Jerome Joint School District No. 261

FINANCIAL MANAGEMENT 7440

Credit Cards

The district will minimize the use of credit cards by using purchase orders and reimbursement procedures as much

as possible.

The board authorizes the use of district credit cards in the district office by the Superintendent or designee to pay

for district or board expenses related to travel and technology expenses, professional development, and other

district expenses. The board also authorizes cards that provide gasoline to district vehicles through local businesses with charges for district maintenance and driver’s education vehicles only. The board authorizes the district to secure credit cards from major local vendors to purchase school and office supplies.

All charges against these cards must be paid each month so that the cards are used as a method of payment for the purpose of purchasing services and supplies on behalf of the district and not for the purpose of securing credit.

The Board of Trustees permits the use of District credit cards by certain school officials to pay for actual and

necessary expenses incurred in the performance of work-related duties for the District.

All credit cards will be in the name of the School District. Credit cards may only be used for legitimate District

business expenditures. The use of credit cards is not intended to circumvent the District’s policy on purchasing.

Purchases that are unauthorized, illegal, represent a conflict of interest, are personal in nature, or violate the intent

of this policy may result in credit card revocation and discipline of the employee.

The Superintendent or his designee shall monitor monthly the use of each credit card by reviewing credit card

expenditures and reporting any serious problems and/or discrepancies directly to the Board.

Credit Card Users

The Business Office will secure and maintain all major credit cards and issue them to staff on an as needed basis.

Staff will check out each credit card to be used. The credit card along with all receipts must be returned to the

Business Office at the start of the next business day unless prior arrangements have been made.

New credit card users must take proper care of the credit card(s) and take all reasonable precautions against

damage, loss, or theft. Any damage, loss, or theft must be reported immediately to the Business Office and to the

appropriate financial institution. Failure to take proper care of credit cards or failure to report damage, loss, or theft

may subject the employee to financial liability.

Users must submit detailed documentation, including itemized receipts for services, travel, and/or other actual and

necessary expenses which have been incurred in connection with school-related business for which the credit card

has been used. Failure to provide a proper receipt can make the employee responsible for expenses incurred.

Credit Card Limits

The District maintains four (4) major VISA credit cards. The District shall establish a credit limit for the Administration

/ Business Office not to exceed a combined $15,000; the Curriculum Department not to exceed $35,000; and the

Technology Department not to exceed $15,000. The combined amount for all VISA cards issued to the District shall

not exceed $65,000.

The District also maintains several local major credit cards that are vendor specific. Credit limits on these cards are

established by the individual vendor and vary from card to card.

Misuse and/or Unauthorized Use

An employee who violates a provision of this policy shall have his or her credit card privileges revoked immediately

and shall be subject to disciplinary action as determined by the Superintendent or his designee and shall be reported to local law enforcement. If the Superintendent violates a provision of this policy, they shall be subject to disciplinary action as determined by the Board and shall be reported to local law enforcement.

Additional Procedures

The Superintendent, in consultation with the Business Manager, may establish additional procedures governing the

issuance and use of District credit cards that do not contradict any part of this policy. Each staff member that is

issued a credit card shall be apprised of the procedures governing the use of the credit card

Legal Reference: I.C. § 33-701 Fiscal year – Payment and accounting of funds

I.C. § 18-5701 Misuse of Public Money by Officers

I.C. § 18-5703 Definitions

Policy History:

Adopted on: 11/21/2006

Revised on: 07/26/2016

Revised on: 08/28/2018

Revised on: 03/19/2024