- Ector County Independent School District
- Activity & Discretionary Funds
- FAQs for Operating a Campus Discretionary Fund
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FAQs for Operating a Campus Discretionary Fund
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When using discretionary funds do purchasing laws/rules apply?
Yes, even though discretionary funds are being used to make purchases; all state and local
purchasing laws, as well as board policy regulations must be followed. When processing a
purchase order using discretionary funds approved vendors must be used. You can search for a vendor by using the vendor inquiry screen in MUNIS. -
What is the credit limit on the P-card we have for discretionary funds/student activity funds use?
The P-card credit limits are set by position (principal, assistant principal, secretary) and campus (high school, middle school, elementary). You can call Purchasing regarding any questions about your credit limit.
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Who at the campus has a P-card for discretionary funds/student activity funds use?
The principal, 1 assistant principal per campus, the secretary, and the Student Activity Fund bookkeeper (if your campus has one) have a P-card.
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What are the responsibilities of the person who has a P-card?
- The cardholder is responsible for the security of the card. It should be kept in a secure
location. - The only person authorized to use the P-card is the cardholder whose name appears on
the card. Do not give your P-card to another person to use. - The card is to be used for business purposes only. Personal purchases will be considered
misappropriation of district funds, a criminal offense, and will be reported to the proper
authorities. - Upon using the P-card each cardholder must complete a Purchase Transaction Log and
submit the form along with all receipts to the Special Projects Accountant within a week
of transaction. - The P-card must be returned to the Purchasing Department, in person, upon termination
from employment with ECISD.
- The cardholder is responsible for the security of the card. It should be kept in a secure
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What are appropriate purchases for food and what is not appropriate when you use discretionary funds?
- Food purchases that will benefit students and working lunches for staff are acceptable.
(i.e., such as purchasing drinks for student testing days and feeding teachers on staff
development days are acceptable food purchases). - Food purchases that do not in any way benefit the student are not acceptable. Such as
lunches or dinner for administrators or individual lunch or dinner for anyone.
- Food purchases that will benefit students and working lunches for staff are acceptable.
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Can awards and gifts be purchased with discretionary funds or SAF funds?
- [UIL Code Section 480(a)(1) – Limitation of Awards] states awards such as merit certificates, trophies, plaques or means of recognition, with a value not to exceed $70.00 may be given be given from student activity funds. However, cash awards and prizes that include currency, check, gift cards, savings bonds, money order or any other medium which can be readily converted to cash cannot be given.
- Money raised in a schools name may not be used to purchase personal gifts for school personnel or outside charitable organizations unless they are an approved charitable organization. [See CFD (Exhibit C) Regulation].
