DOCUMENT

POL - Procurement Cards 2008

  • YEAR CREATED: 2008
  • ENTITY TYPE: K-12
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document is a set of guidelines and conditions for the use of credit cards by Edmonton Public Schools for purchasing purposes. The document states that credit cards should be the preferred method of procurement for transactions less than $1,000 and should only be used for legitimate school purchases. The credit card limits are set at $1,000 for single transactions and $3,000 per month. Temporary increases in limits can be arranged for special circumstances with the approval of the Treasurer. Only the person whose name appears on the card is allowed to use it. Each school or decision unit has a Credit Card Site Coordinator who handles new applications, collects receipts, and takes care of cost coding, cancellations, and transfer notifications. The document also lists the prohibited uses of credit cards, such as personal or private use, temporary help, and goods or services where the school has a contract in force. It also states that cash advances are not allowed. The responsibilities of the cardholder include the secure custody of the card, providing receipts and documentation for all purchases, and returning the card immediately if requested by the supervisor or Purchasing and Contract Services. The document also provides instructions for termination, transfers to another school or decision unit, name changes, reporting lost or stolen cards, and resolving billing disputes. The document includes a form that needs to be completed and returned with a signed application for a purchasing card. The form includes an acknowledgment of responsibilities and obligations for the use of the purchasing card.
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