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Hamilton Junior High School
Debit Card Policy

Adopted by the Board of Trustees on 16 December 2013

The Policy was approved and adopted by the Board at its meeting held on 16 December 2013 and became effective from 1 January 2014.


1.             The Board agrees that it has a responsibility to ensure that debit card expenditure incurred by the School must clearly be linked to the business of the School.  The Board has agreed on the fundamental principles of this Policy, and has delegated responsibility for the implementation and monitoring of this Policy to the Principal.

2.             The Board requires the Principal, as the chief executive and the Board’s most senior employee, to implement and manage this Policy. The Principal may, from time to time, further delegate some of their responsibilities, and all such delegations must be attached as appendices to this policy.

3.             This Policy must be read in conjunction with other Board Policies, and the exercising of all authority and responsibilities conferred under this Policy must be in accordance with the Schedule of Delegations and may not exceed an individual’s established level of delegated authority.

Process for Issue of Debit Cards

4.             Debit cards should only be issued to staff members after being authorised by the Board.

5.             A register of cardholders should be maintained.

6.             The limits set for debit card use should not exceed the overall financial delegation of the cardholder, as set out in the Schedule of Delegations.  Any variations require Board approval.

7.             Prior to the card being issued, the recipient must be given a copy of this policy and be required to sign it off to signify that they have read and understood it.

Procedures to be followed when using the card

8.     The debit card is not to be used for any personal expenditure.

9.     The debit card will only be used for:

·                payment of actual and reasonable travel, accommodation and meal expenses incurred on School business; or

·                purchase of goods where prior authorisation from the Board is given.

10.  All expenditure charged to the debit card should be supported by:

·                A detailed invoice or receipt to confirm that the expenses are properly incurred on School business

·                For expenditure incurred in New Zealand of value greater than $50 (including GST) there should also be a GST invoice to support the GST input credit

11.          Authorisation for the expenditure should be obtained on a one-up basis (for example the Principal should authorise any travel by the Deputy Principal and the Board should authorise any travel by the Principal).  Cardholders are not allowed to approve their own expenditure.

Cash Advances

12.          Cash advances are not permitted except in an emergency.

13.          Where cash advances are taken, the cardholder must provide a full reconciliation, with receipts wherever possible, of how the cash was used.  Any unspent monies must be returned to the School.

Cardholder Responsibilities

14.          The cardholder should never allow another person to use the card.

15.          The cardholder must protect the pin number of the card.

16.          The cardholder must only purchase within the credit limit applicable to the card.

17.          The cardholder must notify the bank and the school immediately if the card is lost or stolen.

18.          The debit card should not be used on the internet without prior Board approval.

19.          The cardholder must return the debit card to the School upon ceasing employment there or at any time upon request by the Board.


20.          When the Board approved this Policy it agreed that no variations of this Policy or amendments to it can be made except with the unanimous approval of the Board.

21.          As part of its approval the Board requires the Principal to circulate this policy to all staff, and for a copy to be included in the School Policy Manual, copies of which shall be available to all staff. The School policy manual shall also be made available to students and parents at their request. The Board requires that the Principal arrange for all new staff to be made familiar with this Policy and other policies approved by the Board.



Board Chairperson

On behalf of, and with the authority of the Board on _________________

Signature Section for Prospective Cardholders

I have read and understood this policy and agree to abide by it.










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