercare and Internal Funds P-Cards only

• For schools in the Business Support Center

• Training (including required certifications)
  Note: Preferred payment method is Purchase Requisition

• Event registration
  Note: Preferred payment method is Purchase Requisition

• The P-Card can be used for travel related expenses once preapproved by the P-Card Approver and be accompanied by an approved Temporary Duty Authorization (TDA) and in accordance with Policy 3400, Per Diem and Traveling Expenses for Board Members, Board Employees and Other Authorized Individuals, Policy 3401, Professional Travel Funds – Internal Accounts and Business Practice Bulletin A-435, Travel Reimbursement Procedure.

Only the following purchases are authorized utilizing the P-Card for travel:

1.Registration – Attendee registration fees for conferences, workshops, seminars, conventions, etc.
2.Airfare – Airfare is restricted to coach airfare and only for school district business related purposes.
3.Standard hotel rooms – Upgrades and additional charges are prohibited.
4.Rental cars are generally restricted to an appropriate size.