8334- Credit Cards/House Accounts

It is recognized that the District will be issued a credit card. All purchases made through the use of the credit card must be for official school business and in compliance with the District’s Purchasing Policy.

The District shall establish a monthly credit line of $10,000. There will be two District credit cards permitted, each with a credit limit of up to $10,000, but both under the District’s monthly $10,000 umbrella credit limit. One credit card will be issued to Central Office and will be maintained in a secure location within the business office under the supervision of the School Business Official/Purchasing Agent. The second credit card will be issued to the Facilities Office under the supervision of the Director of Facilities, to be used for emergency situations when it is not practical to go through the purchase order process.

The credit card can be used to secure conference registrations, hotel reservations or any other purpose that is in compliance with the District’s Purchasing Policy. The credit cards must be signed out when used and signed back in when the card is returned. Itemized receipts or invoices are required to substantiate that the expenses are proper and in compliance with policy.

House accounts (e.g.Lowes, Shoprite) are permitted to make purchases from local vendors and are used only by specific employees whose job requires their use. Only the School Business Official is permitted to apply for a house account on behalf of the District. The retail house account cards are retained in a secure location with the School Business Official and Director of Facilities. Credit limits are in place and are specific to individual users. Use of the house account cards must be approved by either the School Business Official or the Director of Facilities and the cards signed out when used and signed back in when the card is returned. Itemized receipts must be obtained and must be submitted to the business office by the user no later than the next business day following the purchase.

Adoption date: March 27, 2006
Reviewed: August 28, 2017
Revised: August 26, 2019
Revised: October 23, 2023