6750 Use of the District Credit Card

(This policy replaces previously approved Board of Education Policy #3330)

The Brentwood Board of Education permits the use of one (1) District credit card (Home Depot) by a limited number of authorized school employees (Buildings and Grounds, Purchasing and Information Technology employees) to pay for actual and necessary expenses incurred in the performance of work-related duties for the District. A list of those individuals that will be permitted to use the District credit card will be maintained in the Business Office and reported to the Board of Education each year at its reorganizational meeting in July. The credit card will be in the name of the Brentwood Union Free School District.  

The District shall establish a credit line not to exceed $1,000 per occurrence and an annual credit limit of $ 10,000.

The Board of Education shall ensure that the credit card is secured through an RFP process and the relationship between the District and the credit card company is such that the District preserves its right to refuse to pay any claim or portion thereof that is not expressly authorized, does not constitute a proper District charge, or supersedes any laws, rules, regulations, or policies otherwise applicable. In addition, the Board of Education will ensure that no claim shall be paid unless an itemized voucher, approved by the Superintendent of Finance & Operations whose action gave rise or origin to the claim, shall have been presented to the Board of Education and shall have been audited and allowed.
  
The credit card may only be used for legitimate District business expenditures. The use of the credit card is not intended to circumvent the District’s policy on purchasing and will only be used when normal purchase orders are not accepted or the purchase is required due to extraordinary circumstances/emergency conditions. 

The credit card shall be locked in a secure location approved by the Assistant Superintendent of Finance & Operations. Users must take proper care of this credit card and take all reasonable precautions against damage, loss or theft. Any damage, loss, or theft must be reported immediately to the Business Office and to the appropriate financial institution.  Failure to take proper care of credit card or failure to report damage, loss or theft may subject the employee to financial liability. 

Purchases that are unauthorized, illegal, represent a conflict of interest, are personal in nature or violate the intent of this policy may result in credit card revocation and discipline of the employee.

Users must submit detailed documentation, including itemized receipts for supply items and/or other actual and necessary expenses that have been incurred in connection with school-related business for which the credit card has been used.

The Superintendent of Schools, in consultation with the Assistant Superintendent of Finance & Operations and the District’s Purchasing Agent, shall establish regulations governing the use of the credit card. Each school employee authorized by the District shall be apprised of the procedures governing the use of the credit card and be provided a copy of this policy and accompanying regulations. 

The Assistant Superintendent of Finance & Operations shall periodically, but no less than twice a year, monitor the use of the credit card and report any serious problems and/or discrepancies directly to the Superintendent and the Board of Education.

Cross-ref:
6700, Purchasing

Ref:
Education Law §§ 1724(1); 2524(1) (itemized, audited, and approved vouchers required)
Opns. St. Compt. No. 79-202 (use of multi-purpose credit cards by municipal employees)
Opns. St. Compt. No. 79-494
Opns. St. Compt. No. 78-897 (gas credit cards)  

Approved by the Board of Education: 05/16/06
Revision approved by the Board of Education: 06/17/10
Revision approved by the Board of Education: 10/20/22

Download PDF