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Administrative Procedures

Administrative Procedure 519

Corporate Credit Cards

Background

Preamble:

 

The use of corporate credit cards for senior administrative Division Education Center staff and trustees is authorized to provide for cardholders to more effectively conduct their duties.

Procedures

General:

 

Corporate credit cards may be issued under the approval of both the Superintendent and Secretary-Treasurer, or their designates.

 

Corporate credit card use shall be tracked through the Division’s line of credit with its authorized banker. Expenses paid through the Corporate credit cards shall be accounted for consistent with budget lines provided in the Division's Financial Accounting System.

 

Individual credit limits must be appropriate to the expected use of the card holder.

 

Individual cardholders are responsible for the purchases made on their credit card account.  Inappropriate use of a credit card may lead to revocation of the card, require reimbursement by the cardholder to the Division, or other penalties, up to and including termination of employment.

 

Purchases made on cards which have been lost or stolen will be handled as provided by the card issuer, and will not involve action against the employee, provided the employee has taken the steps required to report loss or theft in a timely manner.

 

Procedures:

 

The following procedures shall be followed:

 

Charge card statement shall be copied for the Secretary-Treasurer.

 

Original statement forwarded to accounts payable for immediate payment.  Charges shall be coded to and billed against the cardholder’s expense budget.  Staff members shall code their expenses to the appropriate budget line; trustee expenses will be coded by Division office staff.

 

Card holder shall provide validation and substantiation of charge card charges to the Secretary-Treasurer by way of receipts and activity upon the monthly billing cycle and  immediately following payment due date on card.

 

If the Secretary-Treasurer has not received substantiation of charges all unsubstantiated amounts shall be offset against the next payroll for the cardholder.

 

The intent of these procedures is to ensure that the charge card is paid promptly and interest charges avoided.

 

Furthermore, it is the cardholder’s responsibility to indicate that these charges relate to authorized Division related business.  If the charges are not so related, they shall be promptly recovered from the cardholder.

 

Cardholders are reminded that these cards are for reimbursable business expenses only.  Personal use is prohibited, and this includes expenditures for fuel for travel, since mileage is the method by which travel expenses are covered.

 

 

Created:                  September 19, 2005

Reviewed:               December, 2011

Next Review by:      December 2016

References

Legislative References:

 

School Act Section 60, 61

 

Board Policy:

 

Policy 9.4.1 Board Operations

Policy 11 Delegation