HINCKLEY-FINLAYSON PUBLIC SCHOOLS
SCHOOL DISTRICT CREDIT CARDS
POLICY # 718


I. PURPOSE
The purpose of this policy is to establish guidelines for the issuance and use of district credit cards.

II. GENERAL STATEMENT OF POLICY

1. It is the policy of this school district that the district may issue credit cards to a limited number of administrators to expedite certain purchases and transactions.
2. Use of a district credit card is a privilege, not a right, which may be authorized at the sole discretion of the card administrators.
3. The district credit card is to be used for District purposes only and must not be used for personal expenses.
4. Employees may use a district credit card, only with the authorization of the credit card administrators, i.e. the Superintendent or Financial Coordinator.

III. REQUIREMENTS

1. The School Board, on recommendation of the District Office, shall establish a maximum credit limit for the district and all individuals who will be issued a district credit card. 
2. The District Office will maintain a list of all cards issued along with credit limits and have said list available for the annual audit.
3. Employees issued a credit card must submit the monthly statement to the District Office with an itemized expense report approved by their supervisor and including a receipt for each transaction indicating the date, purpose, and nature of each expense.
   1. Failure to provide a properly completed and approved expense report with a receipt and justification will make the employee responsible for the expenses incurred. 
   2.  If the cardholder’s supervisor or the District Office determines that one or more expenses are not allowed, the cardholder shall be notified of such determination and asked for additional justification for the expense, such that it is then approved; or reimburse the district for disallowed expense. Failure to reimburse the district shall result in the amount of the expense being deducted from the cardholder’s next paycheck.

D.  The loss of a district credit card must be reported to the District Office immediately.

1. The School Board and/or Superintendent have the right to cancel one or more credit cards without prior notice to the cardholder(s).

IV. USE OF CARDS NOT ISSUED TO AN INDIVIDUAL (WALMART & HINCKLEY-FINLAYSON MASTERCARDS)

1. Employees must have approval from the building principal on Credit Card usage request form
2. For the Walmart card purchases
   1. The original, itemized receipts must be returned to the District Office within one business day.  Any of the following may result in the employee being responsible for costs and loss of privilege to use the credit card:
      1. Using the Walmart Card for personal purchases
      2. Purchase of unauthorized items
      3. Use of the Purchase by someone other than the cardholder
      4. Fraudulent or inaccurate record keeping
3. For Hinckley-Finlayson MasterCard purchases
   1. The original, itemized receipts with the completed MasterCard Order Log must be returned to the District Office within one business day.  Any of the following may result in the employee being responsible for costs and loss of privilege to use the credit card:
      1. Using the MasterCard for personal purchases
      2. Purchase of unauthorized items
      3. Use of the Purchase by someone other than the cardholder
      4. Fraudulent or inaccurate record keeping

V.  Attachments

1. Credit Card Use Request Form
2. MasterCard Order Log Form

Approved 1/12/2015
Re-Approved  5/9/2022
​