PURCHASING CARDS | Policy Manual | Mauston, School District of

6424 - PURCHASING CARDS

The Board recognizes that purchasing cards offer an alternative to existing procurement processes and provide a convenient, efficient method of purchasing minor goods and services. Board employees authorized by the Superintendent may use purchasing cards only for school-related purposes in accordance with this policy and any related guidelines. Purchasing cards shall not be used to circumvent the general purchasing procedures required by law and Board policy.

All approved cardholders must agree to abide by purchasing card procedures and regulations set forth in this policy and related procurement card procedures. All transactions must be made by the individual to whom the card is issued.

Purchasing card providers shall be provided no individual cardholder information (e.g., credit records or social security numbers) other than the individual cardholder’s work address.

The Business Manager or designee shall conduct independent regular reviews of each cardholder’s activity to verify that the purchasing card is being used in accordance with this policy and guidelines.

Cardholders must use common sense and good judgment when using school resources. This policy and related guidelines cannot cover every issue, exception, or contingency that may arise during the cardholder’s use of the purchasing card.

Cardholders will immediately surrender their cards upon request of the Business Manager for administrative reasons and shall surrender their cards upon separation from employment.

The purchasing card may never be used for alcohol, personal items or services, nor is the personal gain of credit card rewards such as bonus points, frequent flyer miles, or any other affinity program reward permitted under any circumstances.

Employees who spend over the per-meal amounts approved by the Board are responsible for reimbursing the District for the balance.

All expenditures on the purchasing cards require the submission of receipts immediately after purchase or the employee will be held responsible for reimbursing the District for the amount charged. Receipts will be submitted to the Business Office.