| Upper Arlington City School District |
| Administrative Guidelines |
6423 - USE OF CREDIT CARDS
Gasoline Credit Cards
| A. | Gasoline credit cards are under the jurisdiction of the Director of Transportation, Director of Operational Services, Athletic Directors, and Assistant Principals. | |
| B. | Gasoline credit cards shall only be signed out by school employees driving on a school-related activity in a school vehicle, and shall only be used for purchases related to such school-related activity. All charge slips will be signed by the school employee who signed out the credit card. | |
| C. | Receipts shall be turned in with the gasoline credit card at the end of the activity or the next business day. Failure to turn in receipts may result in the charges being deemed unrelated or unsubstantiated. The user shall be responsible for any unsubstantiated or unrelated purchases. |
Procedures for Using District Credit Card/Purchasing Cards
| A. | Complete a purchase requisition form and have it approved/authorized by the appropriate person and then follow purchasing process outlined in AG 6320A. | |
| B. | Contact accounts payable clerk in the Treasurer’ office to schedule time to sign out a card. You will be required to provide either a requisition or purchase order number. | |
| C. | After the appropriate purchases have been made, return the credit card to the accounts payable clerk along with detailed receipts for purchases made. A detailed receipt will contain: |
| 1. | description of what was purchased (individual items and prices must be listed) | ||
| 2. | date of purchase | ||
| 3. | vendor name | ||
| 4. | amount paid | ||
| 5. | signature on back of receipt with a brief explanation of purpose of purchase |
Also, verify that no sales tax was charged. If sales tax was charged, purchaser needs to return to the vendor and obtain a credit for the tax.