Purchasing+Cards,+or+P-Card

Using the media center purchasing card (Pcard) is an effective and efficient method for purchases and budget management.

The card is like a regular credit/debit card. It has a designated amount of money downloaded or assigned to that particular media center account. Each media specialist, depending upon the direction of the principal, may use this card for media center purchases, including books, AV, supplies. The PCard may not be used for computers or computer equipment.

No more than $2500 may be purchased on the card at one time. No more than $25,000 per month. PCard may NOT be used for personal purchaes, gift certificates, flowers, gifts or food for parties or funerals, membership to organizations, travel expenses, airline reservations. If in doubt, don't. Or call and ask.

If there are questions about particular purchases please contact the Purchasing Department for clarification. The school book keeper is also a valuable resource.

A monthly statement will be mailed to each school from SunTrust bank. Each media specialist must reconcile this statement. After each purchase, an email will be sent to the media specialist and you should log into the Suntrust online banking system via ESP and acknowledge with the appropriate account and sign off procedures. For directions on how to do this, please check in FInancial Services in Public Folders, ESP Reconciliation Procedures for complete instructions or contact Amy Campbell in the Purchasing Department, 404-763-6841.

To print a Monthly Report from ESP follow the steps below (per Amy Campbell, Purchasing Department), __have the principal sign and date and then retain with monthly records.__
 * Please also remember to print a monthly statement record**.


 * From the main menu in ESP, choose Statement Manager.
 * Select the statement period you would like to print. The view will list the end date of the statement.
 * Scroll down to the end of the transactions listed and click “View Transaction Report”.
 * Then, scroll down to the bottom of the screen and select “PDF Format”.
 * Print, have your principal sign and date and file with your monthly P-Card records for audit purposes

When signing off on transactions in ESP, if you have the invoice click the yes box and you may want to make a note in the Notes box: received, etc. then click Save.