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.
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.
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 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
Process for Issue of Debit Cards
Debit cards should only be issued to staff
members after being authorised by the Board.
A register of cardholders should be maintained.
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.
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 debit card is not to be used for any
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.
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
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 are not permitted except in an
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.
The cardholder should never allow another person
to use the card.
The cardholder must protect the pin number of
The cardholder must only purchase within the
credit limit applicable to the card.
The cardholder must notify the bank and the
school immediately if the card is lost or stolen.
The debit card should not be used on the
internet without prior Board approval.
The cardholder must return the debit card to the
School upon ceasing employment there or at any time upon request by the Board.
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.
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
of, and with the authority of the Board on _________________
for Prospective Cardholders
I have read and understood this policy and
agree to abide by it.