The Board of Education recognizes the value of an efficient method of payment and recordkeeping for certain expenses.

The Board, therefore, authorizes the use of District credit/debit cards with a total authorized limit not to exceed five percent (5%) of the District's total budget for the current fiscal year.

The Board, therefore, authorizes the use of District credit cards/debit cards. The authorization, handling and use of credit/debit cards have been established to provide a convenient and efficient means to purchase goods and services from vendors. Credit/Debit cards, however, shall not be used in order to circumvent the general purchasing procedures established by State law and Board policy. The Board affirms that credit/debit cards shall only be used by an authorized officer or employee of the District for the purchase of goods or services for official business of the District. However, under no circumstances shall credit/debit cards be used for personal purchases or the purchase of alcoholic beverages regardless of whether the purchase of such beverages is made in connection with a meal.

The Superintendent shall develop administrative guidelines that specify those authorized to use credit/debit cards, the types of expenses which can be paid by credit/debit card, and their proper supervision and use. Inappropriate, unauthorized, and/or illegal use of the credit/debit card and/or failure to strictly comply with the limitations and requirements set forth in the administrative guidelines may result in a loss of credit/debit card privileges, disciplinary action consistent with Board policies and practices and applicable law, up to and including termination, personal responsibility for any and all inappropriate charges, including finance charges and interest assessed in connection with the purchase, and/or possible referral to law enforcement authorities for prosecution.

Users shall be required to reconcile their individual accounts on a bi-weekly basis and to identify and, to the extent possible, resolve disputes on applicable account statements. An itemized receipt must be obtained and maintained for each item purchased with the card. Users shall be subject to additional restrictions and internal auditing measures as set forth in individual Cardholder Agreements.

The Superintendent shall be responsible for the District's credit/debit card issuance, accounting, monitoring, and retrieval and generally for overseeing compliance with this policy. The balance on such card(s) including interest shall be paid within not more than sixty (60) days of the initial statement date. Credit/Debit card invoices must be approved by appropriate officers/personnel before payment.

Users of a credit/debit card shall submit documentation detailing the goods and services purchased, the cost of the goods and services, the date of purchase, and the official business for which purchased. Users are responsible for the card's protection and custody and shall provide immediate notification if the card is lost or stolen. A user shall return the card(s) upon termination of his/her employment with the District.

Revised 2/19/08