Code No.: 803.2
Purpose: To provide guidelines for the use of school district credit cards.
Policy: Employees may make purchases using school district credit cards for the actual and necessary expenses incurred in the performance of work-related duties and district needs. Actual and necessary expenses incurred in the performance of work-related duties and district needs include, but are not limited to; hotel stays related to professional development of the board and employees and/or purchases of supplies for classrooms, offices and other departments.
Employees making purchases using school district credit cards must complete the appropriate requisition forms prior to purchase. A credit card receipt indicating the date, purpose, and nature of the expense for each claim item must be submitted to the central office. If proper documentation is not provided, the employee shall be responsible for the expense and shall provide reimbursement to the school district no later than ten (10) working days following the purchase.
It shall be the responsibility of the superintendent to determine whether the school district credit card use is for appropriate school business. It shall be the responsibility of the board to determine through the audit and approval process of the board whether the school district credit card use by the superintendent and the board is for appropriate school business.
The superintendent shall be responsible for developing administrative regulations regarding actual and necessary expenses and use of a school district credit card. The administrative regulations shall include the appropriate forms to be filed for obtaining a credit card.