File:  DJEA - PROCUREMENT CARDS

The use of procurement cards (P-Card) will expedite purchasing and payables for isolated one-time purchases. Procurement cards may be issued to one or more users under the discretion of the Superintendent of Schools or designee and under the guidance of the Executive Director of Finance and Operations. Issuance of a procurement card under the name of the Framingham Public School District is a privilege and every reasonable effort must be made to ensure that cards are used responsibly and in a manner consistent with District policies, guidelines and applicable laws and regulations of the Commonwealth of Massachusetts. The Executive Director of Finance and Operations will establish and issue clear process and protocol guidelines to the P-Card user.

Procurement cards may be issued to individual users at the discretion of the Superintendent of Schools. The Superintendent of Schools will retain authorization as to the type of items that can be purchased on the card and the maximum single transaction limit. P-cards may be used for but not limited to authorized travel expenses, lodging expenses and conference or seminar registration costs with permission of the Superintendent of Schools or designee.  Procurement cards may also be used for one-time, last minute or emergency purchases authorized by the Superintendent of Schools or designee. All relevant records are to be included with each statement and retained with applicable voucher records. The Executive Director of Finance and Operations is responsible for ensuring that documentation is available for review and audit.  

It is the responsibility of the finance department under the guidance of the Executive Director of Finance and Operations to ensure that procurement cards are to be stored in a secure, locked location and that the account number is to be protected. A card number may be used in a secure internet transaction but should never be transmitted via email. Each procurement card user is responsible to reconcile every transaction made within the month.

If a procurement card is lost or stolen the procurement card user will notify the Executive Director of Finance and Operations who will confer with the bank, the Police Department, the City Accountant and the Superintendent of Schools. Replacement of a lost or stolen card will be at the determination of the Superintendent of Schools.

Failure to adhere to procurement card policy and guidelines will result in revocation of card use. An individual who is found to be in abuse of procurement cards will be subject to disciplinary action up to and including termination from employment along with potentially criminal charges being filed against them. In addition, the district will seek restitution for any inappropriate charges made to a procurement card.

It is the expectation that the Executive Director of Finance & Operations shall closely coordinate with the Chief Financial Officer/Director of Administration and Finance, Chief Procurement Officer, City Accountant, the City Treasurer, and/or their designees in order to collaborate and follow relevant City financial practices related to school district expenditures.

LEGAL REF:  M.G.L.  30B

This policy was updated and approved by the Framingham School Committee in Open Session on May 4, 2022.