FILE:  DJEAA

Cf:  DJE

CREDIT CARDS

Credit card accounts shall be under strict control of the Superintendent and shall require his/her approval prior to the opening of any new credit card accounts.  Credit cards shall only be used for official School Board business.

ISSUANCE

Credit cards accounts may be issued under the School Board’s name using the School Board’s tax identification number and shall not permit use for cash advances.

The issuance of a credit card shall be authorized by the Superintendent and documented using the Annual Credit Card Agreement form and the Credit Card Issuance Log.  The Superintendent shall designate to the Director of Business Services or his/her designee the responsibility of tracking the holder of the card and the purpose of the purchase using the Credit Card Issuance Log.  The log shall contain the purpose for using the card, the purchase order number, the approved department head, dates of time issue and return, and signatures of both the designated personnel and the employee upon issuance and return of the card.

USAGE

Credit cards shall not be used for routine or recurring purchases or purchases that are subject to the requirement of the Louisiana Public Bid Law.  Credit cards shall be forbidden to be used for the following purchases:

• Cash advance

• Alcoholic beverages

• Tobacco products

• Prescription and drugs

• Capital equipment and upgrades over $1,000

Credit card purchases shall comply with the School Board’s purchasing policies and/or procedures and/or the Louisiana Public Bid Laws.

Employees shall be responsible for obtaining receipts/documentations as proof of purchase while the employee holds the credit card and until the Director of Business Services or his/her designee has signed off for the card being returned.  All supporting receipts/documentations shall be remitted to the Business Department for recordkeeping.

RECORDKEEPING

The Director of Business Services or his/her designee shall monitor activity through the card issuance log, receipts/documentation, and purchase order to the monthly credit card statement.  During the review, the Business Department shall ensure the following:

• All purchases were documented on the log.

• All purchases were supported by documentation

• All purchases were approved by purchase order.

Any purchases without appropriate supporting documentations shall require a detailed explanation by the Superintendent.

The Director of Business Services or his/her designee shall attach the receipts/documentation to the monthly statement and submit to the Superintendent for review and approval before payment is made.

New policy:  September 4, 2018

Ref:    Board minutes, 9-4-18

East Feliciana Parish School Board