2020 5321
Non-Instructional/Business Operations
SUBJECT: DISTRICT CREDIT CARD
This policy describes the safeguards and procedures established to provide for the use and security of a District issued credit card.
Safeguarding of District Credit Card
It will be the duty of the Purchasing Agent to have custody of the District credit card. The card will be maintained in a secure location with limited access.
The Superintendent and the Purchasing Agent will be the only persons authorized to use a District credit card placed in his or her custody when necessary and he or she will take the necessary precautions to ensure the safeguard of the card. The theft or loss of the card must be reported by the Purchasing Agent to the credit card company and Superintendent immediately.
Use of Credit Card
The District credit card is to be used for pre-approved reimbursable travel expenses, such as hotel accommodations, tolls, and meals, (exclusive of alcoholic beverages) or for purchases where other payment methods are not accepted, e.g., online purchases.
Credit card expenditures will be charged to appropriate budget codes and· the original itemized receipts must be forwarded to the Business Office for all charges. A purchase order must be filled out for the expense obtaining the appropriate approval prior to the expense. The following is the supporting documentation that must be provided for any transaction using the credit card:
- An itemized receipt must support the transaction.
- The purpose of the transaction.
- Individuals in attendance should be noted on the receipt for all meals purchased.
Use of the District credit card must follow all policies and procedures as have been required of the District’s Purchasing Agent.
Adopted: 8/24/11
Revised: 9/22/20