Employees may use school district credit cards for the actual and necessary expenses incurred in the performance of work-related duties. Actual and necessary expenses incurred
in the performance of work-related duties include, but are not limited to, fuel for school district transportation vehicles used for transporting students to and from school and for
school-sponsored events, payment of claims related to professional development of the board and employees, and other expenses required by employees and the board in the
performance of their duties.
Employees and officers using a school district credit card must submit a detailed receipt in addition to a credit card receipt indicating the date, purpose, and nature of the expense
for each claim item. Failure to provide a proper receipt shall make the employee responsible for expenses incurred. Those expenses shall be reimbursed to the school district no
later than ten working days following use of the school district's credit card. In exceptional circumstances, the superintendent or board may allow a claim without proper
receipt. Written documentation explaining the exceptional circumstances shall be maintained as part of the school district's record of claim.
The school district may maintain a school district credit card for actual and necessary expenses incurred by employees and officers in the performance of their duties. The
superintendent may maintain a school district credit card for actual and necessary expenses incurred in the performance of the superintendent's duties. The transportation director
may maintain a school district credit card for fueling school district transportation vehicles in accordance with board policy.
It shall be the responsibility of the superintendent to determine whether the school district credit card use is for appropriate school business. It shall be the responsibility of the
board to determine through the audit and approval process of the board whether the school district credit card use by the superintendent and the board is for appropriate school
business.
The superintendent shall be responsible for developing administrative regulations regarding actual and necessary expenses and use of a school district credit card. The
administrative regulations shall include the appropriate forms to be filed for obtaining a credit card.
Legal Reference: Iowa Constitution, Art. III, §31
Iowa Code §§ 279.8, .29, .30 (1997)
281 I.A.C. 12.3 (I)
Approved 11-17-2008
Reviewed 4-16-12
Revised
