"What we're trying to do is streamline our administrative function and eliminate low-value invoices, purchase orders, petty cash, cheque requisitions and cheques," said Annalise Van Ham, assistant superintendent of business with the Yellowknife Catholic School Board.

"We spend a great deal of time on the smallest portion of our budget in the way we purchase the authorized supplies we need at the school."

Only employees who receive card authorization and have signed a cardholder agreement are allowed to make purchases.

A number of controls have been placed on the credit card with special codes.

One code specifies the merchandise categories authorized for the items the individual should have access to. Another specifies a transaction maximum as well as a credit limit. A home economic teacher's limit, for example, may be $80 per transaction with a maximum per month of $300.

"There's enough controls in the credit cards now that we feel we're ready to pilot the project in one of our schools to see if that's going to eliminate some of the bulk of our paper handling," said Van Ham.

A tender has been completed that requested banks to submit procurement card proposals specifying reporting capabilities and costs. The board has yet to choose a bank.

The revolving fund at any given time for the district under the procurement card system is established at $50,000.

"Most of the credit cards will have a very small limit. The exceptions might be the principal, which now has a limit that's higher than the average teacher for authority to buy supplies."

How many credit cards will be issued for each school remains to be seen.

"Other jurisdictions have certainly half of the total staff. If someone is a teacher they have budget line for their program and -- say its only $300 -- well then their credit card will have a limit of $300," said Van Ham.

Beyond the electronic monitoring of spending, staff who use a credit card will have to submit receipts to be signed by the administrator or principal of their school and authorize the purchases. The receipts will come to the central office and checked against the statement they receive from Visa or Mastercard.

If an unauthorized purchase is made or cannot be supported without a receipt the individual is responsible and under the cardholder agreement, will be subject to a payroll deduction.