AR Credit Card Procedures

MJUSD
DIVISION 3000
BUSINESS AND NONINSTRUCTIONAL OPERATIONS

 

EXPENDITURES AND PURCHASES   AR 3300

Credit Card Procedures

1.   Use of Credit Cards

a.     Credit cards are to be used when dealing with vendors who do not accept Purchase orders (PO’s), or when setting up PO’s/line of credit are unreasonable due to complexity or infrequent use.

b.     The use of credit cards must be approved by direct phone call, email or writing in advance of use (emergencies exempted) from the Chief Business Officer or Superintendent.

c.     Frequently used vendors who do not accept PO’s can be paid regularly with a single approval. However, an effort must be made to shift to a PO with vendors.

d.     All backup for the purchase including itemized receipts and approval are to be kept and attached to the statement, the named cardholder is ultimately responsible for this.

e.     Use for travel must be in line with other district policy including meal policies.

f.      Beginning May 1, 2015 all cardholders will be required to sign an agreement stating they have read and agree to these policies to be issued or continue to have a district card.

g.     Cards will be issued based on need and is a privilege.

2.     Responsibilities of Cardholders

a.     Cardholders are personally responsible for the use and security of their cards.

b.     Responsible to reimburse district for purchases not in line with district policy or not serving a district need, or if unable to produce itemized receipt.

c.     Ensuring card is kept is a secure location.

d.     Reporting lost/stolen card immediately.

e.     Reporting incorrect/fraudulent transactions immediately after receiving statement.

f.      Returning statement promptly with all required backup.

3.     Items that are Prohibited from Purchase on Cards

a.     Equipment over $500 without explicit approval.

b.     Gift Cards.

c.     Alcohol.

d.     Personal expenditures.

e.     Contract/agreements.

f.      Capital expenses.

4.     Consequences for Misuse

a.     Personal reimbursement to district.

b.     Revocation of card privileges.

c.     Discipline up to and including termination and legal action as appropriate.

 

(Board Approved 2/2018)