Use of Debit Cards

Employees issued debit cards may use cards for any legitimate business expense related to Axon operations. Officers or employees using debit cards should submit, in arrears, documentation regarding debit card usage no less than once every thirty (30) days. All expenses should be included on a submitted Expense Report within 45 days.

Required Receipts:

Receipts, or email acknowledgements which include the vendor and amount, should be uploaded to Zoho for every receipt if possible. However, some transactions are exempt from the requirement:

1) Subscriptions which occur on pre-defined frequency for an identical or substantially identical amount each period

2) Advertising Expenses which are approved as a part of a monthly budgeted expenditure, but charged to debit cards in smaller amounts

3) Charges from a limited number of vendors such as Platimum Planner, EMSTesting, FISDAP, J&B, Pearson-Brady, etc., that represent a routine amount used to fulfill services to a particular student and are therefore charge multiple times per month

Monthly Reports:

Debit card holders should submit a report early in the month for all unsubmitted items up through the last day of the previous month.

Report Name = lastname firstname yyyy-mm (where mm is month of expenses)

All items must include an expense category.

All non-routine items must include a description.

All meal items must include the names of participants and occasion in the description.

Routine items include:

Recurring items or subscriptions charged on a pre-set schedule.

Student-specific resource of a common known amount.

Advertising from known vendors that are approved under a monthly budget.

Missing Receipt Reports.

Debit card holders must submit a Missing Receipt Report for any expense for which a receipt cannot be obtained.

Report Name = lastname firstname yyyy-mm-dd missing receipt (dd = report date).

Reimbursement Report.

(dd = date of expenditure)

Employees who have made an expenditure for a legitimate company expense may request reimbursement by submitting a Reimbursement Report.

Report Name = lastname firstname yyyy-mm-dd reimbursement(dd = date of expenditure).

Mileage Report.

Employees who have used their own vehicle for legitimate company travel may request reimbursement for mileage at the “optional standard mileage rate” reported by the IRS at the time of the travel.

Report Name = lastname firstname yyyy-mm-dd mileage (dd = last day of travel).