Policy 803.8 - Credit and Procurement Cards

CREDIT AND PROCUREMENT CARDS

Employees may use school district credit and/or procurement cards (p-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, travel expenses related to professional development or fulfillment of required job duties, 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 of Directors and employees, and other expenses required by employees and the Board in the performance of their duties.

Employees and officers using a school district credit or procurement card must submit a detailed, itemized receipt in addition to a credit or procurement card receipt indicating the date, purpose, and nature of the expense for each claim item. Failure to provide a proper receipt shall make the expense a personal expense. Personal expenses shall be reimbursed to the school district no later than ten working days following use of the school district’s credit or procurement 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.

The school district may maintain a school district credit or procurement card for actual and necessary expenses incurred by employees and officers in the performance of their duties. The superintendent may maintain a school district credit or procurement card for actual and necessary expenses incurred in the performance of the superintendent’s duties. The transportation director may maintain a school district credit or procurement card for fueling school district transportation vehicles in accordance with board policy.

It shall be the responsibility of the superintendent to determine whether the school district credit or procurement card use is for appropriate school business. It shall be the responsibility of the Board to determine through the audit and approval process of the Board whether the school district credit or procurement card use by the superintendent and the Board is for appropriate school business.

The superintendent shall be responsible for developing administrative regulations regarding actual and necessary expenses and use of a school district credit or procurement card. The administrative regulations shall include the appropriate forms to be filed for obtaining a credit or procurement card.

Adopted: 12/15/86
Modified:  09/11/95; 10/21/19
Reviewed: 08/21/95; 01/18/99; 02/17/03; 12/06/10; 11/07/16; 10/07/19

Legal Reference: Iowa Constitution, Art. III, § 31.
Iowa Code §§ 279.8, .29, .30 (1993).
281 I.A.C. 12.3(1).
1989 Op. Att’y Gen. 47.

Cross Reference: Policy 205.1 Compensation for Expense
Policy 803.3 Payment for Goods and Ser

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