Regions Bank VISA Purchasing Card

1. Regions Bank VISA Purchasing Card • Office Depot SPC • 80116057477 • Tax Exempt by Legislative Act 742 • FEIN: 63-6000927 • WalMart #1804210 1

2. GUIDELINES Unallowable expenditures, sales tax charges, missing itemized receipts, and excessive charges (over $300 limit) must be reimbursed to the Board within 30 days of notification. Individuals who fail to make reimbursements within this time frame will be referred to the Superintendent. 2

3. Suspension of Card Privileges Cardholder allows another individual to use the card. Cardholder makes attempts to use the card for Merchant Exclusions. Cardholder purchases unallowable items. Cardholder does not provide legible itemized receipts for purchases. Lost or stolen card. Cardholder allows merchants to charge sales tax. 3

4. Merchant Exclusions Airlines Auto Rentals Hotels and Motels Transportation (Taxi, Limo, etc.) Cash Advances Department Stores Clothing Stores Layaways Confirmations, Preview Orders Guarantees 4

5. Merchant Exclusions (Cont.) Restaurants Convenience Stores Beverage and Tobacco Stores Adult Stores Movie Theaters Long Distance Phone Calls Misc. Stores (Nightclubs, Bars, Music, Pawn Shops, etc.) Gas Stations Automatic and Delayed Billing 5

6. Material Receipts 6 Receipts must be turned in to the office daily. Teacher must complete and sign the Material Receipt Log. The Material Receipt Log serves as documentation that items have been received and as an audit trail for receipts. Any supporting documentation should be turned in with each receipt if applicable. A credit memo or credit receipt should also be entered on the Material Receipt Log.

7. Telephone/Internet Orders All orders should be made only from well-known, reputable merchants operating with secure practices/websites. NOTE: If you would not use your personal credit card for a purchase; you should not use your Purchasing Card for the purchase. 7

8. Restoring Card Privileges If Purchasing Card privileges are suspended and card revoked: The suspension will remain in effect for the entire school year. Privileges may be restored the following school year. If privileges are suspended twice, the cardholder will lose privileges permanently. 8

9. Obtaining and Turning In Card Each teacher must sign a Purchasing Card Acknowledgement Sign Out Form and a Purchasing Card Agreement and Use Form. The card should be turned in to the Principal’s office once the teacher reaches his/her credit limit. All cards will be turned into the Principal’s office by May 31st each year. Upon turning in the card, each employee must sign the Purchasing Card Acknowledgement Sign In Form. 9

10. Miscellaneous Verification of Purchasing Card Balance Because Regions Bank and Visa cannot track purchase order purchases, the most accurate balance can be obtained by contacting Molly Jones. Procedures for Lost or Stolen Card The cardholder should contact Molly Jones in the Central Office immediately upon discovering the loss of a Purchasing Card. Email address for Molly: jones.molly@hcboe.us 10

11. Ethics Violation Example: A teacher uses his or her Office Depot login to receive the U.S. Communities’ contract pricing as well as the sales tax exemption on a personal purchase. NOTE: This is an ethics violation even if it is for materials for the classroom. 11

12. Questions? Kerry Bedsole Chief School Finance Officer 792-8331, extension 109 kbedsole@hcboe.us Molly Jones Central Office Secretary 792-8331, extension 111 jones.molly@hcboe.us 12