The District has one Purchasing Credit Card that is in custody of the Director
of Purchasing for unique purchases that must be made on a credit card.
With approval of the Business Office, the Superintendent's Cabinet, certain
Central Office administrators, and campus principals may receive PISD Travel
Credit Cards. These cards are coded so that only travel related items may
be processed by any merchant.
Bank of America - Travel Cards
Cardholder Instructions
When you receive the Bank of America Travel Card Statement from Accounts
Payable each month, you will need to do the following:
 | Verify all charges are correct on the statement. If there are any
charges in dispute, contact the Bank of America customer service number
listed on the back of the card. Make a note of the disputed charges on
the statement and information you received from Bank of America.
Normally, a credit or adjustment will be issued for the following month by
Bank of America.
|
| Check that the charges are applied to the correct default accounting
code as listed on the cover page of the statement. If this code is not
correct, send a request for a journal entry expense transfer to the
attention of Kathy Edgar in the Accounting Department.
|
| Attach a copy of all receipts for the travel charges listed on the
statement. Remember that personal charges are not allowed on this
travel card. You must take a tax exempt form with you when making
purchases. The School District is tax exempt and is not to pay taxes.
|
| Have the cover page approved by the proper authority and return it along
with the copies of all receipts to Accounts Payable as soon as possible.
|
| Any violations for inappropriate purchases or in the required record
keeping will result in cancellation of the account and other disciplinary
action as determined by the Superintendent.
|
Allowable Charges
Travel lodging
Airline tickets
Car rental
Gasoline for rental vehicle
Toll fees
Meals when traveling (if meal goes over allowable amount, the excess must be
reimbursed to the District. Please refer to Office Procedure Manual Travel
Section)
Taxi fees and Airport shuttles
Conference registration fees
Telephone or computer access fees (Allowable only if necessary and included
in hotel bill)
Non-Allowable Charges
Food (groceries, take-out, candy, teacher appreciation lunches, etc)
Alcohol or tobacco products
Supplies (office supplies, books, tapes, etc. This includes Amazon.com
and E-bay.com)
Flowers
Entertainment Tickets (Sea World, etc.)
Telephone or computer access fees (This would be allowable if necessary and
included in hotel bill)
Freight fees (Federal Express, UPS, or any other delivery charges)
