Wayne Trace Local School District
Administrative Guidelines
 

6423 - USE OF CREDIT CARDS

The Board of Education recognizes the convenience and efficiency afforded by the use of District credit cards (see Form 6423 F1). Credit cards, however, shall not be used in order to circumvent the general purchasing procedures established by State law and Board policy. As such, employees are required to abide by the following guidelines when using a District credit card.

 A.All credit cards issued to and in the name of the Wayne Trace School District shall be held and supervised by the Treasurer.
 B.Subject to the discretion of the Board and the approval of the Treasurer, credit cards may be used for eligible goods and services including:
  1.transportation reservations and expenses;
  2.conference registrations;
  3.hotel reservation guarantees and expenses;
  4.reasonable meal expenses (both in-town and out-of-town), excluding alcoholic beverages, since the purchase of such beverages clearly fails to serve a valid and proper public purpose;
  5.purchases from vendors who do not accept purchase orders or vouchers, with prior approval from the Treasurer;
  6.safety and security reasons in connection with a student field trip, competition, and/or other activity or event, if monies are budgeted and deposited with the Treasurer in advance;
  7.other purchases approved by the Treasurer on a case-by-case basis.
 C.Employees requiring the use of District credit cards shall request such cards from the Treasurer.
 D.Each request for use of a District credit card shall contain an approved purchase order.
 E.The District is a nonprofit political subdivision of the State of Ohio. Tax exemption forms shall be utilized and are available at the Treasurer’s Office.
 F.Upon receipt of a District credit card, employees shall:
  1.Inform merchants that the purchase is for "official School District business" and is not subject to State or local sales tax. However, if the merchant fails to waive the tax, the employee shall pay it. For large purchases where the merchant refuses to waive the tax, the employee shall present a tax exemption form.
  2.Maintain credit cards in a secure fashion and prevent unauthorized charges to the account.
  3.Maintain sufficient documentation of all purchases, including, but not limited to, charge receipts, original cash register slip or other detailed receipt, and invoices.
  4.Provide documentation of all purchases to the Treasurer in a timely manner to ensure prompt payment.
  5.Immediately notify his/her immediate supervisor and the Treasurer if the card is lost or stolen.
  6.Refrain from allowing anyone else to use the credit card or account number.
  7.Refrain from splitting the costs of an invoice or purchase in order to circumvent the credit card process and established, pre-approved single purchase limits, monthly spending limits, and/or funds availability.
 G.Upon receipt of the appropriate documentation, credit card expenditures will be paid through the Treasurer’s Office.
 H.The Treasurer will monitor the credit card account(s) and reconcile all credit card accounts on a monthly basis.