2007 5321

Non-Instructional/Business

Operations

G/

SUBJECT: DISTRICT CREDIT CARDS

The School District may obtain a credit card or cards in its name for the use of its officers, administrators, and District Clerk for authorized school business related expenses. The District shall establish a credit line not to exceed $5,000 for each credit card. The District may also obtain vendor-specific credit cards for use by other authorized district staff who have been approved to make purchases from the specific vendor.

The credit card(s) shall be locked in a secure place. Each authorized user will sign a receipt for any card placed in his/her custody and will take necessary precautions to safeguard the card. In the event a card is lost or stolen, the Business Office will be immediately notified.

Credit card purchases will be limited to pre-approved expenses such as hotel accommodations and meals, purchases of items in an emergency or crisis situation, the purchase of items where it is impractical to issue a purchase order, and postage. When a staff member uses a vendor-specific credit card for the purchase of materials or supplies, the purchaser must first obtain a purchase order by sending an approved requisition to the business office. The purchase order will be submitted to the vendor at the time of purchase.

Itemized receipts shall be obtained for each use of a credit card. The receipts shall provide evidence that the expenses are prudent and proper. When credit cards are used for meals, those in attendance and the purpose of the meeting shall be provided.

Expenses incurred on each credit card shall be paid in such a manner as to avoid interest charges.

Adoption Date: December 10, 2008