Policy 4 

Credit Card Use
April 25, 2024
 

1. Purpose 

The purpose of this policy is to prescribe the internal controls for management of district credit cards.
2. Scope
This policy applies to all individuals who are authorized to use district credit cards and/or who are responsible for managing credit card accounts and/or paying credit card bills.

3. Implementation
A credit card shall be issued to the agency administrator. District Credit cards shall not be issued to or used by members of the Board of Directors. Directors will use their personal credit cards for lawful expenses of the district and seek reimbursement on a form provided by the district for that purpose. (Appendix A)[1]
a) All credit card bills shall be paid timely to avoid late fees and finance charges. The district shall not reimburse for late fees and finance charges.

b) All credit card expenses shall be reasonable and necessary to the furtherance of district business and made in accordance with district policy. No personal expenses shall be charged on a district credit card. If a transaction involves both personal and district business, the credit card holder shall pay for the transaction personally and request reimbursement by the district of the appropriate portion of the expense.

c) All credit card transactions shall have third-party documents (receipts) attached and the district purpose annotated by the cardholder.
d) The Board Chair or Designee shall review and approve credit card transactions by the agency administrator. 

e) All records of the district involving credit card use, including receipts, invoices, and requests for reimbursement are disclosable public records to be maintained consistently with the district’s records management policy.

[1] Reference Board Policy 12 – Travel and Reimbursement
 

Approval Signatures:

Paul Garza Jr.

Paul Garza Jr., Board Chair

 

Date Adopted: April 25, 2024

 

Attest:

Susan Savage

Susan Savage, Board Secretary