Employees may use District credit cards 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 District vehicles used for transporting students to and from school and for school-sponsored events, payment of claims related to professional development of the bBoard and employees, and other expenses required by employees and the Board in the performance of their duties.
Employees and officers using a District credit card must submit an itemized receipt in addition to a credit card receipt indicating the date of the expense for each claim item. Failure to provide a proper receipt shall make the employee responsible for expenses incurred. Those expenses shall be reimbursed to the District no later than ten working days following use of the District's credit 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 District's record of the claim.
The District may maintain a District credit card for actual and necessary expenses incurred by employees and officers in the performance of their duties. The Superintendent may maintain a District credit card for actual and necessary expenses incurred in the performance of the his/her duties. The Transportation Director may maintain a District credit card for fueling District vehicles in accordance with board policy.
It shall be the responsibility of the Superintendent to determine whether the District credit card use is for appropriate school business. It shall be the responsibility of the Board to determine through its audit and approval process whether the District credit card used by the Superintendent and the Board is for appropriate school business.
Approved: December 2008
Reviewed: February 2022