Overview. The purpose of purchasing cards is to establish a more efficient, cost-effective method of purchasing and payment for small dollar transactions. The purchasing card is designed to replace a variety of processes, including time consuming accounts payable check issuance. It is also a very important tool when dealing with emergency and unplanned small-purchase transactions.
The following positions are authorized to have a purchasing card:
· All administrators (except Business Administrator)
· District Accounts Payable specialist
· Transportation Mechanic
Because the Business Administrator is responsible for internal control and monitoring purchasing card use, this position is not authorized to have a purchasing card.
Card Annual Transaction Limits. The following annual limits are established for internal control purposes:
· Administrators: Maximum $10,000 per year
· District Accounts Payable specialist: Maximum $10,000 per year
· Transportation Mechanic: Maximum $3,000 per year
Purchasing Compliance. All purchasing policies and procedures are applicable to purchases made with purchasing cards. This includes record keeping, competitive purchasing requirements, bids/quotes, authorizations, etc.
Purchases for Personal Purchases. Use of a district purchase card for personal purchases is strictly prohibited. This will result in corrective action and loss of purchasing card privileges.
General Guidelines for Purchasing Cards:
· May never be used for personal purchases.
· Can be used for in-store, internet, telephone, and faxed orders.
· Can be used for payment with vendors who will accept the card.
· You are responsible for security of the card. You may not borrow the card to others.
· Examples of appropriate purchases:
§ Subscriptions, seminar fees, books, DVDs
§ Office supplies and products
§ Classroom supplies and products
§ Postage