Efficient, Responsible Use of Procurement Cards Benefits Rockwood School District

The Rockwood School District successfully navigates district procurement card (P-card) use with strategies that minimize risks and maximize benefits. The district’s proactive approach includes best practices that set a standard for efficiency and fiscal responsibility in educational institutions.

P-cards are a common tool for school districts, designed to simplify purchasing processes and cut down on administrative burdens. P-card usage involves complex processes, and Rockwood has tackled these issues with robust strategies that ensure secure and efficient use of these cards.

To maintain transparency and accountability, Rockwood has established stringent oversight procedures. Each P-card transaction undergoes thorough review processes, including automated monitoring for unusual spending patterns. Regular audits further support this effort, aiming to catch and prevent any potential misuse.

The district also provides ongoing training for its staff that emphasizes correct card usage, adherence to district policies and compliance with procurement guidelines.

Rockwood has instituted specific limits and restrictions on P-card transactions. This includes setting low thresholds for everyday purchases and requiring prior approval for larger expenditures. Additionally, the district has restricted or eliminated cardholders’ ability to use the cards at all in purchasing categories deemed high-risk.

Since the implementation of its enhanced P-card program in 2016, Rockwood has seen measurable results. In fiscal year 2023-2024, the district received $124,688 in rebate earnings that have been reinvested in the operating budget.

“Our strategic approach to managing P-cards has allowed us to streamline procurement processes, protect our financial resources and optimize rebate opportunities,” said Brenda Kirchhoefer, Rockwood’s coordinator of purchasing. “This success highlights the benefits of thoughtful planning and effective oversight.”