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Committee trims procurement-card list, tightens approval and custody rules for district cards
Summary
Board members pressed administration on why so many district procurement cards were issued, and the committee agreed to tighten approvals, limit sharing and involve the business manager in authorization decisions.
Keystone Central SD's policy committee on May 14 reviewed administrative regulations and the list of district procurement/credit-card holders and agreed to tighten controls and clarify who may authorize cards.
Chair Chris and several board members questioned the size of the card list and why curriculum and some central offices had assigned cards. Elizabeth (Board member) asked, "Who has the ability to use the procurement card?" and noted she was "perplexed" by some assignments such as a card for curriculum or athletic-club accounts.
Superintendent Christine and staff described the existing process: staff seeking to use a card must complete a preapproval form that runs up through supervisory review; Dawn (Accounts/processing) receives statements and receipts and cards are reviewed by Christy (Fiscal operations supervisor) and the superintendent. Christine said the cards are primarily used for travel and training where purchase orders are not accepted, and for limited online vendors that require card payment.
The committee discussed reducing the number of cards and limiting sharing. Christine said the district had reduced the number of cards from about 25 and now uses a three-step review process for statements and receipts. The committee asked the draft policy text to include a prohibition on sharing cards or to clarify permitted, short-term, delegated use.
Committee members asked that final authorization language list the superintendent and business manager (Joni) rather than a generic "designee." The committee also asked staff to return a pared list showing the "absolute minimum" number of cards the district needs to function.
The procurement-card language was classified in the meeting as an administrative regulation (AR) rather than a first-read policy; the committee requested the AR be consistent with the policy and asked staff to present the final list and the AR for routine board action at a future meeting.
