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703.08 Credit Card Use Policy

703.08            

CREDIT CARD USE POLICY

District credit cards may only be used for the actual and necessary expenses incurred in the performance of work-related duties. Actual and necessary expenses incurred in the performance of work-related duties include, but are not limited to, fuel for school district transportation vehicles used for transporting students to and from school and for school-sponsored events, payment of claims related to professional development of the board and employees, and other expenses required by employees and the board in the performance of their duties.

Employees shall not charge any personal expenses to the district credit card.  Charging personal expenses to a district credit card may be grounds for discipline.

Authorized staff using a school district credit card must submit a detailed receipt in addition to a credit card receipt indicating the date, purpose and nature of the expense for each claim item. Failure to provide a proper receipt will make the employee responsible for expenses incurred. Those expenses must be reimbursed to the school district no later than ten working days following use of the school district’s card. In exceptional circumstances, the superintendent or board may allow a claim without proper receipt. Written documentation explaining the exceptional circumstances shall be maintained as part of the school district’s record of the claim.

It is the responsibility of the Superintendent or designee to determine whether the school district credit card use is for appropriate school business.

LEGAL REFERENCE:                  Iowa Code Section 279.8; OAG #83-7-3(L)

Approved:      12/10/07          Reviewed:    10/14/13       Revised:                     

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