It is the policy of the Board of Education that only designated personnel of this School District will use the school credit card(s).

The Superintendent/or the Superintendent’s designee are the only District employees authorized to use or designate the use of the credit card(s).

The Superintendent/or the Superintendent’s designee will carefully control the use of the credit card(s). All usage of the credit card(s) will require the acquisition of the credit card invoice customer copy.

All bills received from oil companies or other credit card companies will be paid in full upon receipt of the invoice and within the time period provided by the credit card company. The District shall not be responsible for any service charges for late payment.

The purpose for which a District owned credit card may be used:

The reasonable and necessary expenses as outlined in the District’s policy and procedures for travel reimbursement, including but not limited to meals, lodging, gasoline for school owned vehicles, transportation, parking fees, rental cars, and conference registrations. While school personnel are traveling in group situations the school credit card may be used to pay for meals of District employees and Board members. An itemized receipt must be submitted with the credit card invoice customer copy.

The purpose for which a District owned credit card may not be used:

1. Prohibition against payment of alcoholic beverages;

2. Prohibition against use by any person other than the designated credit card holder (not loaned to another employee or non-employee);

3. Prohibition against use for payment of non business related expenses.

4. Prohibition against using the card to make unauthorized purchases with the intent of reimbursing the school for those items at a later date.

The following regulations shall apply to the usage of District owned credit cards:

1. The Superintendent may assign an appropriate number of credit cards to each campus. The campus assigned credit cards will be under the direct supervision of the Assistant Superintendents/Campus Directors.

   1. A card usage log will be maintained by the Campus Director and will include the following information:

      1. The signature of the employee checking out the card.

      2. The activity for which the card is to be used.

      3. The date the card is checked out.

      4. The date the card is checked in.

      5. Receipts for all purchases must be turned in at the time of returning the credit card to the Campus Director or his/her designee. Failure to provide receipt may require the designated cardholder to reimburse the School District for the expense. Receipts for gasoline purchases must include the license number or vehicle description.

   2. Purchases are to be made only by the employee whose signature is recorded on the usage log as checking out the card.

2. Purchases made which are not approved by the Board of Education will be reimbursed to the School District within 10 days of notification. Anyone making such purchases may be prohibited from future use of the card.

3. Personal usage of the cards is prohibited at all times.

4. The Superintendent may assign a card to a particular employee if it is deemed necessary to conduct school business in a more efficient manner.

   1. Employees with assigned credit cards are to turn in credit card receipts to the Campus Director or his/her designee.

   2. Central Office Staff is required to turn in credit card receipts to the accounts payable office.

   3. Assigned credit card holders are to turn in receipts at the designated offices on a weekly basis.

5. If expenditure is made on behalf of a person other than the authorized employee the documentation should show the name, title of the individual or sufficient information to ascertain whether the expenditure was proper.

6. Any employee authorized to use a school credit card must ensure that it is used only for school business. Any employee making an illegal or inappropriate purchase using a school credit card will be responsible for payment of the charge and will be subject to disciplinary action, up to and including discharge.

Approved by the Board of Education, February 20, 2001
Amended December 3, 2007
Amended July 13, 2015
Amended September 14, 2020