The Board of Education permits the use of a district credit card to pay for actual and necessary expenses incurred in the performance of work-related duties and to purchase goods for the district. A list of those individuals that will be permitted to use credit card will be maintained in the Business Office and approved by the Board each year at its organizational meeting in July.
Upon separation of employment, the individuals’ credit card shall immediately be deactivated and destroyed.
The district shall establish a credit line not to exceed $5,000 for the issued card. The relationship between the district and the credit card company shall be such that the district preserves its right to refuse to pay any claim that is not expressly authorized. In addition, the Board through its Claims Auditor will ensure that no claim shall be paid unless an itemized voucher approved by the officer whose action gave rise or origin to the claim, and shall have been audited and allowed pursuant to standard district procedures.
The credit card can only be used for legitimate district-related business expenditures. The use of credit card is not intended to circumvent the district’s policy on purchasing. Personal use of the district credit card is strictly prohibited. The Assistant Superintendent for Business shall establish regulations governing the issuance and use of the credit card.
The Claims Auditor shall monthly monitor the use of the credit card and report any problems and/or discrepancies directly to the Superintendent and the Board.
Cross-ref: 6700, Purchasing 6830, Expense Reimbursement
Ref: Education Law §§1724(1); 2524(1), General Municipal Law §77-b,
Opns. St. Compt. No. 79-202, Opns. St. Compt. No. 79-494, Opns. St. Compt. No. 78-897
Adopted: August 14, 2018