ABCSCHOOL FINANCIAL PROCEDURES MANUAL

SECTION 3 – APPENDIX D

ABC SCHOOL POLICY ON THE USE OF BUSINESS CARDS

STAFF NOMINATED AS CARDHOLDERS

Card 1

Name:

Position:Headteacher

Card Limit:£2,000

Card 2

Name:

Position:Deputy Headteacher

Card Limit:£1,000

Card 3

Name:

Position:

Card Limit:

CONDITIONS OF USE

Purposes for which the card can be use

The school’s business card should only be used in the following instances:

  • for internet purchases where the supplier will only accept payment with the order
  • for regular purchases of a minor nature that would otherwise require reimbursed through the petty cash system (i.e. items of a repair and maintenance nature)
  • other, e.g. trips, where suppliers will not accept school orders, etc

Business card holders are required to supply VAT receipts to [NAME] for all transactions at the earliest opportunity. In the event that VAT receipts have not been forwarded when the monthly card statement s received, the card holder must provide the receipts to the [NAME] within one week following their request.

Under no circumstances should personal items be purchased using the ABC school card. Although the cards have a CHIP and PIN facility, under no circumstances must these be used to withdraw cash as this contravenes HCC Financial Regulations.

Limit on individual transactions

The governors have agreed that a limit of [AMOUNT] is placed on any single transaction. Should any credit card holder wish to make a purchase in excess of this amount, the school should use the card allocated to the Headteacher following the prior approval of the Chair of Governors or the Chair of the Finance Committee.

SECURITY OF CARD

All cards are retained in the school safe and issued by [NAME] when required. All cards must be returned to [NAME] promptly after use.

In the event that a card is lost or stolen, the cardholder must take the following steps immediately:

  • ContactKaren Gibbs

School Funding Unit

01992 585734

If unavailable, contact 01702 213300

  • Confirm in writing to:Karen Gibbs

School Funding Unit

County Hall

Hertfordshire

Herts

SG13 8DF

  • Advise any suppliers of recent transaction that the card has been cancelled.
  • Total credit limit for the school £x (between £500 and £2000 per cardholder)

Signature of Card 1:

Effective Date:

Signature of Card 2:

Effective Date:

Signature of Card 3:

Effective Date:

Page 1