P-Cards

P-Cards are the preferred method for purchasing items within your approved budget.
There is a Field Trip P-Card for each campus to be used for Field Trip expenses.
Items outside of normal, budgeted classroom supplies expenses should be approved via email by a Principal. Copy pcard@GRACEChristian.net on any such emails.
Identify yourself on the itemized receipt, identify purpose, and account if you know it.
Receipts should be itemized and show name of vendor, what was purchased, date of purchase, subtotal and tax.
If the receipt includes food (i.e., a restaurant receipt) make sure you remit the receipt showing the detail of what was ordered, sales tax amount, tip (if given) and the total charge.
Your operating budget does not cover gift cards unless pre-approved by your principal. If you need to purchase these, please explain why and also from where the money is coming for this purpose.
If the purchase is for food, please explain why and where the money is coming from for this purpose.
- For example, students have paid for field trip, class fund, etc. Our general fund does not cover food items unless pre-approved by your principal.
All expenditures should have an associated budget and be included in that budget.
Send all supporting documentation as a PDF document to pcard@GRACEChristian.net. Copy yourself when sending so that the receiver can see who it comes from and so that you have a copy of the receipt for your records. There is an explanation on each copier for how to email a receipt.
- Receipts can be sent as a jpeg file – so you can take a picture of your receipt with your phone and send it directly to pcard@gracechristian.net.
- Before sending make sure the picture is legible (ie, not blurry) and includes all pertinent information (name of vendor/date of purchase/what was purchased/amount of purchase, including tax)
If a vendor emails you a receipt/invoice you may forward that to pcard@gracechristian.net
If your P-card is lost or stolen you must notify the accounting office immediately so they can take proper security measures.

Last modified: 28 July 2024

Money

Recess for Lower Campus

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