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Board approves new purchasing policy changes to add transparency for staff sales and limit petty cash
Summary
The board voted to approve revised purchasing authority policy DJDJA that adds provisions for purchases or sales involving staff, sets limits and controls on petty cash use and assigns approval authority to the chief financial officer.
The Elizabeth School District Board of Education on Aug. 12 approved, on a first-and-final reading, revisions to policy DJDJA governing purchasing authority. The revisions add explicit procedures for transparency when the district buys items from, or sells surplus items to, staff members, and they define limited conditions under which petty cash may be used.
What the policy changes say - Staff transactions: Any purchase from or sale to a district staff member (for example, buying surplus equipment from an employee or selling surplus assets to staff) must be routed to the board so trustees can confirm the transaction represents fair market value and is not preferential. - Petty cash: The policy authorizes petty cash only where justified and by specific approval of the chief financial officer or superintendent. The recommended maximum for a single school or department petty cash fund is $500; the district finance office may hold up to $1,000 for operational needs. Replenishment requires receipts and finance-office review.
Board discussion and accountability Board members said they favor minimal use of cash and prefer p‑cards and district purchase orders for accountability. The chief financial officer will determine whether a school or department is authorized to have petty cash and the authorized maximum for that location. The board emphasized that misuse could make a principal or department head personally responsible for replenishment if purchases are inappropriate.
Vote The board approved the first-and-final reading of revised policy DJDJA by roll call; all five sitting directors voted aye.
Ending Board members directed staff to finalize administrative procedures consistent with the policy and to apply the petty‑cash limits and receipts requirements going forward.
