School District Coordinator Information for the School Advantage Purchasing Card Program
Recommended Guidelines Designed Specifically for Schools
The superintendent will need to designate a purchasing card coordinator for the district.
Coordinator Responsibilities Purchasing card coordinator responsibilities include, but are not limited to the following:
Coordinator and designated personnel will receive training on program policies and procedures from Bankers Credit Card Service. Communicate with Bankers Credit Card Service to establish program and ongoing as needed for program changes, additional card request, closures, disputes, etc. Submit appropriate forms and/or documents for establishing program to Bankers Credit Card Service. Retain forms and/or documents for program. Coordinate with supervisors the issuance of cards to staff members and/or employees. Provide training of supervisors, staff members and/or employees on the program.
Review and verify charges on the Secure Cards and submit request for payment. Maintain access to online reporting system. Perform random audits of purchases. Responsible for monitoring transactions on a regular basis through online reporting system. Monitoring of transactions can be delegated or shared with department supervisor, manager, and/or approving official.
Account reporting, reconciliation, and payment procedures, which may be unique to each district, will be developed by BCCS and the Purchasing Card Program sponsors in consultation with participating districts.

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