Corporate Credit Card Policy

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1 Plicy N: 13 Crprate Credit Card Plicy CONTROL: Plicy Type: Authrised by: Head f Pwer: Financial Cuncil Nt Applicable Respnsible Officer: Crprate and Cmmunity Manager Respnsibilities: Review and implement plicy Adpted / Apprved: 21 September 2015 Last Reviewed: 26 September 2015 Review: January 2017 Versin 2 1. INTRODUCTION 1.1 PURPOSE: The Crprate Credit Card Plicy (the Plicy) prvides fr the purchasing and paying fr items f Cuncil expenditure in accrdance with Cuncil s Prcurement f Gds and Services Plicy via Crprate Credit Card. 1.2 POLICY OBJECTIVES: The plicy ensures effective cntrls and prcedures are in place with respect t the authrisatin and peratin f crprate credit cards. 1.3 COMMENCEMENT OF POLICY: This Plicy will cmmence n adptin. 1.4 SCOPE: The Crprate Credit Card Plicy applies t all Cuncil emplyees and Cuncillrs wh are prvided with a crprate credit card. 2. POLICY 2.1 CONTEXT: This Plicy enables efficient purchasing t take place whilst maintaining internal cntrls.

2 Crprate Credit Card Plicy 3. STANDARDS AND PROCEDURES 3.1 AUTHORISATION TO ISSUE CORPORATE CREDIT CARDS Crprate credit cards may be issued t permanent emplyees f Cuncil when it can be demnstrated that the facility is necessary and the mst effective means f meeting cmmitments incurred in the curse f fficial Cuncil business. Crprate credit card allcatin will require the apprval f the Chief Executive Officer. The apprval will stipulate whether the credit card may be utilised fr: Categry 1 general wrk purpses nly Categry 2 general wrk purpses and wrk related travel expenses (excluding flights, accmmdatin and hire cars) Categry 3 general purpses, wrk related travel expenses and hspitality/ entertainment expenses Categry 3 apprval must be by the Chief Executive Officer. All emplyees issued with a crprate credit card will be required t sign a frm stating that they have read and understd the Crprate Credit Card Plicy, Prcurement f Gds and Services Plicy and any related plicies and prcedures and receive training in the peratin f the card. 3.2 CREDIT LIMITS An verall limit will be set fr Cuncil s credit facility with individual mnthly credit limits and transactin limits set fr each credit card. Mnthly credit limits will range frm $1,000 t a maximum f $35,000. Mnthly credit limits may be amended by the Chief Executive Officer t maintain Cuncil s verall credit limit as agreed with the facility prvider. 3.3 EXPENDITURE LEVELS Subject t Clauses 3.9 (Apprval Prcess) and 3.6 (Apprpriate Uses), cardhlders shuld nly purchase items that wuld be cnsidered apprpriate t their wrk respnsibilities. Purchases assciated with travel, accmmdatin and items f a valuable and attractive nature (e.g. digital cameras) must have prir Manager apprval. 3.4 WITHDRAWAL OF CREDIT CARDS Upn a Cardhlder s terminatin r transfer, the crprate credit card must be returned n later than the last day f emplyment t the Credit Card Administratr t be destryed, upn which the Deputy Chief Executive Officer will authrise the Credit Card Administratr t arrange fr the cancellatin f the crprate credit card with the credit facility prvider. Where a Cardhlder des nt cmply with the requirements f this plicy and related plicies and prcedures their crprate credit card may be cancelled. Any ptential Page 2 f 5

3 Crprate Credit Card Plicy fraudulent misuse f the card will result in the cancellatin f the individual s crprate credit card immediately and disciplinary actin may be taken. 3.5 REPORTING LOST OR STOLEN CARDS If a card is lst r stlen, Cuncil may nt be liable fr unauthrised transactins after the lss r theft f the card if it is reprted within a reasnable time. Where a crprate credit card has been lst r stlen, that lss must be reprted immediately t the credit card prvider. 3.6 APPROPRIATE USES OF CORPORATE CREDIT CARD Crprate credit cards are t be used fr transactins where it is the mst efficient prcurement ptin; fr example fr travel and accmmdatin bkings and fr purchasing gds and services f relatively lw value where raising and prcessing a purchase rder wuld be a cstly alternative. All payments using a crprate credit card must cmply with Cuncil s plicies relating t purchasing, travel, entertainment and hspitality. When purchases are made with a crprate credit card, qutes/tenders are still required in accrdance with Cuncil s Prcurement f Gds and Services Plicy. Crprate credit card facilities shall nt be used fr: Obtaining cash frm any surce; Payment f any private expenditure including the payment f travel expenditure fr accmpanying partners n business trips; Payment fr gds r services which are nt available r cmplete at the time f the transactin (ie. n back rders); Generally, purchase f any items where a purchasing arrangement is in place fr that type f supply, eg ffice equipment, statinery. Fr any capital purchases ver $1,000 (a Cuncil purchase rder must be raised fr capital items ver $1,000). Purchase f valuable and attractive items (e.g. digital cameras) must have prir Manager apprval. Items (d) and (e) may be recnsidered where an emergency situatin exists. Fuel fr Cuncil s fleet vehicles where a fuel card is available. 3.7 REQUIREMENT TO AUDIT THE USE OF CORPORATE CREDIT CARDS An audit f credit card transactins will be cnducted at least annually by the Crprate and Cmmunity Manager r by the Internal Auditr. Page 3 f 5

4 Crprate Credit Card Plicy 3.8 RESPONSIBILITY OF CREDIT CARD ADMINISTRATOR The Credit Card Administratr will perfrm the fllwing functins: Fllw up any apparent misuse r nncmpliance with this plicy and assciated prcedure with the Crprate and Cmmunity Manager; Maintain a current register f all authrised cardhlders; and Cancel lst r stlen crprate credit cards immediately upn ntificatin f a cncern. 3.9 APPROVAL PROCESS Credit card transactins must be within the delegatin limit f the cardhlder and cmply with Cuncil s plicies and prcedures. A cardhlder may be subject t disciplinary actin if this prcess is nt adhered t RESPONSIBILITY OF CARDHOLDERS The Cardhlder will ensure that: The crprate credit card is used fr fficial Cuncil business nly in accrdance with the Credit Card Use Prcedure; The crprate credit card is nt used fr any purpse that cntravenes this r any ther Cuncil plicy; Every transactin prcessed thrugh the crprate credit card is authrised by the Cardhlder r investigated if unauthrised; A tax invice is cllected fr all transactins; The crprate credit card is stred safely and securely at all times; The mnthly statement is recnciled as required by Cuncils Credit Card Use Prcedure within 7 days f the statement date. All dcuments pertaining t the transactins are made available t the Credit Card Administratr in the frmat and timeframe requested in Cuncil s Credit Card Use Prcedure; and Fr FBT purpses, expenses relating t the prvisin f entertainment must prvide details f the ttal number f staff wh attended and the ttal number f attendees. The Chief Executive Officer must apprve f any expenditure relating t the prvisin f entertainment prir t the expense being incurred. Page 4 f 5

5 Crprate Credit Card Plicy 4. REFERENCE AND SUPPORTING INFORMATION 4.1 DEFINITIONS: T assist in interpretatin, the fllwing definitins shall apply: Wrd / Term Cuncil Cardhlder Crprate Credit Card/s Credit Card Administratr Crprate Credit Card Prvider Mnthly Credit Limit Private Expenditure Definitin means Diamantina Shire Cuncil. The fficer t whm a crprate credit card is issued. The card is embssed with the fficer s name and bears the fficer s signature n the reverse f the card fr security and identificatin purpses. All credit cards held under a Cuncil credit card facility. The Finance Supprt Officer respnsible fr the administratin f credit card expenditure and peratin f the scheme. The Financial Institutin that prvides Cuncil s Credit Card facility. Currently this is the Westpac Banking Crpratin. The dllar limit f the ttal value f transactins permitted n an individual cardhlder s crprate credit card during the billing cycle. Refers t any expense that is nt related t the Cuncil s business peratins. The purchase f gifts, fd and ther items in relatin t nnbusiness activities such as birthday celebratins is private expenditure. 4.2 RELATED POLICIES, LEGISLATION AND DOCUMENTS: Links t supprting dcumentatin Prcurement f Gds and Services Plicy Entertainment and hspitality expenses plicy Crprate Credit Card Use prcedure 4.3 VERSION CONTROL: Previus Versin Number Adpted/Apprved Date 1 Original January , Minute N OM-7 Page 5 f 5

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