Bank Credit Cards/Purchasing Cards
| | A. | All bank credit cards issued to and in the name of the District shall be held and supervised by the Treasurer. Bank credit cards may be signed out by any employee of the District and shall only be used for approved school-related activities.
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| | B. | Bank credit cards issued to the District and placed in the name of individual employees shall be the Superintendent, Treasurer and any other employees or departments approved by the Treasurer.
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| | C. | All purchases made with a bank credit card shall be preceded by an approved purchase order.
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| | D. | Bank credit cards may be used by school employees for school-related transactions.
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| | | 1. | These do not include:
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| | | 2. | alcohol and tobacco
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| | | 3. | cash advances
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| | | 4. | gift certificates
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| | | 5. | entertainment (unless prior authorization obtained from the Treasurer’s office)
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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.
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| | 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.
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| | 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:
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| | | 1. | description of what was purchased (individual items and prices must be listed)
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| | | 2. | date of purchase
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| | | 3. | vendor name
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| | | 4. | amount paid
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| | | 5. | signature on back of receipt with a brief explanation of purpose of purchase
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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.