6424 - PURCHASING CARDS

Card Use

Cardholders shall be authorized by Treasurer/Superintendent and must execute Form 6424 F1 prior to use. All transactions must be made by the individual to whom the card is issued.

Purchasing cards may be used only to purchase school-related items or services. The following is a list of other supplies and services that may not be purchased with the purchasing card:

1. alcohol and tobacco;
2. cash advances;
3. gift certificates;
4. travel expenses
5. postage;
6. food purchases at gas stations (unless authorized);
7. telephone calls;
8. medical services;
9. legal services;
10. cell phones; and
11. illegal services such as gambling. 

Single item purchases may not exceed the budgeted amount.

Procedures

Purchasing cards may be used to purchase goods or services by phone, mail, in person, or online. Supplies and services must be available immediately for pick-up, shipping, or delivery within the monthly billing cycle. Cardholders should obtain this assurance prior to making orders.

To avoid sales tax, cardholders must inform the vendor of the Board's tax exempt status prior to making the order.

Cardholders may make online purchases from secure sites only.

Cardholders should print an order page when making purchases online, and request confirmation numbers when making purchases by phone.

Cardholders must maintain a transaction log or record describing all items and services purchased during a billing cycle.

Cardholders must retain copies of all original signed receipts, packing slips, etc., and should request itemized receipts for all purchases. It is the responsibility of each cardholder to retain proof-of-purchase documentation and submit it, along with the billing statement, to Treasurers Office personnel, within five (5) days of receiving the billing statement. Lost receipts will not be tolerated. It is the responsibility of the cardholder to obtain a duplicate receipt from the vendor.

The Account payable personnel shall reconcile the cardholder's log, proof of purchase receipts, and the billing statement as soon as the statement arrives from the purchasing card company and before payment is made to the purchasing card company. Prior to payment, discrepancies must be resolved to the satisfaction of the Treasurer.

Disputes

It is the responsibility of the cardholder/accounts payable personnel to contact the vendor to dispute charges or to return items, if necessary. Disputed charges may result from the failure to receive goods or services, fraud or misuse, altered charges, defective merchandise, erroneous amounts, duplicate charges, unprocessed credits, application of sales tax, etc. Unresolved disputes must be submitted to the Treasurer and accounts payable personnel immediately along with any supporting documentation. In resolving disputes, cardholders must never accept cash from the vendor to settle a disputed amount.

Lost or Stolen Cards

Cardholders must immediately report a lost or stolen purchasing card the treasurers office personnel . Failure to report lost or stolen purchases cards shall result in disciplinary action including but not limited to revocation of card privileges.

Responsibilities

Cardholders should keep the purchasing card an accessible, but secure location. Cardholders must not permit or direct others to use the purchasing card.

Cardholders should keep duplicate copies of proof-of-purchase documentation and transaction logs.

Cardholders must use common sense and good judgement when using school resources. This administrative guideline cannot cover every issue, exception, or contingency that may arise during the cardholder's use of the purchasing card.

© Neola 2012