FILE:  DJEAC

Cf:  DJE

CREDIT CARDS

The Monroe City School Board deems that it is in the best interest of the School Board that certain School Board financial transactions be made through the use of authorized credit cards.  Therefore, the School Board shall authorize the use of district credit cards for certain School Board personnel to pay for actual and necessary expenses incurred in the performance of work-related duties.  All policies and procedures in regards to credit cards shall apply to cards issued at both the district level and at the school level.

It is the policy of the Monroe City School Board that:

• A list of all district credit cards (district level and school level) shall be maintained in the Business Office and reported to the School Board upon request.
  
  

• Users shall exercise proper care in the use of credit cards and protect such credit cards against damage, loss or theft.  Any damage, loss, or theft which occurs shall be reported immediately to the Business Office and to the appropriate financial institution that issued the credit card.  Failure to take proper care of credit cards or failure to report damage, loss or theft may subject the employee to financial liability.
  
  

• Purchases that are unauthorized, illegal, represent a conflict of interest, are personal in nature, or violate the intent of this policy shall result in credit card revocation, user reimbursement of unauthorized charges, and discipline of the employee up to and including termination.
  
  

• Users shall submit detailed documentation, including itemized receipts for commodities, 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.
  
  

• The Business Office shall monitor the use of each credit card every month.

All School District credit cards shall:

• Be pre-approved by the Superintendent or his/her designee and shall be in the name of the School District/school and a designated individual to ensure proper accountability.  The person whose name appears on the card shall be the only person authorized to use said card.
  
  

• Be used for legitimate School District expenditures.  The use of credit cards is not intended to circumvent the Board's policy on purchasing.
  
  

• Have a reasonable credit limit that is established by the user and the Business office.
  
  

• Not permit cash advances or cash back from purchases.
  
  

• Block certain types of vendors or purchases using Merchant Category Codes.

The Superintendent shall develop procedures governing the issuance and use of credit cards that are consistent with the provisions of this policy.  Each cardholder shall be apprised of the procedures governing the use of the credit card and a copy of this policy and accompanying regulations/procedures shall be given to each cardholder.

New policy:  September 15, 2009

Revised:  October 3, 2017

Ref:    La. Rev. Stat. Ann. §17:81

Board minutes, 9-15-09, 10-3-17

Monroe City School Board