Policy committee to revise procurement-card policy, board to approve annual card-holder list in May
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Summary
Board members reviewed Policy 6-25 and administrative regulations, compared district language with Radnor School District’s updated policy, and asked staff to return with a revised draft and an annual list of procurement-card holders for a May board meeting.
Keystone Central SD Policy Committee members reviewed Policy 6-25 (procurement cards) on April 9 and asked district staff to return next month with edits and a proposed timetable for annual approvals of cardholders.
Board member Elizabeth, who led the procurement-card discussion, told colleagues she had compared local language with policies from other districts and proposed simplifying delegation language and clarifying oversight. She cited a Radnor School District policy updated in May 2024 as a clearer template and said she preferred that the board annually approve the list of employees authorized to use procurement cards. “So if you could come back to us and and let us know what month you want, and then we can just start from there,” Elizabeth said. Board members proposed May as the target month for annual approvals.
Business-office staff described current practice: card usage is limited and generally reserved for preapproved conference and travel expenses or for vendors that will not accept a purchase order. The district maintains an Amazon account and vendor accounts (for example, with Weis Markets and Lowe’s) that are not charged to individual procurement cards. Staff said most large equipment and technology purchases are purchase-order driven and pass through multi-step approvals in the district’s Alio purchasing workflow, with final approval by the business office. The district also keeps an inventory of equipment and devices assigned to schools and staff.
Staff noted that individual procurement cards have per-card spending limits (amounts vary by card) and that the district receives an annual rebate from First National Bank that is applied to the general fund or returned to grants when appropriate. Title I funds and other program budgets cover many curriculum and special-education purchases, staff said.
Committee members asked district staff to compare the Radnor language with the district’s current AR and bring a revised draft and a proposed month for the board to approve the annual card-holder list at the May meeting. No formal changes to Policy 6-25 were adopted at the committee meeting.