TCSD has implemented a purchasing card program through UMB Bank that provides approved employees with a TCSD Purchasing Card designed to increase efficiency in the purchase and processing of selected low dollar value purchases ($500 or less).

Below, is information to help TCSD cardholders, school administrators, school secretaries, and business office staff understand the rules, regulations, and processes involved with the Program:

Frequently Asked Questions

• How do I obtain a card?
  • Ask your building administrator for approval.  Principals and Directors will determine who, under their supervision, may obtain and use cards. Card usage will be monitored and cards may be rescinded at any time.  The building admin and secretary will fill out the Account Action Request Form (see below).  This form is then forwarded to the VISA card manager in the business office.  When the card is available, the card manager will arrange a short training for the cardholder prior to receiving the card.
• When is the VISA Log due?
  • VISA logs are due to building secretaries at the end of the purchasing cycle.  This usually falls on the 2nd or 3rd of the new month.
• What type of back up should I include with my log? 
  •  As with any credit/charge card, you must retain sales slips, cash register receipts, invoices, order forms, and receiving documents. In addition, turn in a completed VISA Log each month (see below).  The Purchasing Card is NOT intended to avoid or bypass appropriate Purchasing or payment procedures.  Rather, the Purchasing card complements the existing processes available.
  • An incomplete log will be returned to the cardholder.
• Why was my card declined?
  • A purchase over $500.00 will be declined.
  • If you have met your monthly cycle limit prior to the end of the cycle, your card will be declined.
  • Certain vendors are blocked including: All travel vendors (airlines, gas, hotel, rental cars, etc.), restaurants, and some service providers.
  • If you would like to know specifically why your card was declined please call the VISA card manager at 307-733-2767 
• What if I misplace a receipt?
  • Please call the vendor to obtain a copy. They usually ask for the date of purchase, purchase amount, and the VISA card number to access the record.
• What happens if I return an item purchased on the VISA Card?

  • Since UMB Bank pays merchants within three days of your business transaction, TCSD must  pay UMB for the original charge.  Your supply account will be expensed for this charge.

  • To receive a credit, contact merchants/vendors directly.  When the credit shows on your statement, your supply account will be reimbursed.  It is the cardholders responsibility to ensure that credits are reconciled.

• What purchases are allowed?

  • The Purchasing Card may be used to purchase items classified as commodities; this includes consumable supplies, maintenance materials and parts, and subscriptions.  For a detailed list of approved purchases, please see the purchasing manual (see below p.22). 

  • No individual transaction, including shipping and handling, may exceed $500. 

• May I use my VISA Card to Travel?

  • The VISA Card is not to be used for travel, entertainment expenses, or for contracted services.  If you are traveling, you may use your VISA card to buy teacher supplies such as books and teaching materials. 

  • If you need to travel, contact the Business Office for support.

  • Only the authorized cardholder may use the card. Cards and card numbers must be safeguarded against use by unauthorized individuals in the same manner you would secure your personal credit card. 
Can I let other teachers use my visa log for purchases?
• How do I report a lost or stolen card?
  • Please call the purchasing card manager at the Business Office immediately at 307-733-2767
  • If the card is lost or stolen after hours please call VISA UMB at 1-800-821-5184

*When making purchases with your VISA Card, please remember to ask for Tax Exemption