DISTRICT CREDIT AND PROCUREMENT CARD USE BY EMPLOYEES
Employees may use the District credit cards and/or procurement cards (p-cards) for the actual and necessary expenses incurred in the performance of work-related duties. Actual and necessary expenses incurred in the performance of work-related duties include, but are not limited to, fuel for the District transportation vehicles used for transporting students to and from school and for school sponsored events, professional development of the Board and employees, and other expenses required by employees and the Board in the performance of their duties.
Employees and officers using a school district credit card or procurement card must submit a detailed receipt in addition to a credit or procurement card receipt indicating the date, purpose and nature of the expense for each claim item. Failure to provide a proper receipt will make the employee responsible for expenses incurred. Those expenses are reimbursed to the school district no later than ten working days following use of the school district's credit or procurement card. In exceptional circumstances, the superintendent or board may allow a claim without proper receipt. Written documentation explaining the exceptional circumstances is maintained as part of the school district's record of the claim.
The school district may maintain a school district credit card or procurement card for actual and necessary expenses incurred by employees and officers in the performance of their duties. The superintendent may maintain a school district credit card or procurement card for actual and necessary expenses incurred in the performance of the superintendent's duties. The transportation director may maintain a school district credit card or procurement card for fueling school district transportation vehicles in accordance with board policy.
It is the responsibility of the superintendent to determine whether the District credit card or procurement card use is for appropriate school business. It is the responsibility of the Board to determine through the audit and approval process of the Board whether the District credit card or procurement card use by the superintendent and the Board is for appropriate school business.
The superintendent is responsible for developing administrative regulations regarding actual and necessary expenses and use of the District credit card or procurement card. The administrative regulations will include the appropriate forms to be filed for obtaining a District credit card or procurement card.