EEF Procurement Card - Mississippi Department of Education

Milo Crabtree, Deputy Executive Director
Department of Finance & Administration
Ron Sager, Senior Vice President
UMB Bank-Card Center
Lance Fulcher, Director
Office of Purchasing, Travel & Fleet Management
Department of Finance & Administration
Todd Ivey, Bureau Manager
Office of School Financial Services
Mississippi Department of Education
Regina Irvin, Procurement Card Contract Analyst
Office of Purchasing, Travel & Fleet Management
Department of Finance & Administration
Melissa Barnes, Bureau Director
Office of School Financial Services
Mississippi Department of Education
Laurie Pierce, Travel Manager
Office of Purchasing, Travel & Fleet Management
Department of Finance & Administration
Sheryle Coaker, Executive Director
Mississippi Association of School Business
Ross Campbell, Director
Marketing and Audit
Office of Purchasing, Travel & Fleet Management
Department of Finance & Administration
Senate Bill 2761, as passed during the 2012 Regular
Legislative Session, authorizes the Department of
Finance and Administration to issue procurement
cards for use by classroom teachers to purchase
classroom supplies, instructional materials and
Funding for the procurement cards is secured by
EEF funds as specified in Mississippi Code section
37-61-33(3)(a)(iii) Mississippi Code, 1972
Annotated. The total amount of funds appropriated
for fiscal year 2013 for EEF classroom supplies,
instructional materials and equipment is $8 million
Districts are authorized to opt out of the EEF
procurement card program; however, it is strongly
recommended by the legislature that all school
districts participate. The legislature will ask for a
report of districts that opt not to participate in the
EEF procurement card program.
Due to the logistics of producing an estimated
35,000 cards, the expected date for school districts
to receive procurement cards to issue to teachers is
the end of September 2012, however, during the
first year, card production issues may push this date
into October.
EEF procurement cards issued to teachers are
considered state funds appropriated directly to
teachers for the purchase of classroom supplies,
materials & equipment.
Local school districts do not have oversight or
approval authority as to what is purchased by the
a. Teachers will be required to sign a statement of
understanding that the funds available on the card
are public funds and must only be used to purchase
supplies, materials, and equipment for use in their
classrooms. A copy of the Mississippi Educator Code
of Ethics and Standards of Conduct will be attached
to the statement of understanding.
Continued From Previous Slide
b. Teachers are responsible for repaying the state for
any purchases that are considered unallowable (at
the determination of an audit of the teacher’s
c. Audits of purchases made by teachers using the
procurement card would be an audit of the
individual teacher and not part of the school
district’s annual financial audit.
Continued From Previous Slide
d. Teachers are required to retain receipts or copies of
receipts of purchases made using an EEF
procurement card for five years for audit purposes.
e. Local school districts will continue to be audited on
the district’s methodology for determining the
amount of EEF classroom supplies, instructional
materials and equipment allocated out to teachers,
but not on how individual teachers spent those
Cards will not be imprinted with individual teacher
names. Cards will be imprinted with an account
number specific only to that card, and will also have
an imprint that reads “EEF Classroom Supply – State
of Mississippi Funds” or words to that effect.
Cards will be segregated by district with an account
number that includes a district identifier such as the
district’s four-digit district number.
EEF Procurement Card Example
School districts will be responsible for tracking each
card issued to teachers.
a. Local school districts must maintain a roster that shows
by card account number the teacher who received the
b. Local school districts are required to issue cards to
teachers within seven working days of the date the
district receives the procurement cards.
c. Teachers are required to turn in the card to the district if
the teacher leaves the district.
d. Teachers must notify the school district immediately if
the card is lost, destroyed or stolen.
Teachers must notify the district of any items
purchased that the district may require to be placed
on the district’s fixed assets inventory. The district
will show the item as equipment donated to the
district by the State of Mississippi.
Once a district determines the number of cards
needed and the dollar amount for each card, the
district cannot request additional cards or request
to change the amount on a card.
a. Local school districts will divide the allocation by the
total number of eligible teachers to determine the
amount to be placed on each card.
b. Every card for a particular district will have the same
dollar amount. Recommend that teachers partially
funded from non-federal funds or those not teaching a
full day be allocated their proportionate share from local
Continued From Previous Slide
Teachers who are hired after the district has reported
the total number of cards required, and the amount on
each card, will not receive any EEF funds that year. An
exception would be made if the teacher is hired to
replace a teacher that left mid-year, then the new
teacher may be issued the card that was turned in by the
departing teacher. Any funds remaining on the card may
be spent by the new teacher.
Continued From Previous Slide
d. Once the EEF procurement card process is initiated for a
district, teachers will not be able to carry over funds
from one year to the next. Any funds remaining on
cards at the end of the year will be carried forward to
the subsequent year and added to the subsequent year’s
EEF Classroom Supply allocation for redistribution to all
eligible teachers in the district.
On or before the date cards are issued to school
districts, the Department of Finance and
Administration will make available to the Mississippi
Department of Education an amount of funds
sufficient to cover the total amount needed to fund
all cards. The Department of Education will make
monthly payments to the bank based on the
expenditures for all cards during that month.

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