West Clermont 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 West Clermont Local School District shall be held and supervised by the Treasurer.
   
 

B.

Administrative staff may use credit cards only in connection with Board-approved or school-related activities and in accordance with established, pre-approved single purchase limits, monthly spending limits, funds availability, and the appropriation of a particular building or department budget, grant provision, or student activity purpose clause.
   
 

Administrative staff limits will be established by the Treasurer. Spending limits may be increased or decreased as necessary.
   
 

C.

Credit cards shall not be used for personal purchases or expenditures not allowed under this guideline. In particular, credit cards shall not be used for expenses that are not incurred in connection with Board-approved or school-related activities, are not for the benefit of the District, and do not serve a valid and proper public purpose. Use of credit cards in an unauthorized or illegal manner may result in revocation of credit card privileges, disciplinary action and/or, where appropriate, may require the user to pay any and all inappropriate charges, including finance charges and interest assessed in connection with the purchase.
   
 

D.

The District is a political subdivision of the State of Ohio. Tax exemption forms shall be utilized and are available at the Treasurer’s Office.
   
 

E.

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 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.
   
 

8.

When using the card for allpurchases:
   
 

a.

Identify the purchase needed and determine funds availability.
   
 

b.

Determine if the purchase amount is within his/her pre-approved single purchase limit. If yes, proceed to the next step. If no, check with his/her supervisor for details on how to proceed.
   
 

c.

In purchasing goods and/or services, employee(s) shall provide merchant with the credit card and inform the merchant that the purchase is for "official School District business" and is not subject to State or local sales tax. If merchant refuses to waive the sales tax, employee shall pay it.
   
 

d.

Retain receipts, including cash register receipt and credit card charge slip.
   
 

e.

Give receipt and supporting documentation to the Treasurer.
   
 

F.

Failure to return District credit cards and/or receipts within the above-referenced time period may result in the suspension of credit card privileges and/or charges being deemed unrelated or unsubstantiated.
   
 

Employees shall be responsible for any and all unrelated or unsubstantiated purchases and shall be required to make full reimbursement to the District within thirty (30) business days.
   
 

If an employee(s) reimburses the District for an unsupported purchase, it shall be documented in the monthly credit card reconciliation.
   
 

G.

The Treasurer will keep a record/activity log of all credit card uses and review and approve all purchases to verify that the expenses are incurred in connection with Board-approved or school-related activities, are for the benefit of the District, and serve a valid and proper public purpose prior to disbursing public funds for payment of such expenses.
   
 

H.

Upon receipt of the appropriate documentation, credit card expenditures will be paid through the Treasurer’s Office.
   
 

I.

The Treasurer will monitor the credit card account(s) and reconcile all credit card accounts on a monthly basis.
   
 

J.

If the employee is terminated or resigns, then s/he must return the credit card and remain responsible for any inappropriate use.

© Neola 2010