KALISPELL SCHOOL DISTRICT #5 VISA CHARGE CARD POLICIES & - PowerPoint PPT Presentation

KALISPELL SCHOOL DISTRICT #5 VISA CHARGE CARD POLICIES & PROCEDURES

PURPOSE  Take the place of existing Petty Cash accounts.  Establish a more convenient, cost effective method of purchase and payment  Not intended to replace existing procedures for purchases  District’s standard Petty Cash procedures still apply  Imperative receipts be kept  Each building card holder will be required to complete an “Application” and sign an “Agreement”

CONTROL FEATURES  District approved purchases only  Limited to single transactions ( ≤ $25.00)  Used for only 1 transaction to the same merchant on the same day  Limited to (on site (pick-up) purchases)  No purchases made by telephone  Internet purchases require preapproval by the Purchasing Department  No personal purchases  No cash advances  No meals and/or entertainment

Additional Control Features  No personal purchases  No cash advances  No meals and/or entertainment  Total monthly charge limit of $500  Purchases are paid against the budget code specified on the monthly Transaction Log  Charge card activity may be audited at any time.  Improper use may result in disciplinary action.

PURCHASE PROCEDURES The cardholder selects goods and presents them 1. with the card to the cashier. The cashier totals the sale and obtains 2. authorization from VISA. The cardholder signs a detailed cash register 3. receipt and receives a copy to be retained with his/her Transaction Log. The cardholder immediately records the purchase 4. in the Transaction Log.

TRANSACTION LOG  An ongoing record of the charge card activity  Easy to use  Excel document fill-able form  Complete – print – sign!  Due to the Accounts Payable Clerk in the District Business Office the 5 th of every month  ALL receipts for purchases must accompany the log.

KEY CONTACTS  Charge Card Administrator: Todd Watkins, Director of Business Services (406) 751-3412  Bruce Nikunen, Director of Purchasing (406) 758-8391

LOST OR STOLEN CARDS  VISA card is the property of School District #5  Cardholder is responsible for the security of the card  Cardholder is responsible for transactions made against the card  If a card is lost or stolen - immediately notify the Charge Card Administrator