6840-R Use of Credit Cards Regulation

To facilitate the acquisition of certain goods and services by the district, the Superintendent authorizes the Assistant Superintendent for Business to apply for a credit card on behalf of the district.

The credit card must be signed out for use with each purchasing transaction. Before an individual employee may utilize the district credit card, the employee and the Assistant Superintendent for Business or his designee must sign for the release of the credit card and a valid purchase order must be executed. When not in use the credit card will be maintained in the business office in a secure location with limited access.

A credit card shall be issued for the Superintendent and Assistant Superintendent for Business and other Board authorized individuals, and be maintained under the physical custody of the

Assistant Superintendent for Business or his designee. When needed, the Assistant Superintendent for Business and/or his designee will approve of each transaction. Authorized users must take proper care of the credit card and take all reasonable precautions against damage, theft or loss. Any damage, theft or loss must be reported immediately to the Assistant

Superintendent for Business and to the appropriate financial institution. Purchases that are unauthorized, illegal, represent a conflict of interest, are personal in nature, or violate the intent of this policy may result in credit card revocation, criminal/civil action, and discipline of the employee.

Immediately upon separation from employment, the credit card for an authorized individual shall be cancelled with the financial institution and the credit card destroyed. A log shall be maintained documenting the actions taken.

The Claims Auditor shall monitor monthly the use of the credit card and report any findings to the audit committee on the monthly claims auditor reports.

Each authorized user shall sign a statement that they have been apprised of the procedures governing the use of the district credit card and they have read and are in agreement with policy

Reviewed: August 14, 2018

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