Purchasing Cards

Purchasing cards are an exciting tool that enables teachers to buy classroom materials and supplies in a timely and efficient manner. Each teacher is personally responsible for the use of their card and any charges made on it. No purchase order is required, but the original detailed receipts are due daily to the school bookkeeper/secretary. Make sure you have uploaded the receipt into the Access Online app before submitting the original to the bookkeeper.

Be sure to sign the receipt log when turning in receipts. If there is ever a question about what is considered allowable to purchase, contact your school bookkeeper/secretary or principal.

The purchasing cards should only be used by the named individual on the card.  If you are afraid of losing the receipt, take a picture at checkout.

All receipts will be kept electronically and accessible by each school bookkeeper/secretary. See Purchasing Cards on dothan.k12.al.us, under the Financial Services tab. Your bookkeeper will have information on this process.

Sales tax is not allowable on any purchase. Sales tax charges must be reimbursed to the school when receipts are submitted.

Before purchasing standard white copy paper or electronic devices, the local bookkeeper should be consulted to ensure compliance with Alabama bid law. The DCBOE allows the use of a purchasing card for Internet orders but will not pay any tax on such orders. Online orders should only be made through reputable vendors. The purchaser is responsible for reimbursing sales tax.

If a card is lost or stolen, the cardholder should immediately contact their local bookkeeper, who in turn should notify the Accounting Department. Also, notify the Accounting Department if the teacher transfers or terminates.