Travel Card Program

Sandi Graves, Procurement Card Specialist, 817.215.0002

The purpose of the Northwest Independent School District travel card program is to establish a more efficient, cost effective method of purchasing and paying for select transactions.  It will automate data flow for accounting purposes and offer flexible controls to help ensure proper usage.  Northwest ISD has partnered with Commerce Bank to implement a Visa travel card program.   The travel card is specifically for pre-authorized travel meal expenditures. 

All other travel and travel reimbursements will follow the NISD Financial Services Procedures Manual and NISD Activity Funds Procedures Manual.

The travel card program is not intended to avoid or bypass any statutory laws, Board policies, appropriate purchasing or payment practices; rather, the travel card compliments the existing processes already in place.

All purchases on the travel card will require a purchase order.  Administrators or program budget managers shall approve all travel. 

Use of the travel card is a responsibility that should not be taken lightly.  Fraudulent, intentional or unintentional misuse may result in disciplinary action.

Cardholders are responsible to read and understand the Travel Card Program procedures.  A cardholder’s signature on the cardholder agreement acknowledges the understanding of the program and agreement to follow established district and departmental guidelines.  Cardholders must sign a Travel Card Cardholder Agreement Form for each trip.

TRAVEL MEAL CARDS

Travel meal cards should be requested 14 days prior to the event. 

To request a travel meal card, complete the link associated to your campus below.    Once submitted, forward email confirmation to your office manager/bookkeeper.  The office manager/bookkeeper will process a requisition to Commerce Bank (Vendor #117768, Bid #016-019-05-040, Commodity code #605).  Travel cards will not be loaded until a purchase order is received by the procurement card specialist.

Use internet explorer to access the following links:
 
Byron Nelson - https://goo.gl/forms/B8fJmxHMET7tSeCA3

 Eaton - https://goo.gl/forms/5BonVsYDPfpvxB8U2

 Northwest- https://goo.gl/forms/dDRQTxvHDrB0ieGr1

 All Other Campuses - https://goo.gl/forms/iEUPQZn33JpRMbPn1

Travel Meal Card Request links for Athletics and Fine Arts are located on their department’s website.

REMINDERS:

  • Meal amounts include sales taxes, tips, and gratuities.
    • Vendors have the option of accepting a sales taxes exemption certificate from staff traveling with students for competitions/events, for the purchase of group meals.  Texas Sales and Use Tax Exemption Certification form must be presented at the time of purchase.
  • Do not go over the daily meal limit- funds left over from each day do not roll it into remaining days.  Remaining funds are released to the budget originally charged.
  • Do not use more than the number of meals requested - you can stay under, but do not go over
  • Original, itemized receipts are required for every purchase
  • Circle staff and other travelers meals and drinks
  • Tape receipts to the Daily Travel Expense Receipt Form one per each day or meal (Do not tape or highlight over ink)
  • Return everything to office manager/bookkeeper the following business day
  • Immediately report lost or stolen cards to Sandi Graves, 817.215.0002, sgraves@nisdtx.org