Teachers recently received a $200 Visa debit card from the school district to be used for classroom supplies. This is the second year that teachers receive the $200 Visa debit cards. There are definitely some lessons to be learned from last year. Several teachers were disciplined for using the Visa debit card for purchases other than those authorized. In order to prevent similar situations this year, here is a summary of what you need to know. For more information, teachers should READ the August 6, 2007 memorandum from James McIntosh, Accounting Director.

Generally, the debit card may only be used for classroom supplies. The school district has provided examples of what is appropriate, i.e., books, crafts, games, periodicals, instruments, etc. A good way to think about it is if it will be used in your classroom for the benefit of student instruction, then you should be fine. Special note should be taken of what the district has outlined that the debit card can’t be used for: cash withdrawals, personal items, ipods, cell phones, computers, or electronic devices, instructional classes for teachers, and/or gift cards for students or visiting guests. These examples seem pretty clear because there is an appearance at the very least that these items are going to be inappropriately used. Recently, a question was asked by an ECS that felt that there wasn’t much that could be purchased within the parameters. Specifically, the teacher asked if a battery for the school district owned laptop could be used. Based on the memorandum, the answer would be yes. While the memorandum says no computers, a battery is a mere accessory, similar to an ink cartridge that the school district permits. To be on the safe side, teachers should ask their supervisor if they question whether a purchase would be authorized or not. Of course the question should be posed in writing with a written response. Interact is a great tool for this purpose.

Remember that the receipts for purchases made with the debit cards must be retained for three (3) years. This is very important because the school district can request to see them within the three years. It is important to note that if you made purchases for your classroom prior to receiving the debit card, you cannot use those receipts to account for the charges on the debit card or use it to reimburse yourself. This can result in discipline. Bank of America will submit reports to the school district which will identify how the card was used and the purchases made by the card must correspond with the receipts.

If your card is lost or stolen, you must notify Bank of America within 2 business days. Think of it as another credit card in your wallet because failure to timely report will result in the teacher being held responsible for any transactions made on the card. Lastly, remember that you only have until March 15, 2008 to use the card even though it says it expires in June 2008. Some teachers last year didn’t utilize all of the money because they forgot that they only had until March 15 to use the card.