KENORA CATHOLIC DISTRICT SCHOOL BOARD

Transcription

1 KENORA CATHOLIC DISTRICT SCHOOL BOARD 500 Business Administration Procedures AP 509: Board Credit Cards The Kenora Catholic District School Board is committed to an organizational culture that operates with integrity and promotes stewardship and accountability with respect to all decisions and practices. The Board recognizes the need to reimburse staff for expenses reasonably incurred while conducting Board approved business. This procedure applies to all Board personnel in their capacity as employees and covers expenditures from all source funding. Board issued credit cards are to be utilized for appropriate and reasonable expenditures as specified in board policies and administrative procedures. Board issued credit cards are to be used only for expenses incurred in relation to a cardholder s duties. Appropriate accounting procedures, reporting mechanisms and approvals are in place to ensure board credit card expenditures are in compliance with established policies and procedures. 1. Card Security The responsibility for maintaining appropriate security of the card rests with the cardholder. 2. Card Limitations Cardholders must not use a corporate credit card in the following circumstances: a. to bypass Board procedure #512 Purchasing b. to bypass Board procedure #504 Staff Travel c. to obtain a cash advance d. for personal purchases 3. Issuance of Board Credit Cards and Credit Limits Issuance of corporate credit cards and spending limits are established by the Manager of Financial Services. All credit card holders must be approved by the Manager of Financial Services. The Manger of Financial Services or his or her

2 delegate will make the necessary arrangements and execute the appropriate documents to provide approved staff with a board issued credit card. The following board employees are authorized to have a board issue credit card: 1.1 Trustees 1.2 The Director of Education 1.3 Superintendents of Instructional Services 1.4 Executive Assistant to the Director of Education 1.5 Manager of Operational Services 1.6 Manager of Financial Services 1.7 Manager of Human Resource Services 1.8 Manager of Information Technology Services 1.9 Maintenance Staff 1.10 Principals 1.11 Vice Principals 1.12 Accounts Receivable Clerk/or the designate responsible for booking board approved travel 1.13 School secretaries may hold minor cards, such as a Safeway or Canadian Tire Card The cardholder may from time to time provide approval to another board employee to utilize their Board credit card to complete board approved purchases Other employee with areas of responsibility that require either regular purchasing or situational purchasing that cannot be managed through petty cash or requests for funds. Such employees must be recommended by their supervisor (who must also be an individual designated in section 1.1 through to section 1.14 above), and approved by the Director of Education. KENORA CATHOLIC DISTRICT SCHOOL BOARD ADMINISTRATIVE PROCEDURE 2

3 1.16 No other employees shall be authorized to have a board credit card. 4. Use of Board Credit Card Use of the board credit card is primarily for travel related expenses while on board related business or professional development. Please see procedure #504 Staff Travel. The purchase of goods and services should normally be completed through the regular purchasing process which utilizes purchase orders. Please see procedure #512 Purchasing. Use of the board credit card for non travel related expenses should only occur when necessary due to timing, inability to issue a purchase order (for example, internet purchases) and for minor purchases. 5. Inappropriate Board Credit Card Use Use of the board credit card is only for expenses incurred in relation to an individual s duties and responsibilities. Following is a list of examples of inappropriate board credit card use: Personal purchases, personal travel arrangements or expenses Lavish gifts Splitting purchases to circumvent approval limits, as outlined in procedure #512 Purchasing Purchasing to circumvent approved limits, as outlined in procedure #504 Staff Travel. 6. Refunds No cardholder may accept cash or cheque from a vendor as a refund for a previous purchase. The vendor must in all cases issue a credit to the corporate credit card. 7. Responsibilities a. The cardholder is responsible for: signing Form #77 Board Credit Card Agreement and Acknowledgement of Responsibilities ensuring each purchase remains within the individual s transaction limit and monthly credit limit; ensuring all purchases are completed following the Board s policies and procedures; obtaining receipts for each transaction and clearly writing the purpose of the expense on the receipt. For example, if the receipt is for a lunch KENORA CATHOLIC DISTRICT SCHOOL BOARD ADMINISTRATIVE PROCEDURE 3

4 meeting, write the names of each individual who were present at the meeting and the purpose of the meeting on the receipt. If the receipt is associated with board approved professional development write the name of the conference or seminar associated with the expense on the receipt. If the receipt is for a gift, write the name of the recipient of the gift on the receipt and the reason the gift was purchased; all monthly statements will be scanned and e mailed to the cardholder each month; submitting the monthly reconciliation statement using Form #26 Charge Card Reconciliation and all supporting documentation and receipts to the individual s supervisor for authorization. Each statement is required to have (2) authorizing signatures. In the case of the: Chair of the Board, the Vice Chair and Director of Education will authorize the monthly reconciliation statement. Vice Chair, the Chair and Director of Education will authorize the monthly reconciliation statement. Director of Education, the Board Chair and Superintendent of Administrative Services will authorize the monthly reconciliation statement. completing a monthly reconciliation statement within 5 business days of receiving the e mailed monthly statements. If the reconciliation is not received by the Accounts Payable Clerk within the timeframe, a temporary hold will be placed on the card until the reconciliation is completed. verifying the correctness of the monthly statements and taking appropriate action to identify and correct any errors; immediately notifying the company (US Bank) of the board issue credit card and the Superintendent of Administrative Services in the event the card is lost or stolen; ensuring budget funds are available prior to any purchase. b. Cardholder s Supervisor The supervisor is responsible for: ensuring each cardholder receives a copy of this procedure and Form #77 Board Credit Card Agreement and Acknowledgement of Responsibilities and is aware of their responsibilities regarding the use of the board credit card. It is the responsibility of the supervisor to inform the Superintendent of KENORA CATHOLIC DISTRICT SCHOOL BOARD ADMINISTRATIVE PROCEDURE 4

5 Administrative Services should any discrepancies occur; carefully reviewing and signing their direct report s board credit card monthly statement and supporting documentation; monitoring and controlling the use of their direct report s board credit cards, to ensure that the use of the board credit cards conform to board policies and procedures. c. Revocation/Cancellation Inappropriate use of the board issue credit card will result in disciplinary action by the Board. Activities that contravene this procedure, Procedure #512 Purchasing, and Procedure #504 Staff Travel may result in revocation of the employee s board credit card. Upon resignation or termination of an employee with a board issued credit card. Reasons not related to the employees own personal situation such as reorganization or work stoppage (strike). Form(s) associated with this procedure: #077 Board Credit Card Agreement and Acknowledgement of Responsibilities #025 Board Issue Credit Card Application + the US Bank Corporate Credit Card Form (Please obtain the US Bank Corporate Credit Card form from the Financial Services Department Legal References: Education Act Ministry of Education Guidelines Memo 2006: B15 Income Tax Act Effective Date: June 30, 2007 Latest Review Date: March, 2010, February 2011, March 5, 2012, September 3, 2013 Latest Revision Date: January 31, 2012, March 20, 2012, September 3, 2013 KENORA CATHOLIC DISTRICT SCHOOL BOARD ADMINISTRATIVE PROCEDURE 5