Credit Card


Adopted17th June 2019

Reviewed May 2022

The next review date is May 2025


Policy Statement

The BOT agrees that it has the responsibility to ensure that credit card expenditure incurred by the school must clearly be linked to the business of the school.


Procedural Guidelines:

Process for Issue of Credit Card

Credit cards should only be issued to staff members after being authorised by the BOT.

A register of cardholders should be maintained.

The limit set for the credit card should not exceed the overall financial delegation of the cardholder, as set out in the schedule of delegations. Any variations require BOT approval.

Prior to the card being issued, the recipient must be given a copy of this policy and be required to sign it off to signify that they have read and understood it.

Procedures to be followed when using the Card

The credit card is not to be used for any personal expenditure.

The credit card will only be used for reasonable expenses for school business.

All expenditure charged to the card should be supported by:

A GST receipt or tax invoice to confirm the expenses are properly incurred on school business.


Authorisation for the expenditure should be obtained by two members of the senior leadership team (for example the principal, deputy principal and office manager) upon reconciliation of the statement. Cardholders are not allowed to approve their own expenditure.


Cash Advances

Cash advances are not permitted.


Discretionary Benefits

Any benefits of the credit card such as a membership rewards programme are only to be used for the benefit of the school if the school is a member of the programme.


Cardholder Responsibilities

The cardholder must protect the pin of the card.

The cardholder must only purchase within the credit limit applicable to the card.

The cardholder must notify the credit card company and the school immediately if the card is lost or stolen.

The cardholder must return the credit card to the school upon ceasing employment there or at any time upon request by the BOT.

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