Each division of the Lincoln Public Schools administration (i.e., the Superintendent’s Office, Division of Instruction, Division of Business Affairs and Human Resources Office) is authorized to obtain credit cards and to designate personnel who may use those cards. Credit cards shall be used only for legitimate, approved business of the Lincoln Public Schools. Credit card use is subject to the following regulations:
Credit cards may be assigned for either temporary or permanent use. A log of personnel authorized to use the cards must be maintained by each division controlling the credit cards so that the Accounting Department will have an accurate record of such authorizations.
Each charge made using a credit card must be paid from appropriate accounts designated by the division administrator.
Conference expenses authorized to be charged against District credit cards only include registration, conference materials, food, lodging and transportation.
When the credit card is used for purchases of meals at a meeting or gathering, the authorized user shall write the following information on the back of the customer copy:
The customer copy of all credit card charges and supporting documentation shall be sent to the accounting office within 10 calendar days. The division administrator is responsible for assuring that the proper District budget account number is written on the customer copy.
Individuals who fail to provide adequate documentation for expenditures, or who have unauthorized items included on the credit card billing, will be billed for unallowed expenses.
The Director of Purchasing is authorized to establish guidelines for use of credit cards for the purchase of goods and services from vendors. The use of a credit card for purchases will be limited to those situations where a purchase order is not acceptable to a vendor, the goods or services are needed quickly, or the dollar amount of the purchase is small enough that significant savings would not be realized through a competitive process.