Credit Card and Debit Card Policy

Credit Card and Debit Card Policy

St Patrick’s Catholic School

Proverbs 21:5

Plan carefully and you will have plenty; if you act too quickly, you will never have enough

Rationale

The Board recognises the importance of ease of access to resources, whilst also maintaining that it has a responsibility to ensure that all expenditure incurred by St Patrick’s School must clearly be linked to the business of the School.

Guidelines

This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual’s established level of delegated authority.

CREDIT CARD - PROCEDURE

1. Process for Issue of Credit Cards

• A credit card should only be issued to the principal, with any additional cards issued at the Principal’s discretion.

• The limits set for credit card use should not exceed $2000.

• Prior to the card being issued, the principal or delegated card holder must be given a copy of this policy and be required to sign it to signify that they have read and understood it.

2. Procedures to be Followed when Using the Card

• The credit card is not to be used for any personal expenditure.

• The credit card will only be used for:

• Payment of actual and reasonable travel, accommodation and meal expenses incurred on School business; or

• Purchase of resources, consumables or professional development as laid out in the school’s annual budget.

• All expenditure charged to the credit card should be supported by:

• a detailed invoice or receipt to confirm that the expenses are properly incurred for School business.

• For expenditure incurred in New Zealand of value greater than $50 (including GST) there should also be a GST invoice to support the GST input credit.

• The credit card statement should be certified by the cardholder as evidence of the validity of expenditure.

• Authorisation for the expenditure should be obtained on a one-up basis (for example, the Board Chairperson should authorise any purchases by the Principal). Cardholders are not allowed to approve their own expenditure.

• All purchases should be accounted for within 5 working days of receiving a credit card statement.

3. Cash Advances

• Cash advances are not permitted except in an emergency.

• Where cash advances are taken, the cardholder must provide a full reconciliation, with receipts wherever possible, of how the cash was used. Any unspent monies must be returned to the School.

DEBIT CARD

1. Process for Issue of Debit Cards

• A debit card will be issued only to people with the principal’s permission, for specific school-based activities (e.g. camps).

• The Office Manager will pre-load the card with the amount indicated by the principal.

• Prior to the card being issued, the staff member will sign the Agreement of Use form (attached).

2. Procedures to be followed when using the Debit Card

• The card must only be used by the person whose name is written on the card.

• The card is not to be used for any personal expenditure.

• The card will only be used for:

• costs incurred by an EOTC event (e.g. entry fees, accommodation costs).

• emergency medical costs (e.g. A&E fees, pharmacy costs).

• purchase of goods as indicated and approved in the EOTC budget (e.g. ice blocks for students).

• All expenditure on the Debit Card must be supported by a GST receipt to confirm that expenses were properly incurred on school business.

• The Debit Card statement should be signed by the principal to show approval of expenditure.

• Cardholders can not approve their own expenditure.

• All purchases should be accounted for within five working days of receipt of the Debit Card Statement

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3. Cash Advances

• Using a Debit Card to withdraw cash will only be permitted in the following circumstances:

  • In an emergency when EFTPOS systems are down.

  • Where incidental cash is required, as per the approved EOTC budget.

  • When a cash donation is required (e.g. koha on a Marae) or an organisation does not accept EFTPOS.

• Where cash is taken, the cardholder must still provide a receipt showing how the cash was used and this must be reconciled with the bank statement.

• Any unspent cash must be returned to school and a receipt issued by the Office Manager.

FURTHER GUIDELINES

Discretionary Benefits

Any benefits of the credit or debit card such as membership awards programmes are only to be used for the benefit of the school. They should not be redeemed for personal use.

Cardholder Responsibilities

• The cardholder should never allow another person to use the card.

• The cardholder must protect the pin number of the card.

• The cardholder must only purchase within the limit applicable to the card.

• The cardholder must notify the credit card company, bank and the school immediately if the card is lost or stolen.

• The cardholder must return the card to the school upon ceasing employment there or at any time upon request by the Board.

Ratified: 28 September 2022

DEBIT CARD AGREEMENT

Date:

Name:

I acknowledge that I have been issued a St Patrick’s Catholic School Debit Card for the sole use of paying for the expenses associated with a school trip.

At no time will I use the Debit Card for personal expenses. The card will only be used for expenses listed and approved on my EOTC Budget, or in an emergency situation.

I agree that the card will be kept in my possession at all times and I will not reveal the PIN code to any other party. At no time will I allow students who are on the trip to use the Debit Card.

Upon returning to school, I agree to return the Debit Card, along with all receipts, to the Office Manager.

I have read and understood the Credit Card and Debit Card Policy and will follow its parameters.

Signed:

Amount on Debit Card for this trip: