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Policy Manual

6424 - Purchasing Cards

The Board recognizes that bank credit cards (purchasing cards or P-Cards) offer an alternative to existing procurement processes and provide a convenient, efficient method of purchasing minor goods and services. Board employees authorized by the Superintendent may use purchasing cards only for school-related purposes in accordance with this policy and administrative guidelines developed by the Superintendent. Purchasing cards shall not be used to circumvent the general purchasing procedures required by Florida law and Board policy.

All approved cardholders must agree to abide by purchasing card procedures and regulations. All transactions must be made by the individual to whom the card is issued. In the case of a P-Card issued in the name of a department, department members who have the authorization of the department administrator may make purchases.

The financial institution(s) issuing the District's P-Cards shall not be provided any individual cardholder information (e.g., credit records or social security numbers) other than the individual cardholder’s site address, site telephone number, and employee identification number.

The District Auditing Department shall conduct independent regular reviews of each cardholder’s activity to verify that the purchasing card is being used in accordance with this policy and administrative guidelines. Prices for commonly priced items should be periodically verified to prevent schemes of purposeful price inflation.

Cardholders must use common sense and good judgment when using school resources. This policy and related administrative guidelines cannot cover every issue, exception, or contingency that may arise during the cardholder's use of the purchasing card.

Cardholders will immediately surrender their cards upon request of the Chief Financial Officer for administrative reasons and shall surrender their cards upon separation from employment.

The purchasing card may never be used for personal items or services, nor is the personal gain of credit card rewards such as bonus points, frequent flyer miles, or any other affinity program reward permitted under any circumstances.

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