III-13 Corporate Purchasing Card Distribution and Usage

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					OPERATING POLICY                                                      HALTON CATHOLIC DISTRICT SCHOOL BOARD

CORPORATE PURCHASING CARD DISTRIBUTION AND USAGE                        POLICY NO.      :   III-13
                                                                        DATE            :   APRIL 22, 2003
                                                                        AMENDED         :   DECEMBER 6, 2005


PURPOSE

 The Halton Catholic District School Board provides to designated staff and trustees the availability of a
 Corporate Purchasing Card in order to offset approved Board-related travel and business expenses.

APPLICATION AND SCOPE

 A Corporate Purchasing Card is available to the following elected Board representatives and employees:
         Elected Trustees
         Senior Staff, Administrators, and other personnel authorized by the Director of Education
         School Principals and Vice Principals
         Curriculum and Special Education Consultants
         Secretaries, Librarians and Library Technicians, under the supervision of the Principal

 A Corporate Purchasing Card shall only be issued upon the written instruction of the Chair or Director of
 Education, as appropriate. A formal application form must be submitted to the Superintendent of Business
 Services.

PRINCIPLES

     A Corporate Purchasing Card may be cancelled at any time by the cardholder and/or the Board.
     A Corporate Purchasing Card shall not be used for personal use or for use in any bank machine or any
      dispensing machine for cash.
     Accumulation of any benefits from the use of a Corporate Purchasing Card shall not accrue to the individual
      cardholder.

REQUIREMENTS

     It is the individual cardholder’s responsibility to ensure that expenses are reasonable and approved under
      Policy III-2.
     The individual cardholder, when employing the purchasing card, shall state the business purpose, and if
      applicable, provide the names and business relationships of any individuals or groups associated with the
      potential usage of the card.
     As Corporate Purchasing Card expenses are subject to Board and Revenue Canada audits, it is required
      that all expenses be related to Board business only.
     It is intended that the corporate cardholder is the only individual permitted to use the card.
     The cardholder is responsible for immediately notifying the credit card company and the Board, in the event of
      a lost or stolen card.
     Consult Policy I-25 “Purchasing” and Administrative Procedure VI-11 “Purchasing Procedures” which includes
      the “Purchasing Administrative Procedures Manual”. Refer to the current section entitled “Purchasing Card
      Program” for specific requirements including:
      i) Purchasing card regulations
      ii) Operational guidelines
      iii) Reconciliation, payment and record
      iv) Lost or stolen cards


APPROVED                :        Regular Meeting of the Board

DISTRIBUTION            :        Board Members, Administration, Principals and Staff

AUTHORIZED BY           :        ………………………………………………………………
                                 Chair of the Board


APPROVED: December 6, 2005                                                                       Page 1 of 1

				
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