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803.3-R - Administrative Regulations Regarding District Credit Card Use

The Linn-Mar Community School District feels that credit cards can help aid administration take care of school business in an efficient manner. With this in mind, the use of a credit card will only be allowed for certain purchases. These purchases include the following:

  1. Hotel/Motel Expenses: Employees are expected to use the most cost effective lodging option when traveling. Additional costs incurred above the cost of the room not related to business are the responsibility of the employee.
  2. Travel:
    1. Employees are expected to use the most cost effective airfare when traveling to a destination with a distance exceeding 350 miles. Only coach class tickets are allowed.
    2. Vehicle parking charges.
  3. Meals:
    1. Are allowed in an amount not to exceed $50.00 per person per day. No single meal (e.g. breakfast, lunch, or dinner) should exceed $30.00. The total cost of meals will be the actual cost (less tips and any unwaived sales tax) not exceeding $50.00 for a full day’s total.
    2. Gratuities are allowed up to 20 percent. Gratuities above 20 percent will require reimbursement from the employee to the district.
    3. Reimbursement for alcoholic beverages is not permitted.
  4. Registrations: Conference registrations are allowed to be charged as long as the conference has been approved.
  5. Internet Purchases: Purchase of materials via the Internet are allowed with prior approval of the district or site administrator.
  6. Other Purchases: Other purchases will be allowed with prior approval of the site administrator. Credit card purchases in excess of $5,000 need approval of the superintendent [or designee].

All employees who use a district credit card will turn in itemized receipts. Any charges made without verifiable receipts will require the employee to reimburse the district for the charges.

It is also a requirement of the employee to present a copy of the district’s tax exempt certificate with all purchases to ensure that sales tax is not charged, failure to do so could require the employee to reimburse the district the sales tax charge.

Adopted: 3/05
Reviewed: 7/10; 5/15
Revised: 10/12; 12/13; 8/17; 12/18; 1/22
Related Policy (Code#): 803.3
IASB Reference: 401.10