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Board to review procurement-card policy after audit; staff to share PSBA recommendations
Summary
At the March 12 policy meeting, the Keystone Central School District discussed Policy 6.25 (procurement cards) and its administrative regulation after an audit; board members asked staff for clearer limits and reporting and asked staff to return in April with PSBA guidance and examples.
At the March 12 policy meeting, the Keystone Central School District discussed Policy 6.25 (procurement cards) and its administrative regulation following a recent audit. Board member Elizabeth asked the committee to consider tightening access, prior approval procedures and reporting; staff said many of those practices are already in place and agreed to return with documentation.
Elizabeth, who reviewed other districts' policies and the Pennsylvania School Boards Association (PSBA) guidance, proposed several measures for the committee to consider. "Limit usage for the procurement cards unless deemed absolutely necessary," she said, suggesting the business manager review and approve purchases in advance when feasible. She also requested a final summary report of procurement-card spending by building and department for board evaluation and proposed that the board "annually approve the list of employees authorized" to use cards so the authorization does not get lost in day‑to‑day operations.
Dr. Redmond, a staff member, said the district already follows many of those practices and suggested bringing financial staff to a future meeting for a fuller briefing. "The things that we already have in place are things that you're talking about," Dr. Redmond said, adding that supervisor review and signoffs occur and that prior approval is requested for non‑emergency purchases. He also agreed to confirm whether procurement cards accrue cash‑back or reward points.
The committee agreed to table formal policy changes and asked staff to resend PSBA guidance, provide examples (including Radnor and Williamsport policies that Elizabeth referenced), and have business‑office staff available for the April meeting. The board specifically noted Policy 6.25 and AR 6.25 would be reviewed in April; no policy amendment was adopted on March 12.
Outcome: Policy 6.25 and AR 6.25 were tabled for further review; staff to provide PSBA materials, Radnor examples, the current list of cardholders, and a proposed schedule for annual authorization and reporting.
