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NCS Credit Card Policy & Procedures
Please read the following policies and procedures regarding Northlake Christian School Credit Card Use and purchasing.
As a Department Head or School Administrator, you will be issued a company credit card. Imprinted on the card will be Northlake Christian School and YOUR name. The procedures for using this credit card are below:
1. When you are ready to make a purchase, check the MasterCard Google spreadsheet to see if you have credit available. Each account is reconciled and paid in full before the due date each month. You are given a credit limit and cannot spend more than that limit in any month. We are unable to pay the card in full and then add more charges in the same billing month. This limit is not in any way linked to your department budget. It can be raised or lowered according to how well procedures are followed.
2. If you have credit available, make your purchase. If you do not have credit available, you will need to contact the Business Office to get authorization to use another credit card. Enter the purchase on the Mastercard spreadsheet. Do not complete any gray columns.
3. The following uses of the card are PROHIBITED: cash advances, bank checks, traveler’s checks and electronic cash transfers. You may NOT use the card for personal expenses or for purchases that do not agree with the mission statement of NCS.
4. For Online Purchases…
a. In the BILLING section of purchases made online, enter the cardholder’s name, and Northlake’s address information.
b. In the SHIP TO portion of the order, please put the DEPARTMENT head or SCHOOL – NO PURCHASES CAN BE SHIPPED TO A HOME ADDRESS. If a requisition is submitted with a home address, the cardholder will be responsible for reimbursing Northlake Christian School for the entire purchase. During school holidays members of staff are on campus to accept packages and mail
c. Ensure that the website’s payment page is secure. This is indicated by the website having an https (rather than http) and a lock symbol appears in the address bar. If you are unsure err on the side of caution and do not enter any credit card or personal information.
5. If you are using your card out of town, you will need to call the number on the back of the card to make MasterCard aware so they will allow your purchases to go through. Secondly, check the MasterCard spreadsheet to determine your current credit available and, if insufficient, give the Business Office at least three days prior notice to ensure any changes. If you have any problems with making a purchase out of town, call the number on the back of the card FIRST, then contact the Business Office if your problem is not resolved. DO NOT use a personal credit card unless you have been instructed to do so by the Business Office. It is an awkward moment when a charge is denied – but this can be eliminated by taking a few steps before you go out of town.
In order to confirm that charges for restaurants and coffee establishments support the mission and purpose of NCS, we need the following:
a. a detailed receipt from the restaurant of items purchased.
b. a list of people who attended the meal (expenses may be incurred only for those individuals whose presence is necessary to the business discussion)
c. the business purpose for the meal
d. no alcoholic beverages should be purchased with school funds.
Meal Expenses While Traveling:
When traveling for NCS, we expect you to make reasonable selections when ordering meals. This is not the time to order the most expensive meal on the menu just because it is not coming from your funds. Reasonable tips for meals will be allowed. This is not the time to impress your guests with excessive tips unless you want to use your own funds. Please use the following guidelines 15% lunch, 18% dinner, 20% fine dining.
6. Complete a Business Office Requisition and attach either a store receipt or a receipt from an online vendor to the back of the requisition. In the description section, enter a general description of what was purchased and the purpose such as “Gas for ACSI Conference.” Each charge must have a separate requisition. This is due to the way charges are entered into our accounting software. Incomplete requisitions will be returned to the department.
7. Reimbursement for returns of good or services must be credited directly to the card account. This means if you are returning an item that was purchased with a school card, you must tell the vendor before the transaction is processed that the refund should NOT be given in the form of cash or a store gift card.
8. 8. If you use a school credit card for any reason and LOSE the receipt, you will be required to reimburse the school from your personal funds.
We highly recommend taking a picture of receipts with your phone and emailing it to yourself.
The reason for this is that we have had many instances of personal charges ending up on school cards. If we don't have a receipt to verify what you purchased, we will assume it was an accidental personal purchase.
9. If
you use a school credit card accidentally for personal purchases, you will need to complete a requisition for the purchase and include your receipt and a check or cash for the amount. Turn this into your Principal/Dept Head.
10. Do not store the school credit card number on any website! We have many instances of fraud on our school cards and it is costly and time consuming to cancel and open a new card.
11. If you are a teacher,
...you must check out a credit card for all purchases from your administrator.
...you can not check out a MasterCard credit card from the Business Office.
...you will not be reimbursed if you purchase something for the school with your own funds.
12. A Parent who is making a purchase on behalf of your school/department should check out a card from the Administrator not the Business Office.
13. Sam's Club will take MasterCard. If you need a Sam's card for entrance one can be checked out in the Business Office.
14. Lowe's will give us a discount if we use our Lowe's credit card for purchases which can be checked out in the Business Office.
Revised 02/2017
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