[SchoolFinance] School Credit Card for Travel

[Amy Atherton]

Good morning Hillary, we require a PO or an approved Request for Payment
(in "emergency" situations) in order to sign out the credit card or use the
credit card to reserve hotel rooms.  For travel, we send a card with the
bus driver for emergencies.  For hotel stays, the hotels all have credit
card authorization forms that you fill out ahead of time (and provide your
tax exempt certificate) that do not require the card to be sent with the
group travelling.   We do not allow the card to be used for out of pocket
costs such as meals.  Those would be reimbursed through AP after the trip
and upon submission of receipts/documentation.  We keep a pretty elaborate
sign out log to track usage and reconcile this to the online activity
before every warrant.

Please feel free to reach out to me directly if you would like more
information!

Amy


Amy Atherton, CPA
Accounting Manager
Ellsworth School Department
207-664-7100 ext. 1105


On Fri, Oct 6, 2023 at 9:22 AM Hillary Bunker <
hillary.bunker at vinalhavenschool.org> wrote:

> Does anyone have a school credit card that they allow employees to travel
> with? We have one card that we use only in the office but it does not leave
> the building. The school has started a program that has students and staff
> traveling more to learn through experiences and it would be extremely
> helpful to have a credit card available so that chaperones are not having
> to pay out of pocket for unexpected costs or emergencies. Wondering what
> procedures or policies other schools have in these situations for staff
> traveling with cards?
>
>
> Thank you!
>
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