VIII-35: Purchasing Card Policy

North Sanpete School District
Statement of .............

Board Policy with Guidelines

Policy Number:  VIII-35
Effective Date:  12/01/2015
Revised Date:
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Subject: Purchasing Card Policy

Purpose
The purpose of this policy is to provide a simple effective accountability system for small purchases and reduce the resources needed to manage these transactions.

Overview
The North Sanpete School District provides the Purchasing Card/P-Card program to approved employees as an alternative method for making payment for purchases. These cards will simplify the payment process and reduce overhead cost.

All cards are issued at the request of the employee’s supervisor and approved by the business administrator. Cards will be issued only upon completion of brief training from the P-Card Administrator.  Only the person whose name appears on the card is authorized to use a credit card.  Transaction limited debit cards will be available for checkout as needed, only with prior approval from the employee’s supervisor.

Record keeping is essential to ensure the success of the P-Card. Card usage may be audited and /or rescinded at any time. Monthly reconciliations shall be provided by the card holder to the P-card administrator each month.  Transaction, daily, or monthly limits will be established based on purchasing authority.

Legal References:  Utah State Code 63G-69-2303 thru 2306

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