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P-Card Services

​​​​​​​​​​​​​​​​​​ATTENTION: NEW PROCEDURE EFFECTIVE IMMEDIATELY

All requests, concerns or questions, regarding P-Card services should be directed to the Purchasing Department, Attn: Pcardservices@groups.volusia.k12.fl.us​

Should you experience a discrepancy or issue regarding your P-card which requires immediate assistance, please contact:

P-Card Purpose

The Volusia County Schools' (VCS) Purchasing Card Program is designed to efficiently purchase goods and/or services from any vendor that accepts the VISA credit card. 

Policies and Procedures

The P-Card manual will provide guidance on the proper use of the VCS Purchasing Card as an efficient supplement to purchase orders and to ensure that all charges made with the purchasing card are done so in accordance with school board policy and are for authorized district use only.  Policies and procedures apply to all employees authorized to use either a district or internal accounts purchasing card (individual cards and/or site cards).​  

For further information regarding P-Card policies and procedures, please review the VCSB P-Card Manual.

Spending Limits

The principal/department head will set a single purchase limit and a monthly spending limit when requesting a purchasing card for an employee.  Purchasing guidelines set the recommended maximum limit at:

  • $1,000 for a single purchase
  • $10,000 for a monthly spend

The guidelines allow for increases above the recommended​ maximum limits to accommodate special purchases that otherwise do not violate School Board purchasing policies.  A purchase may be made of multiple items, but the invoice total cannot exceed the cardholder's single purchase limit.  Transactions shall not be split to circumvent the singe transaction limit.

Sales Tax

The School District of Volusia County's purchases are generally exempt from State sales tax.  In order to make taxfree purchases the School District of Volusia County Consumer's Certificate of Exemption should be furnished to the vendor at the time of purchase.  The applicable tax exemption number is printed on the front of the purchasing card.  ​​​

Helpful Forms​

Note:  The following forms are ELECTRONIC forms.  When completing a request, please be sure to complete and submit your document electronically.  Appropriate requests will need to be identified and one form will be needed for each individual request.  All forms require the use of Digital ID's/Signatures.  Each form may be required to be downloaded to your desktop in order to allow for use of electronic signature fields.  For assistance with creating a Digital ID/Signature, see attached:

Purchasing Card Dispute and Cancellation Form:

  • ​If you believe a transaction charged on your card is in error:
    • ​Make a copy of the statement
    • Next, complete the "Cardholder Information" portion of this form and return to the Purchasing department. 
    • Disputes m​ust be resolved in 60 days.  
    • ​​​​Note: This document does not require a Cardholder or Principal/Department Head Signature​​
Purchasing Cardholder Maintenance and New P-Card Request Form:
  • ​​Note: This form may be used for Credit Limit requests 
  • ​​To change Cardholder information on an existing Purchasing Card:
    • Select your specific request and "Card Type"
    • Next, complete the "Cardholder Information Change" portion of this form in its entirety and return to the Purchasing department.
  • ​​​To apply for a New Purchasing Card:
Questionable Purchases Form:
  • ​​​This form is to be used for reporting any questionable purchases made by cardholders to the Principal / Department Head. (This form does not have to be returned to Purchasing.)
  • ​​Purchasing Card Questionable Purchases

Please return all applicable forms to the Purchasing Department, Attn: Pcardservices@groups.volusia.k12.fl.us​

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