Teacher Credit Cards

What do I need to do? Every purchase must have an itemized receipt showing no sales tax was charged Charged sales tax will either have to be removed from the receipt or paid by the teacher (cash or check payment to Madison City Schools) when turning in receipts for the month Write a detailed description of items purchased on the itemized receipt if purchased item descriptions are unclear Receipt totals must match the monthly statement amounts Turn in signed monthly statement and receipts each month

What items can I purchase? All purchases must be instructional and for the students Items that could be considered for sole use by a teacher will require a lesson plan or explanation of how it will be used by the students (chairs, desks, stools, rugs, boxes or bins, filing cabinets, bookshelves, etc.) Items that could be used to aid students in calming down to keep from distracting other students will require a lesson plan or explanation of how the item will be beneficial (exercise balls, stands, trampolines, other exercise equipment or gadgets, etc.)

What are some of the items considered as allowable purchases? Pens Pencils Erasers Stapler/Staples/Staple Remover Paper Folders Desk Organizers Highlighters Markers Rulers Scissors Tape Calculators Paper Clips Notepads Binders Computer Mouse iPad/MacBook Cases/Briefcases/Book Bags (for students)

What are some of the items considered as questionable purchases that will require a lesson plan and/or explanation? Candy Chairs Desks Stools Rugs Boxes or Bins Filing Cabinets Bookshelves Decals or Picture Frames Gift Cards Gift Wrap Christmas Stockings and Décor Valentine’s Day Décor Other Holiday Décor Christmas and Valentine’s Day Gift Bags Items for Treasure Boxes, Rewards or Incentives (must be instructional: pencils, pens, erasers, etc.) Birthday items (must remain in the classroom if not instructional; or the items must be instructional: pencils, pens, erasers, etc. if they are sent home.)

Please contact the technology department to purchase the following items Printers Monitors iPads/MacBooks/Other Notebooks (can be purchased for the teacher to use as long as item will be used for instructional purposes for the students) Technology licenses for computer equipment Please include email with credit card statement to show approval from Technology

What if I don’t spend all of my money during the school year? If a teacher has $20.00 or less at the end of the school year, the amount will automatically go to the school principal unless the teacher requests to purchase items during the summer If a teacher has over $20.00, the amount can be used during the summer by Central Office purchase order only unless specified by the principal at your school or the teacher decides to transfer the balance to the principal. If the teacher chooses to spend this money during the summer, the bookkeeper will have to be called with a price for each item so that a purchase order can be created. All purchases for the previous school year must be made by the first week of August

What else do I need to know? The credit limit is determined by the State of Alabama Keep up with purchases and remaining amounts because in some cases the credit card allows you to spend over the credit limit (In these cases, teachers must make a cash or check payment to Madison City Schools) If a teacher had to pay the Central Office for sales tax and/or unallowable purchases from October through January 24th, the payments will be added back to card for spending after spring break

Additional Information All Hobby Lobby receipts must include a description by the teacher of each item purchased because the receipts do not provide a clear description. All credit invoices and regular invoices must be included with statement even if the amounts cancel each other out. All statements and/or receipts must be turned in in a timely manner. If statements and/or receipts are not turned in by the end of the 2nd month after the statement date, the credit card is subject to be turned off until these documents are received by Central Office. Registration fees cannot be paid on teacher credit cards.