803.02 R1 - Use of Credit Cards

Employees may request the use of a District credit card when the expense they will incur is the direct obligation of the District and directly billing the expense to the District is impractical. Only the Superintendent or Director of Finance and Operations can authorize an employee to use a District credit card. The following would be examples of approved use of a district credit card:

  1. Purchase of gas for a school owned vehicle.
  2. Overnight lodging when on school business and a purchase order is not accepted by the facility.
  3. Payment for meals that are incurred because of a school business trip when an individual is in ‘overnight status’ per Internal Revenue Service guidelines and Board policy (the maximum payment for meals is as follows:  $40 per day with detailed receipts.
  4. Purchase of materials or services where purchase orders are not accepted.
  5. Purchases under $500 for which a statement of authority has been submitted and signed by an administrator.

An employee wishing to obtain and/or use a District credit card must abide by the following requirements:

  1. A school credit card may be obtained from the Director of Finance and  Operations. It must be logged out, noting an expected time of return.
  2. No employee will be given a school credit card on a permanent basis.
  3. Any employee that loses a school credit card must report the loss to the business office immediately.

An employee using a District credit card must abide by the following requirements:

  1. The employee must obtain an authorization via a statement of authority, prior to the purchase.
  2. At time of purchase the employee will sign the charge sheet and return the customer copy to the business office with the card.
  3. When signing the charge card the employee will also state the reason for the charge (i.e. in-service meeting in Des Moines, etc.)
  4. Failure to provide the above-mentioned documentation will make the employee responsible for the expenses incurred. Those expenses are reimbursed to the school district no later than ten working days following use of the credit card.

 

 

(July 21, 1986; December 19, 1994; July 7, 2003; April 20, 2009; May 18, 2009; July 18, 2011, March 5, 2012; June 23, 2014; February 4, 2020)