The policies that govern this program are established by the Teacher Supply Card Cardholder Agreement.

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1 The policies that govern this program are established by the Teacher Supply Card Cardholder Agreement. This document establishes the administrative procedures to be followed by all parties involved to ensure adequate accountability and proper use of public funds. See also: PROGRAM DESCRIPTION To provide an easier way for teachers to access and spend their Legislative Classroom Supply Funds, beginning with the school year, the district will load said funds onto a VISA Debit Card (called the Teacher Supply Card) for each eligible employee. They can then use the card wherever VISA cards are accepted to purchase allowable teaching supplies and materials. Each card may only be used by the person named on the card for allowable expenses (see below). This program will also minimize the need to process teacher reimbursements and will create efficiencies in the administration, distribution and expending of Legislative Classroom Supply Funds as authorized by Utah Administrative Code R Issuing the Cards Prior to the first faculty meeting of the school year, the Budget Office will determine those employees eligible to receive Teacher Supply Funds according to State Administrative Rule. The amount allocated to each eligible employee is set by virtue of the total amount allocated by the State Legislature and may be adjusted upward by the district to redistribute any unused funds from the prior year. The Granite Credit Union (GCU) has partnered with the district to facilitate this program. The Budget Office will coordinate with the GCU who will generate the cards. Schools should plan to receive the cards for all eligible employees at their site a day or two prior to the first faculty meeting. Each card will be in its own envelope and will be accompanied by several handouts. The cards should not be distributed until after each Cardholder Agreement is signed and given to the Bookkeeper / Financial Secretary. Prior to the faculty meeting: Upon receiving the cards, each site should review them against their faculty list and report 1) any missing cards, 2) return any cards to the Purchasing Department for faculty who are no longer at the school, or 3) any other issues that become apparent. Become knowledgeable of how this program is to be administered and used so that adequate training can be provided to all cardholders at the first faculty meeting. At that faculty meeting, the following should be accomplished: The fiscal administrator should: o Explain the program Revision Page 1

2 Go over the handouts o Have each cardholder who is present read and sign the Cardholder Agreement. o Because the list of eligible employees is produced prior to staffing being settled, there may be some eligible employees for whom a card was not available. The fiscal administrator should be prepared to explain that corrections will be made. The bookkeeper / financial secretary should: o Obtain the Cardholder Agreements After the faculty meeting: o The bookkeeper / financial secretary should retain the originals in a single file at your site. Activating the Card Each cardholder is responsible for activating their own card. To do so, they follow the instructions provided with the card and should be ready to provide the last four digits of your Granite employee ID number. Using the Card Acceptable Use Guidelines Each recipient is required to ensure that purchases made using these Legislative Supply Funds are for allowable teaching supplies and materials as defined by the Administrative Rule as follows: Field trip, which means a district, or school authorized excursion for educational purposes. "Teaching supplies and materials", which means both expendable and nonexpendable items that are used for educational purposes by teachers in classroom activities and may include such items as: o paper, pencils, appropriate student incentive (which can include food), workbooks, notebooks, supplementary books and resources; o laboratory supplies, e.g. photography materials, chemicals, paints, bulbs (both light and flower), thread, needles, bobbins, wood, glue, sandpaper, nails and automobile parts; o laminating supplies, chart paper, art supplies, and mounting or framing materials. Note that Teaching supplies and materials should be broadly construed in so far as the materials are used by the teacher for instructional purposes or to protect the health of teachers in instructional or lab settings, or in conjunction with field trips. It is recommended that cardholders utilize district and state contracts. These contracts are available on the district s Purchasing Department webpage. Unacceptable Use Guidelines Legislative Supply Funds may not be used for any purchase that does not meet the spirit of the Rule, would be considered an inappropriate use of public funds by Revision Page 2

3 a reasonable person, or for which the District does not receive direct benefit. Specific examples would include but not be limited to: Personal items or services for self or family such as: o phone/internet/fax service o meals, food, and beverages o alcohol and other controlled substances o entertainment Travel expenses such as: o airfare o lodging o rental cars o tolls o parking o gasoline Registration fees Membership or certification fees Cash advances Gifts (including gift cards) Furniture Postage Misuse of Legislative Supply Funds, or any public funds, will result in: The cardholder reimbursing the district for the misused funds The cardholder s remaining balance of Legislative Supply Funds being forfeited The fiscal administrator considering corrective discipline up to and including termination. Sales Tax Purchases made using the card should be tax exempt. To facilitate this, the district s tax exempt id number is printed on each card. At the time of checkout, the cardholder should notify the cashier that the purchase is tax exempt. Some vendors may require a sales tax exempt form which is available from the Purchasing intranet page. If sales tax is inadvertently paid for any purchase, the cardholder is responsible for contacting the vendor to have a credit loaded back onto the card. Failure to do so will result in the funds being forfeited by the cardholder. Tracking Individual Expenses/Credits As individual purchases are made, each cardholder is required to obtain and keep an original receipt that shows the detail of what was purchased or credit back to the card. Accidental Purchases In the event a cardholder accidentally uses their Legislative Supply Card for a purchase when they intended to use a different source of funds, they are responsible to contact the vendor, rectify the charge, and obtain a credit on the Legislative Supply Card immediately. It is not acceptable to receive cash or gift card in lieu of a credit. Revision Page 3

4 Monitoring Card Balances Each cardholder is responsible to monitor the balance left on their own card. To do so, they may use the GCU app available ios (Granite Credit Union Mobile Banking) and Android (Granite CU Mobile Banking) in their respective app stores, or they may use the GCU web interface to look it up online ( The account id will be made up of their first initial of their first name followed by the first four letter of their last name and the last four digits of your Granite employee ID number (e.g. John Davis # (jdavi0313)). Monthly Requirements Cardholder Responsibilities At the end of each month during which a cardholder makes a purchase, the cardholder is required to: Fill out a Monthly Activity Log (the one available on the Purchasing intranet site) listing all activity on their card during the month, in chronological order, and provide all required information asked for on the form. Neatly attach the original detailed receipt, again in chronological order, to the log. If a receipt is longer than the Monthly Activity Log neatly fold the receipt, do not cut the bottom off of a receipt to make it fit. Resolve any accidental purchase prior to turning in the log and receipts. Turn in the log and receipts to the bookkeeper by the 5 th of the next month. Bookkeeper Responsibilities At the end of each month, the bookkeeper should do the following: Ensure each cardholder who had activity during the month turns in their Monthly Activity Log and attached receipts by the 5 th. Review each Monthly Activity Log for the following: o Using the GCU web interface, compare and contrast the Monthly Activity Log and receipts with actual activity showing on the system. In the case of missing receipts, or the presence of sales tax notify the cardholder who is responsible for rectifying within seven (7) days. o Unacceptable use or policy violations In the case of unacceptable use, notify the fiscal administrator immediately. o File the Monthly Activity Log and attached receipts using a system that allows for audit. Report staff changes to the district. o If a teacher terminates: Obtain their card. Obtain their final Monthly Activity Log and receipts. Remit card to the Purchasing Department. o If a teacher transfers to another school in the district: The teacher retains their card for use at their new school. Obtain their final Monthly Activity Log and receipts for purchases while at your location. Notify the Purchasing Department of the transfer. Revision Page 4

5 Ensure the teacher s card doesn t remain on your site s statement the following month. o If a new teacher comes to the school and does not have a card: Notify the budget office who will make a determination of eligibility. Fiscal Administrator Responsibilities Upon being notified by the bookkeeper of a cardholder s apparent unacceptable use or policy violation, the fiscal administrator is responsible to talk with the cardholder to determine if indeed there was misuse or policy violations. If there was unacceptable use or a policy violation, direct the cardholder to immediately rectify the matter. In the case of misuse of funds, the cardholder must reimburse the district and turn in their card effectively forfeiting their remaining balance and the fiscal administrator should consider corrective discipline. District Responsibilities At the end of each month, the district will: Send an to each cardholder who had activity during the month. The will serve as a reminder and will provide instructions to the cardholder of their responsibilities as outlined above. Send an to each bookkeeper that will identify the cardholders at their site who had activity on their card during the month. End of School Year Deadlines Legislative Supply Funds will be available to be spent up until 4/30. However, to facilitate end-of-year processing of transactions while at the same time keeping all transactions within the period ending on 4/30, cardholders will have until 4/15 to actually make purchases. The April Monthly Activity Logs and receipts will be the final ones for the year and are due to the bookkeeper by 5/5. Card Management If a cardholder is expected to return the next school year, the cardholder retains the card and personally secures it the until next year. If a cardholder is not expected to return due to retirement, resignation, or a leave of absence their card is to be remitted to the bookkeeper and then remitted to the district by 5/31. The district will update the account information for transferred employees for their new location. Document Management Retain the Monthly Activity Logs and attached receipts at the school or department and have them accessible for audit for 4 years. Problems Lost Cards The Teacher Supply Card is district property. Cardholders should secure their card just as they would secure their personal credit cards. If a card is lost, the cardholder is responsible to: Revision Page 5

6 Notify Granite Credit Union immediately by calling (during business hours M-F 8AM - 6PM) or (outside of business hours or on bank holidays) or opptracking@vantiv.com. Upon receipt of your call, further use of the original card will be blocked. Request a replacement card by visiting a Granite Credit Union branch and personally paying the $3 processing fee directly to the Credit Union. (Cardholders may not use Legislative Supply Funds to cover the processing fee.) Stolen Card If a card is stolen the cardholder is responsible to: Notify Granite Credit Union immediately by calling (during business hours M-F 8AM - 6PM) or (outside of business hours or on bank holidays) or opptracking@vantiv.com. Upon receipt of your call, further use of the original card will be blocked and a new card will be issued to the cardholder through the mail. Fraudulent Activity on a Card Cardholders are to monitor their account for fraudulent activity. If fraudulent activity is identified, the cardholder: Is responsible to notify Granite Credit Union immediately by calling (during business hours M-F 8 AM-6 PM) or (outside of business hours or on bank holidays) or supplycard@granite.org. Should identify any fraudulent activity as such when they log the transaction in their Monthly Activity Log. Upon receipt of your call, further use of the card will be blocked and a replacement card will automatically be sent to the cardholder. There is no processing fee in this case. Customer Support Granite Credit Union (during business hours M-F 8 AM-6 PM) or (outside of business hours or on bank holidays) Granite School District Purchasing Department Granite School District Budget Department Revision Page 6