Commerce Bank - P Card - Information and Resources

  • WCSD partners with Commerce Bank for the P Card program.  Commerce Bank uses the website ControlPayAdvanced as their online banking tool.  The Accounts Payable Department manages the P Card program.

     

    Contact Information:

    P Card Administrators oversee all user profiles and access; they can assist with all policy questions, functionality of card issues, login issues, and they monitor all P Card training.  They manage the daily operations of the P Card program and can assist you with your daily, weekly, and monthly duties.

     

    Link to P Card website: controlpayadvanced.com  

    Link to P Card/Accounts Payable web page

    Ten Strategies for Fraud Mitigation - from Commerce Bank

    Reference Item: Frequently Used Object Codes 

     

    The extensive collection of step-by-step job aids and videos is housed in the P Card Team (Microsoft Teams).  If you need help accessing the Team or would like to be added to the Team, please contact Maria Ontiveros, AP Supervisor.  If you belong to the Team and need help navigating, check out this video: Teams and Course Navigation: Updated Teams Navigation.mp4

     

    (link to MyPGS here)

    Ongoing Training (online and self-paced):

    ONLINE P Card Training (for new and current users) Course #13653

    • Available July 7, 2025-June 30, 2026, self-paced and online in Teams, Section #31157. (Released on 7/7/25)

     

    Manuals
    AP-M001 Purchasing Card Program Procedures Manual rev. D AP-M001 Links
    AP-M002 ControlPay User Guide rev. E AP-M002 Links

     

    Forms
    AP-F009 Purchasing Card Enrollment Form rev. A AP-F009 Links
    AP-F010 Employee Cardholder Agreement rev. B AP-F010 Links
    AP-F011 Department Cardholder Agreement rev. B AP-F011 Links
    AP-F012 P-Card - District Employee Agreement rev. B AP-F012 Links
    AP-F013 Statement of Lost or Missing P Card Receipt rev. A AP-F013 Links
    AP-F014 Purchasing Card Log (Excel) rev. A AP-F014 Links
    AP-F016 P Card Increase Approval Form rev. C AP-F016 Links

     

    SAF P Card Required Documents

    Manuals
    AM 3500 Student Activities Funds (SAF) Procedures Manual rev. v 2.0 AM 3500 Links

     

    Forms
    AF 3516 SAF P Card Request rev. v 2.0 AF 3516 Links
    AF 3517 P Card Use Log - Student Activity Funds rev. v 1.0 AF 3517 Links

     

    Monthly P Card Transaction Envelope Information:

    P Card Reminder Dates for 2025-2026

    P Card Reminder Dates for 2024-2025

    • Attach a receipt for every charge in the transaction envelope (or a Statement of Lost or Missing Receipt for items under $100)
    • Include a Leave Request and agenda for all travel-related charges to include hotel, seminar registration, or airfare charges
    • If you need assistance, please contact: Account Technician at 775-348-0307.

     

    Tips and Tricks

    Making Sure the Correct P Card is Used:

    For those of you who have multiple department P Cards (schools and non-school sites), general fund, grant fund, or SAF, it is important to use the correct card associated with the funding source for each purchase.  This can easily be managed when using the P Card Log (AP-F014 for general fund and grant, or the AF 3517 for SAF, both linked below).  Remember these forms should be used for all department cards. (See excerpt from the Purchasing Card Procedures and Student Activities Fund Procedures manuals below.)  The P Card logs require the full District level budget account number or SAF activity account number to be identified before the purchase is even made.

    • For all District level budgets with the segments Fund-Program-Function-Object Code-RC-Department xx-xxx-xxxx-xxxxx-xxx-xxxx
      • If the account starts with a 10, this is a general fund account.
      • For our SpEd users, your account might start with a 58 or 74, and these are also considered general fund accounts, of sorts, for your departments.
      • If your account starts with 10, 58, or 74, the general fund P Card for your site should be used.
      • Any other account that does not start with a 10, 58, or 74, is considered a grant, therefore a grant P Card should be used.  (An exception to this is Fund 60 for Nutrition Services, which is exclusive to that department, and they only have singularly funded cards.)
    • For all SAF level budgets with the segments Account Category-Account Sub Category-Activity Account Grouping xx-xx-xxxx
      • If the account structure is xx-xx-xxxx, and student fees were collected for the purchase, then the SAF P Card at your site should be used.
    • If the incorrect card is used for the funding source supporting a purchase, please contact the P Card Administrator.  Not all mistakes can easily be corrected, so please be careful and reach out before a purchase is made if you need help.

    We understand this can be confusing.  If you have questions, please feel free to contact Jessica Valdovinos, P Card Administrator, the SAF Team, or the Grants Department. 

    AP-F014 Purchasing Card Log (Excel) rev. A AP-F014 Links
    AP-M001 Purchasing Card Program Procedures Manual rev. D AP-M001 Links
    • Purchasing Card Log (AP-F014): A detailed record required to be used by a unit for each P Card assigned to the unit (not an individual). The log tracks the date and time a District employee checks the card out; the location, purpose, and amount of the purchase; and the date and time the card and receipts are turned in to the cardholder. Receipts and supporting documentation remain with the purchasing card log until the monthly transaction envelope is prepared, at which time, they are attached to the transaction envelope. The purchasing card log is retained by the unit for five years after the end of the fiscal year to which it pertains. Copies of receipts and supporting documentation are not required to be kept at the site.
    • Unit record keeping:
      • The Purchasing Card Log (AP-F014) is required for use by units for cards issued to an entity rather than an individual. It tracks cards that are issued to and returned from employees assigned to that unit and the transactions made by them. Whenever a P Card purchase is made, the purchase will be recorded on the purchasing card log. The original documentation will be retained at the site and be used to verify the purchases listed in the monthly Transaction Envelope. After verification, a scanned copy of the receipts is attached to the Transaction Envelope and submitted into the workflow for approval.
      • Purchasing card logs are to be retained at the site and available for internal audits for a period of five years from the last day of the fiscal year during which the purchases were made. Copies of the supporting documentation are not required to be kept at the site.
    AF 3517 P Card Use Log - Student Activity Funds rev. v 1.0 AF 3517 Links
    AM 3500 Student Activities Funds (SAF) Procedures Manual rev. v 2.0 AM 3500 Links
    • Use of the P Card Use Log (AF 3517) is optional and, if used, is retained at the site for a period of five (5) years following the end of the fiscal year to which it pertains. Copies of the receipts are not required to be maintained with the log as the original documents are filed with the P Card Request.

     

    Need to brush up on your weekly and monthly duties?  

    • Both card holders and approvers can watch the below video to find out how to brush up on their P Card skills.

     

    Below are videos to support your P Card duties.  If you have issues viewing any of the videos below, please sign in to Microsoft Stream, then refresh this page.  This should fix any access issues you encounter.

    Remember, all other step-by-step job aids and videos can be found in the P Card Team (Microsoft Teams).  If you need help accessing the Team or would like to be added to the Team, please contact Maria Ontiveros, AP Supervisor.