USE OF BUSINESS CARDS FOR PURCHASING

Save this PDF as:
 WORD  PNG  TXT  JPG

Size: px
Start display at page:

Download "USE OF BUSINESS CARDS FOR PURCHASING"

Transcription

1 POLICY STATEMENT USE OF BUSINESS CARDS FOR PURCHASING POLICY ADOPTED: 8 MARCH 2000 RATIONALE Considerable time and effort is expended in the processing of requisitions, purchase orders and invoices that account for only a small proportion of the organisation s total expenditure. Use of business cards have proven that efficiencies can be improved whilst still maintaining appropriate levels of security. Business Cards are seen to be effective for low value purchases in most areas of Council. DEFINITIONS Business Card: A plastic card, issued by a bank and which allows the authorised cardholder to charge the cost of goods and services (subject to pre-approved limits and vendor categories), directly to an account in the Council s name. Low Value Purchases: Typically purchases of goods and services below $1,000 per purchase. These purchases represent only a small percentage of the total annual purchases but a high percentage of the purchasing activity. OBJECTIVES To achieve significant improvements in purchase and accounts procedures for low value purchases; To save time, reduce processing and paperwork costs; To update the purchasing operation in line with recognised commercial processes; To improve business relations with suppliers. CONDITIONS Approval to use: the intended cardholder s Director should recommend the use of a business card. Final approval rests with the Director of Finance & Administration, who is deemed the Purchase Card system manager and the General Manager.

2 Business Card User Agreement: All business card users shall sign a written agreement that clarifies the entitlements and responsibilities of both the user and Council. Approved Expenditure: The card is only to be used for Council purposes and within appropriate limits agreed between the user and the user s Director. These limits shall be by $ value and will be specified in the Business Card User Agreement. Cash advances shall not be permitted. The cardholder s Director is responsible for the vetting of monthly bank statements to ensure expenditure is appropriate and within approved limits. Business cards are not to be used for the purchase of stores inventory items. Changes to Limits: Changes to transaction limits or other cardholder data must always be signed by the authorised signatory (General Manager or Director of Finance & Administration) prior to forwarding to the bank. Approved Users: Allocation of cards will be limited to those staff recommended by their Director and who are approved by the General Manager or Director of Finance & Administration. Goods and Services Tax (GST): Cardholders shall ensure that GST is charged where applicable and that exemptions are sought when appropriate. Cardholders and their managers are responsible to provide suppliers, such information as they need to ensure correct invoicing and a continuing good business relationship. The Director of Finance & Administration will provide advice in this regard. Register of Cardholders: A register of cardholders is to be maintained by the Director of Finance & Administration. Misuse of Card: A card is considered to be misused if: A cardholder is exceeding their credit or transaction limits. There is unauthorised or inappropriate use of the card. Reconciliation: Each cardholder must validate the legitimacy and correctness of transactions on the Bank Statement relating to the usage of their card. The cardholder should sign and date the Bank Statement to validate the transactions and as a record that can be audited. Accounts Receivable Responsibilities: Accounts staff will be responsible for the prompt payment of outstanding Bank Statements. They must also return unauthorised or incomplete transaction records to the cardholder s manager for rectification.

3 Return of the Card: The relevant Director must take possession of the card from the cardholder in the following instances: Resignation Retirement Transfer or promotion to another position that does not require the use of the card Dismissal Instruction to do so by the General Manager A card that is to be cancelled must be cut in half immediately its use is no longer required. Security: Lost or stolen cards must be reported as soon as practical to the Director of Finance & Administration. Penalties: Misuse of the Business Card shall result in disciplinary action against the cardholder. Persistent misuse of the card will result in the removal of the card from the cardholder; reevaluation of the position with possible dismissal and action in accordance with the Local Government Award.

4 BLAND SHIRE COUNCIL BUSINESS CREDIT CARD AGREEMENT AND ACKNOWLEDGEMENT BY CARDHOLDER Cardholder: Directorate: Employee No. Position: I UNDERSTAND AND AGREE THAT: 1. I am responsible, at all times, for the security and safeguarding of the card and all purchasing related documents. 2. I will sign the card and advise its number to the person who authorised its issue to me, immediately on receipt of the card. 3. I am permitted to use the purchasing business card only up to a limit of $3,000 in any one billing period (monthly). 4. I am permitted to use the purchasing business card to a maximum of $1,000 for any one transaction. 5. I will retain all documentation of all transactions created by the card to be attached to the payment requisition sheet for payment by Council. 6. I am permitted to use the purchasing business card only to purchase or pay for those supplies necessary in the course of my work and in accordance with the procedures and instructions issued to me. 7. I will not use the purchasing business card, nor permit it to be used, for other than official purposes. 8. I will not permit use of the purchasing business card by another person. 9. I will not use the purchasing business card for cash withdrawals. 10. I may use the purchasing business card for purchases by telephone providing the goods are in accordance with the guidelines issued by the Council. 11. If the purchasing business card is lost or stolen then I will report this to the Director of Finance & Administration immediately. 12. I understand that if I misuse the card (i.e. otherwise than in accordance with the instructions given to me) Council may institute disciplinary action against me in accordance with the Local Government Award. 13. I will return the card to the Director of Finance & Administration if I cease to be an employee of Bland Shire Council, if my position with Council changes or if called upon to do so. 14. I acknowledge that I have read and understood the guidelines and conditions set out above which govern the issue and use of the Bland Shire Council Business Card in my name and accept these conditions. Signature of Cardholder Director of Finance & Administration Date: Date:

5 BLAND SHIRE COUNCIL INSTRUCTIONS FOR PURCHASING BUSINESS CREDIT CARDHOLDERS 1. The card has a maximum limit of $1,000 per transaction/requisition. Requisitions may not be divided into smaller lots for the purpose of bringing each purchase below the transaction limit. 2. Transactions exceeding the limit are to be purchased using Council s normal purchasing procedures (i.e. use of an official Council order). 3. The card has a limit of $3,000 per month. 4. The card is not permitted to be used to obtain cash advances from any organisation (including bank, building society, supplier or other). 5. The card is not to be used to purchase items other than those for the cardholders responsibilities or function(s) and within budget. 6. When ordering goods back orders are to be avoided as much as possible. 7. If a back order is necessary it is the responsibility of the cardholder to ensure that the goods are collected and paid for. 8. If a delay in supply is foreseen then normal purchasing procedures will apply. (See No.2). 9. A payment requisition sheet is to be completed showing date, supplier, goods required, job and job number and duly signed by the cardholder. 10. All invoices/receipts must be attached to the purchase requisition sheet and returned to the Finance Section within ten working days of month end with the card statement. N.B. Please ensure that all dockets are attached. 11. A cardholder whose card is lost, stolen or destroyed must immediately notify the Director of Finance & Administration who, in turn, will arrange for a replacement card. Authorisation: Status Committee N/A Owner Manex EDRMS Doc. ID Superceded Policy Date of Adoption/ Amendment N/A Director Corporate Services Revision Number Minute Number 8 March /3/00 Review Date Related Council Policy / Procedure

6 PROCEDURE USE OF BUSINESS CARDS FOR PURCHASING PROCEDURE ADOPTED: 8 MARCH 2000 This procedure is to be used in conjunction with the Council Policy on the Use of Business Cards for Purchasing. Issue of New Business Cards The process for the issue of new cards starts when the proposed cardholder s Director recommends issue of a new Business Card to the Director of Finance& Administration (DFA). At this time, transaction limits, merchant category blocks and any other controls are agreed. The DFA then arranges with the bank for the card to be issued. Details of new cardholders are added to the Cardholder Register, developed and maintained by the DFA. Delivery of New Cards New cards are to be delivered to the DFA who shall ensure that all agreements are signed prior to the issue of the card. Record of Purchase Card Transactions All cardholders are to maintain a record of their card use in the form of a summary sheet (attachment 2.). The cardholder details the date of transaction, docket number, job number and value. Point of Sale Purchases The cardholder passes their card to the supplier who then manually or electronically produces a sales voucher. The cardholder checks the voucher for accuracy before authorising the transaction with their signature. The supplier then provides the cardholder with a hardcopy of the transaction details.

7 Transactions Made by Mail Order/Telephone/Fax Order The cardholder gives their card particulars on a mail order form for mail order transactions or over the telephone for telephone order transactions. A copy of the sales voucher or a similar receipt is sent to the cardholder (usually with the goods being purchased, if those goods are being delivered to the cardholder). Filing of Sales Vouchers Cardholders retain vouchers until receipt of the monthly statement from Council s Accounts Section. Monthly Statements Statements are mailed by the bank directly to the cardholders and to the Accounts Section monthly. Reconciliation Cardholders reconcile all transactions by reference to their Purchase Card Summary Sheet and either investigate discrepancies or authorise payment of the statement by signing and dating the bank statement. The cardholder also notes the appropriate General Ledger Job Number beside each statement line item. Discrepancies are raised by the cardholder with the bank or supplier as necessary. Disputed transactions are raised with the bank in writing. To ensure correct account payment, the outcome is noted on the statement with the cardholder s signature and date. The authorised statement is vetted by the cardholder s Director prior to return to the Accounts Section. Limit Changes Recommendations for changed limits are passed by the cardholder s Director to the DFA. Changes to be made are sent in writing to the bank by the DFA. Return of Cards (Resignation, Retirement, Cancellation, Etc.) The cardholder returns the Purchase Card directly and promptly to the DFA or their Director who then informs the DFA of the return. Where the card is to be cancelled, it is cut in half to prevent misuse, then forwarded to the DFA.

8 The bank, on receipt of the card, or DFAs written advice of its destruction, will then cancel the card. Authorisation: Status Committee N/A Owner EDRMS Doc. ID Superceded Procedure Date of Adoption/ Amendment Manex N/A Director Corporate Services <.. Contact Records..> Revision Number 8 March Minute Number Review Date Related Council Policy / Procedure

USE OF BUSINESS CREDIT CARDS FOR PURCHASING

USE OF BUSINESS CREDIT CARDS FOR PURCHASING POLICY STATEMENT USE OF BUSINESS CREDIT CARDS FOR PURCHASING POLICY ADOPTED: 15 July 2014 Policy Objective: The objectives of the Use of Business Cards for Purchasing Policy is to; Achieve significant

More information

POLICY MANUAL. Credit Card Policy (July 2015)

POLICY MANUAL. Credit Card Policy (July 2015) 1. POLICY This policy is to ensure effective controls, policies and procedures are in place with respect to the use of corporate credit cards. 2. PRINCIPLES Ensure transparency in Council s operations

More information

Responsibility: Corporate Services

Responsibility: Corporate Services G917 CORPORATE CREDIT CARDS Relevant Council Delegation: CG20 Corporate Credit Cards Key Sustainability Result Area: Governance Responsibility: Corporate Services Administration Rationale The purpose of

More information

CORPORATE CREDIT CARD POLICY & PROCEDURE. To regulate the use of Shire of Dowerin Council Credit Cards held by Council employees.

CORPORATE CREDIT CARD POLICY & PROCEDURE. To regulate the use of Shire of Dowerin Council Credit Cards held by Council employees. Policy Owner: CEO Distribution: Management Person Responsible: Finance Manager Date of Approval: 17 November 2015 File Reference: ADM CORPORATE CREDIT CARD POLICY & PROCEDURE Objective To regulate the

More information

Debit Card Procurement Protocol and Procedure. Procurement Card

Debit Card Procurement Protocol and Procedure. Procurement Card Dronfield Henry Fanshawe School Policy No:F8 Revision No: Date Issued: 1 Feb 2015 Committee: Resources Debit Card Procurement Protocol and Procedure Author: Date Adopted: R Barker Feb 2015 Minute No: 14/43

More information

TITLE C193 BUSINESS CREDIT CARDS POLICY AND PROCEDURES DEPARTMENT POLICY

TITLE C193 BUSINESS CREDIT CARDS POLICY AND PROCEDURES DEPARTMENT POLICY TITLE C193 BUSINESS CREDIT CARDS POLICY AND PROCEDURES DEPARTMENT Corporate Services POLICY DIRECTIVE To provide internal control procedures to ensure proper use and authorisation of Credit Card transactions.

More information

CORPORATE CREDIT CARD

CORPORATE CREDIT CARD CORPORATE CREDIT CARD CEO Directions CEO Directions define specific responsibilities of Comcare staff and others engaged to assist the organisation meet its objectives. They may also establish a set of

More information

Purchasing Card CARDHOLDER MANUAL

Purchasing Card CARDHOLDER MANUAL Purchasing Card CARDHOLDER MANUAL Finance Office Procurement Division Revised November 2015 G:\FINANCE\Procurement\PurchCards - RBS MasterCard - July 2014 Revised\July 2014 Versions\Purchasing Cards -

More information

CREDIT CARD POLICY AND PROCEDURES

CREDIT CARD POLICY AND PROCEDURES CREDIT CARD POLICY AND PROCEDURES Purpose Set out the requirements relating to the establishment, approval, responsibility and management of Corporate Credit Cards. Scope This policy applies to any staff

More information

LIVINGSTON COUNTY CREDIT CARD PROCEDURES

LIVINGSTON COUNTY CREDIT CARD PROCEDURES LIVINGSTON COUNTY CREDIT CARD PROCEDURES INTRODUCTION Livingston County is introducing an alternative approach to purchasing products and services through the use of credit cards. A credit card purchase

More information

Issue and Use of Corporate Credit Cards Policy

Issue and Use of Corporate Credit Cards Policy Issue and Use of Corporate Credit Cards Policy Responsible Directorate Responsible Business Unit/s Responsible Officer Affected Business Unit/s Corporate Services Finance Services Manager Finance Services

More information

TREASURER S DIRECTIONS CASH MANAGEMENT TRANSACTION MANAGEMENT Section C3.3 : Corporate Credit Cards

TREASURER S DIRECTIONS CASH MANAGEMENT TRANSACTION MANAGEMENT Section C3.3 : Corporate Credit Cards TREASURER S DIRECTIONS CASH MANAGEMENT TRANSACTION MANAGEMENT Section C3.3 : Corporate Credit Cards STATEMENT OF INTENT The use of Corporate Credit Cards can provide an efficient and effective payment

More information

University Credit (Purchase) Card Policy. University-wide. Staff Only. Revision of Existing Policy. Vice-Chancellor. Chief Operating Officer

University Credit (Purchase) Card Policy. University-wide. Staff Only. Revision of Existing Policy. Vice-Chancellor. Chief Operating Officer Name of Policy Description of Policy University Credit (Purchase) Card Policy To provide guidance on the use of University credit (Purchase) cards University-wide Policy applies to Staff Only Policy Status

More information

Use of Business Cards Procedure

Use of Business Cards Procedure Use of Business Cards Procedure Related Policy General Purchasing Policy Responsible Officer Senior Manager Financial Operations Approved by Chief Financial Officer Approved and commenced December, 2014

More information

Financial and Commercial Services. Government Purchasing Card (GPC) Procedures

Financial and Commercial Services. Government Purchasing Card (GPC) Procedures Financial and Commercial Services Government Purchasing Card (GPC) Procedures Date: Jan 2010 CONTENTS Contents 1. INTRODUCTION... 2 1 GENERAL RULES REGARDING USE OF THE GPC CARD... 2 2 PLACING AN ORDER

More information

CORPORATE CREDIT CARD POLICY

CORPORATE CREDIT CARD POLICY Document Control Statement The electronic reference copy of this Policy is maintained by the Finance Department. Any printed copy may not be up to date and you are advised to check the electronic copy

More information

Company-wide Credit Card Policy

Company-wide Credit Card Policy Company-wide Credit Card Policy Department: Corporate Finance Policy Number: CW-FIN-001-2008-11 Subject: Corporate Credit Cards Effective Date: 11/05/2008 Document Owner: Drew Hurt Title: Corporate Credit

More information

BFC Procurement Card for Schools

BFC Procurement Card for Schools BFC Procurement Card for Schools H:\Finance\Procurement Cards\BFC Procurement Card Procedures Sept 2012 v2.doc Introduction and overview 1. The BFC Government Procurement Card (GPC) is a purchasing card.

More information

GOVERNMENT PURCHASE CARDS AND STORED VALUE CARDS

GOVERNMENT PURCHASE CARDS AND STORED VALUE CARDS TREASURER S INSTRUCTION 12 GOVERNMENT PURCHASE CARDS AND STORED VALUE CARDS Reissued: 20 March 2016 Effective: 20 March 2016 Scope 12.1 This instruction: Objective 12.1.1 applies to all public authorities;

More information

DRAFT COUNCIL CORPORATE CREDIT CARD POLICY

DRAFT COUNCIL CORPORATE CREDIT CARD POLICY George Town Council DRAFT COUNCIL CORPORATE CREDIT CARD POLICY Policy No. 46 Version: 01 Adopted Amended File Ref: 14.13 Next Review Date Contents Introduction... 3 Purpose... 3 Objective... 3 Scope...

More information

Qld Association for Healthy Communities Inc. Credit Card Policy

Qld Association for Healthy Communities Inc. Credit Card Policy 1.0 Introduction The Queensland Association for Healthy Communities Inc (QAHC) provides credit card facilities to support the work of staff, especially those in regional areas. The use of QAHC s credit

More information

LEETON SHIRE COUNCIL POLICY CORPORATE CREDIT CARDS

LEETON SHIRE COUNCIL POLICY CORPORATE CREDIT CARDS LEETON SHIRE COUNCIL POLICY CORPORATE CREDIT CARDS POLICY SCOPE This policy applies to all Council employees and Councillors issued with a Corporate Credit Card. POLICY OBJECTIVE To ensure that all purchases

More information

WHITMAN COLLEGE PURCHASING and TRAVEL CARD PROGRAM POLICIES and PROCEDURES

WHITMAN COLLEGE PURCHASING and TRAVEL CARD PROGRAM POLICIES and PROCEDURES WHITMAN COLLEGE PURCHASING and TRAVEL CARD PROGRAM POLICIES and PROCEDURES INTRODUCTION Welcome to Whitman College s implementation of the Purchasing and Travel Card Program. The program is designed generally

More information

Victorian Allied Health Professionals Association. Finance Policy and Procedures. Annexure D: Corporate Credit Card Policy and Procedures

Victorian Allied Health Professionals Association. Finance Policy and Procedures. Annexure D: Corporate Credit Card Policy and Procedures Rule 90 Policy Victorian Allied Health Professionals Association Finance Policy and Procedures Annexure D: Corporate Credit Card Policy and Procedures This is the Corporate Credit Card Policy adopted on

More information

Liberty County School District Purchasing Card Procedures

Liberty County School District Purchasing Card Procedures PURCHASING CARD POLICY All purchases made using the Purchasing Card must be for official school business and in accordance with the District procurement code. The card must not be used for personal expenditures

More information

Schools purchasing card Department guidelines and procedures

Schools purchasing card Department guidelines and procedures Schools purchasing card Department guidelines and procedures Published by the Communications Division for Financial Services Division Department of Education and Training Melbourne January 2015 State of

More information

TOWN OF BANFF POLICY. Corporate Credit Card Policy ==========================================================================

TOWN OF BANFF POLICY. Corporate Credit Card Policy ========================================================================== TOWN OF BANFF POLICY POLICY # POLICY TITLE AUTHORITY AUTHOR C092 Corporate Credit Card Policy COU02-280 Maier/CORP ========================================================================== 1. POLICY STATEMENT

More information

Overview A. What is the Visa Purchasing card?

Overview A. What is the Visa Purchasing card? Overview A. What is the Visa Purchasing card? The Purchasing Card is a Visa Card used by The University of Winnipeg employees to purchase materials and services up to $999.99 per item (excluding sales

More information

LIANZA Code of Practice - Part Four

LIANZA Code of Practice - Part Four LIANZA Code of Practice - Part Four Financial Guidelines and Practices for Regions and Special Interest Groups (SIGs) updated July 2011 following all accounts being streamlined into the LIANZA Trust Management

More information

SUDBURY CATHOLIC DISTRICT SCHOOL BOARD

SUDBURY CATHOLIC DISTRICT SCHOOL BOARD SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D YOUVILLE STREET, SUDBURY, ONTARIO P3C 5E7 tel. (705) 673-5620 fax (705) 673-6670 http://www.scdsb.edu.on.ca ADMINISTRATIVE PROCEDURE AND GUIDELINE APG #CS21

More information

The purpose of Mohawk College s Purchasing Card Policy ( policy ) is to:

The purpose of Mohawk College s Purchasing Card Policy ( policy ) is to: Policy Number: CS-1002-2009 Policy Title: Purchasing Card Policy Policy Owner: Chief Financial Officer Effective Date: December 2, 2009 Revision Date: April 17, 2013 1. PURPOSE The purpose of Mohawk College

More information

Government Procurement Card: Pan-Government Policy

Government Procurement Card: Pan-Government Policy Government Procurement Card: Pan-Government Policy 1. Introduction 1.1 Purpose This document sets out the minimum policy for central Government departments and their Arm s Length Bodies (ALBs) governing

More information

CORPORATE CREDIT CARD POLICY

CORPORATE CREDIT CARD POLICY CORPORATE CREDIT CARD POLICY July 2015 Corporate Credit Card Policy Page 1 PURPOSE The Diocesan Schools System of Broken Bay (DSS) promotes a culture of open, honest and accountable stewardship of its

More information

White River School District. Procurement Card Procedures

White River School District. Procurement Card Procedures White River School District Procurement Card Procedures REVISED 2/2011 PROCUREMENT CARD OPERATING GUIDELINES White River School District No. 416 PAGE I. BOARD POLICY 3 II. INTRODUCTION 4 III. OBTAINING

More information

Xavier University. Policy and Procedure Purchasing Card Program. Purchasing Card Program Policy and Procedure

Xavier University. Policy and Procedure Purchasing Card Program. Purchasing Card Program Policy and Procedure Xavier University Policy and Procedure Purchasing Card Program Table of Contents 1.0 Introduction 1.1 Purpose of this Policy and Procedure 1.2 Program Vision 1.3 University Credit Card Partner 1.4 Constituents

More information

Corporate Travel & Expense Card Procedures. Financial and Commercial Services

Corporate Travel & Expense Card Procedures. Financial and Commercial Services Corporate Travel & Expense Card Procedures Financial and Commercial Services Contents 1. INTRODUCTION... 2 2. GENERAL RULES REGARDING USE OF YOUR CORPORATE TRAVEL & EXPENSE CARD... 2 3. PLACING AN ORDER

More information

The policy and procedural guidelines contained in this handbook are designed to:

The policy and procedural guidelines contained in this handbook are designed to: BASIC POLICY STATEMENT The Mikva Challenge is committed to responsible financial management. The entire organization including the board of directors, administrators, and staff will work together to make

More information

Purchasing Card (PCard) Background

Purchasing Card (PCard) Background Purchasing Card (PCard) Background The use of the Purchasing Cards (PCards) is WA Health s preferred method of purchasing and paying for general purpose low value (i.e. under $5,000) goods and services

More information

Financial Policy and Procedure Manual

Financial Policy and Procedure Manual Table of Contents Scope... 2 Financial Authorisation Policy... 3 Purpose of the Policy... 3 Procedure... 3 Bank Account Policy... 4 Purpose of the Policy... 4 Procedure... 4 Variations to Bank Account

More information

Corporate Credit Card Audit

Corporate Credit Card Audit Corporate Credit Card Audit Shire of Serpentine Jarrahdale Contact: Andrew Casella Procurement Consultant WALGA ONE70, LV 1, 170 Railway Parade West Leederville Phone: (08) 9213 2006 Fax: (08) 9213 2077

More information

1. STATEMENT OF POLICY:

1. STATEMENT OF POLICY: LOYOLA MARYMOUNT UNIVERSITY POLICIES AND PROCEDURES MANUAL DEPARTMENT: CONTROLLER S OFFICE SUBJECT: UNIVERSITY PURCHASING CARD (P-CARD) POLICY Page 1 of 6 Policy Number: B&F Supersedes: April 2005 Effective

More information

Knox College PNC BANK PNC PURCHASING CARD. Policy and Procedures Manual

Knox College PNC BANK PNC PURCHASING CARD. Policy and Procedures Manual Knox College PNC BANK PNC PURCHASING CARD Policy and Procedures Manual March 1, 2014 Table of Contents Introduction General Guidelines..Page 4-5 - Card Issuance - Account Maintenance - Card Usage - Preferred

More information

Wells Fargo Bank WellsOne Commercial Card Program REED COLLEGE. Policy and Procedures Manual Date: 7/21/09

Wells Fargo Bank WellsOne Commercial Card Program REED COLLEGE. Policy and Procedures Manual Date: 7/21/09 Wells Fargo Bank WellsOne Commercial Card Program REED COLLEGE Policy and Procedures Manual Date: 7/21/09 Table of Contents Introduction... 3 General Guidelines - Card Issuance... 4 - Card Usage... 4 -

More information

Controls should be appropriate to the scale of the assets at risk and the potential loss to the University.

Controls should be appropriate to the scale of the assets at risk and the potential loss to the University. POLICY SUPPORT PAPER MANAGING THE RISK OF FRAUD Risk and Controls in Specific Systems Purpose of the Paper The purpose of this paper is to provide guidance to managers and supervisors on controls that

More information

Earlham College - JPMorgan Chase MasterCard Policies and Procedures

Earlham College - JPMorgan Chase MasterCard Policies and Procedures 1. Program Objective 2. Using the Card 3. Roles & Responsibilities 4. Spending Limits 5. Card Security 6. Lost or Stolen Cards 7. Travel Policy Statement 8. Purchase Ordering Procedures 9. Documentation

More information

Cardholder Guide. Applying for a Card

Cardholder Guide. Applying for a Card Cardholder Guide Applying for a Card Corporate Purchasing Card Cardholder New Account Form needs to be filled out for every candidate with the appropriate department manager as well as the Comptroller's

More information

Tulane Purchasing Card Policies and Procedures

Tulane Purchasing Card Policies and Procedures Tulane Purchasing Card Policies and Procedures I. Purpose The Purchasing Card program was established to provide a more efficient and cost-effective method for purchasing and paying for small dollar transactions,

More information

GGGI CREDIT CARD USAGE POLICY. For internal use by GGGI personnel only

GGGI CREDIT CARD USAGE POLICY. For internal use by GGGI personnel only Klima-, Energi- og Bygningsudvalget, Udenrigsudvalget, Finansudvalget 2013-14 (Omtryk - 26-11-2013 - (Bilag manglede i printpakker)) KEB Alm.del Bilag 74, URU Alm.del Bilag 42, FIU Alm.del B Offentligt

More information

Wheaton College. Updated November 2012. Park Hall, Room 205 Park Hall, Room 202 Phone: 3433/3438 Phone: 3439

Wheaton College. Updated November 2012. Park Hall, Room 205 Park Hall, Room 202 Phone: 3433/3438 Phone: 3439 Wheaton College Corporate Credit Card User Guide Updated November 2012 For General Information Contact: For Accounting/Reconciliation Info Contact: Business Services Office Accounts Payable Office Park

More information

CREDIT CARD POLICY Version 2.0 December 2013

CREDIT CARD POLICY Version 2.0 December 2013 CREDIT CARD POLICY Version 2.0 December 2013 Table of Contents 1.0 Introduction... 2 2.0 Scope... 2 3.0 Issue of Credit Cards... 2 4.0 Terms and Conditions of Use... 2 5.0 Withdrawal, Suspension or Cancellation

More information

Recommendations for Improving Purchasing Card Procedures

Recommendations for Improving Purchasing Card Procedures Recommendations for Improving Purchasing Card Procedures I. Cardholder Issues: 1. Receipts are not provided for all card charges. A. Current Policy Statement: The Cardholder must: Obtain all sales slips,

More information

CORPORATE CREDIT CARD POLICY

CORPORATE CREDIT CARD POLICY POLICY CF-07 CORPORATE CREDIT CARD POLICY Document Control Statement This Policy is maintained by Financial Services. Any printed copy may not be up to date and you are advised to check the electronic

More information

Accounts Payable. Best Practices: Existing Control: Control Gap: Controls Evaluation and Gap Analysis. Purchasing

Accounts Payable. Best Practices: Existing Control: Control Gap: Controls Evaluation and Gap Analysis. Purchasing Accounts Payable Gap Analysis: POS identifies the following Best Practices as efficient and effective control processes for the above risk. Listed for comparison are the controls currently in place, if

More information

DIOCESE OF PENSACOLA-TALLAHASSEE

DIOCESE OF PENSACOLA-TALLAHASSEE DIOCESE OF PENSACOLA-TALLAHASSEE Wells Fargo Bank WellsOne SM Comm mercial Card Program Policy and Procedures Manual July 20111 Table of Contents Introduction Page 2 General Guidelines..Page 3 - Card Issuance

More information

The one card program is controlled internally for travel/entertainment and/or procurement capabilities.

The one card program is controlled internally for travel/entertainment and/or procurement capabilities. 117 Policy 8: ONU CREDIT CARD POLICY 8.01: PROGRAM OVERVIEW Title of Policy: Program Overview Ohio Northern University provides qualified employees with a University Credit Card at University expense for

More information

CORPORATE PURCHASING CARD User Guidelines

CORPORATE PURCHASING CARD User Guidelines CORPORATE PURCHASING CARD User Guidelines Appleton, Wisconsin Policy and Procedures For use with the Comdata Corporate MasterCard Lawrence University Cardholder Assistance Julie Berken Liz Miller x6544

More information

www.northumbria.ac.uk nu PURCHASE CARD USER GUIDE

www.northumbria.ac.uk nu PURCHASE CARD USER GUIDE www.northumbria.ac.uk nu PURCHASE CARD USER GUIDE 2 Contents 1. Why do we use Purchase Cards? 4 2. When should you use your Purchase Card? 4 3. Inappropriate use of your Purchase Card 5 4. Authorisation

More information

PRIMARY SCHOOL, FRIERN BARNET

PRIMARY SCHOOL, FRIERN BARNET ALL SAINTS C of E PRIMARY SCHOOL, FRIERN BARNET Debit Card Policy Ratified by the Governing Body: Feb 2015 Signed Headteacher Chair of Governors.. Review Date: Feb 2018 The use of the Debit Card by All

More information

AUCKLAND COUNCIL PURCHASE CARD (P-CARD) POLICY

AUCKLAND COUNCIL PURCHASE CARD (P-CARD) POLICY AUCKLAND COUNCIL PURCHASE CARD (P-CARD) POLICY The purpose is to provide guidance on the use of Council purchase cards (P-Card) as a method of payment for council expenditure. CONTENTS 1. Policy Statement

More information

AQ0600 - CORPORATE CREDIT CARD (BMO COMMERCIAL) CODE OF RESPONSIBILITY

AQ0600 - CORPORATE CREDIT CARD (BMO COMMERCIAL) CODE OF RESPONSIBILITY AQ0600 - CORPORATE CREDIT CARD (BMO COMMERCIAL) CODE OF RESPONSIBILITY 1.0 PURPOSE To provide guidelines for Interior Health Staff requesting and using corporate credit cards. 2.0 DEFINITIONS Health Shared

More information

Corporate Credit Card Policy and Procedures

Corporate Credit Card Policy and Procedures NIPEC/11/17 (replacing NIPEC/09/11) NORTHERN IRELAND PRACTICE AND EDUCATION COUNCIL FOR NURSING AND MIDWIFERY Corporate Credit Card Policy and Procedures October 2011 Review date: March 2013 Centre House

More information

Procurement Card Policy and Procedures Manual

Procurement Card Policy and Procedures Manual Department of Administration Procurement Card Policy and Procedures Manual DOA Card Administrators: Office of Fiscal Management 919-807-2458 919-807-2444 Main - 919-733-0021 Fax 1 Revised 04/29/2011 Contents

More information

Waterfront Auckland s Credit Card Policy

Waterfront Auckland s Credit Card Policy Waterfront Auckland s Credit Card Policy CONTENTS 1. Policy Statement 2. Background 3. Purpose and Scope 4. Principles and Strategic Alignment 5. Policy Definitions 6. Policy 6.1 Issue of Waterfront Auckland

More information

1.0 Purpose. 2.0 Applicability. 3.0 References. 4.0 Attachments. 5.0 General. 5.1 Abbreviations. 5.2 Definitions. 5.3 Responsibilities. 6.

1.0 Purpose. 2.0 Applicability. 3.0 References. 4.0 Attachments. 5.0 General. 5.1 Abbreviations. 5.2 Definitions. 5.3 Responsibilities. 6. Procurement Card Procedures (Amended June 13, 2006) Questions or comments? Call the County Manager's Office at (910)798-7185 or contact Susan Wynn at swynn@nhcgov.com 1.0 Purpose 2.0 Applicability 3.0

More information

Credit Card Policy. Appendix 1

Credit Card Policy. Appendix 1 Credit Card Policy Appendix 1 Contents Introduction 2 1. Aim 3 2. Scope 3 3. Objectives 3 4. Policy Responsibility 3 5. Review 3 6. Credit Card Issue, Storage and Limits 3 7. Limitations of Use 4 8. Request

More information

Purchasing Card Handbook

Purchasing Card Handbook Purchasing Card Handbook Contents Purchasing Card Program Overview... 2 Purchasing Card Usage... 2 Purchasing Card contacts... 3 Applying for a PCard... 3 Responsibilities... 3 Cardholder... 3 Cardholder

More information

PURCHASING CARD POLICY AND PROCEDURES

PURCHASING CARD POLICY AND PROCEDURES PURCHASING CARD POLICY AND PROCEDURES 1. PURPOSE To establish policies and procedures for procuring goods and/or services using a Purchasing Card. Purchasing Cards are referred to throughout this policy

More information

WVU FOUNDATION & UNIVERSITY PURCHASING CARD PROGRAM POLICIES & PROCEDURES. Updated October 2012

WVU FOUNDATION & UNIVERSITY PURCHASING CARD PROGRAM POLICIES & PROCEDURES. Updated October 2012 WVU FOUNDATION & UNIVERSITY PURCHASING CARD PROGRAM POLICIES & PROCEDURES Updated October 2012 Introduction This document contains the guidelines applicable to the WVU Foundation, Inc. Purchasing Card

More information

WellsOne Commercial Card Summary-Commercial Card Expense Reporting (CCER)

WellsOne Commercial Card Summary-Commercial Card Expense Reporting (CCER) WellsOne Commercial Card Summary-Commercial Card Expense Reporting (CCER) Quick Reference of Resources for Your Purchasing Card: Business Purchasing Service Center 24-hour Customer Service Number 1 (800)

More information

HEALTH SERVICE EXECUTIVE NATIONAL FINANCIAL REGULATION MANAGEMENT OF CREDIT CARDS, PROCUREMENT CARDS, FUEL CARDS NFR-10

HEALTH SERVICE EXECUTIVE NATIONAL FINANCIAL REGULATION MANAGEMENT OF CREDIT CARDS, PROCUREMENT CARDS, FUEL CARDS NFR-10 HEALTH SERVICE EXECUTIVE NATIONAL FINANCIAL REGULATION MANAGEMENT OF CREDIT CARDS, PROCUREMENT CARDS, FUEL CARDS NFR-10 Ver 2.0 1/28/2014 Page 1 of 26 NFR-10 Credit Cards, Procurement Cards and Fuel cards

More information

POLICIES AND PROCEDURES MANUAL

POLICIES AND PROCEDURES MANUAL PURCHASING CARD POLICIES AND PROCEDURES MANUAL June 2013 TABLE OF CONTENTS 1. PROGRAM OVERVIEW......3 1.1 Purpose..3 1.2 Program Benefits..3 1.3 Credit Card Company..3 2. PURCHASING CARD CONTROLS.. 3 2.1

More information

FAIRFIELD UNIVERSITY CARDHOLDER USERS GUIDE

FAIRFIELD UNIVERSITY CARDHOLDER USERS GUIDE PARTIES INVOLVED Card Issuer JPMorgan Chase services include issuing Master Purchasing Cards to Fairfield University employees, providing electronic transaction authorizations, and billing Fairfield University

More information

Credit cards must only be used for GLA business, they should not be used for private expenditure

Credit cards must only be used for GLA business, they should not be used for private expenditure Guidelines for Corporate Credit Cards The GLA has a limited number of corporate credit cards to facilitate the purchasing of goods and services in emergencies and when travelling abroad. All cardholders

More information

Corporate Credit Card Procedure

Corporate Credit Card Procedure Corporate Credit Card Procedure 1. Introduction 1.1 Purpose The purpose of this procedure is to describe the processes involved in the management of Union credit cards for use while conducting Union business

More information

Frequently Asked Questions Citibank Government Travel Charge Card (GTCC)

Frequently Asked Questions Citibank Government Travel Charge Card (GTCC) Frequently Asked Questions Citibank Government Travel Charge Card (GTCC) Q. Should I use my government credit card during my PCS move? A. According to Army policy use of the GTCC to pay for PCS expenses

More information

MUNICIPALITY of COLCHESTER PURCHASING CARD POLICY. January 2006

MUNICIPALITY of COLCHESTER PURCHASING CARD POLICY. January 2006 MUNICIPALITY of COLCHESTER PURCHASING CARD POLICY January 2006 Purpose: Purchasing card programs are designed to provide an efficient and lowcost method of purchasing and paying for small dollar and high

More information

Royal Holloway, University of London Online Purchasing Card Manual

Royal Holloway, University of London Online Purchasing Card Manual Royal Holloway, University of London Online Purchasing Card Manual 1 General Information... 3 1.1 About Purchasing Cards... 3 1.2 Use of Purchasing Cards at Royal Holloway Outlets... 3 1.3 Purchase of

More information

SOUTHEASTERN OKLAHOMA STATE UNIVERSITY PURCHASING CARD USER PROCEDURES GUIDE

SOUTHEASTERN OKLAHOMA STATE UNIVERSITY PURCHASING CARD USER PROCEDURES GUIDE SOUTHEASTERN OKLAHOMA STATE UNIVERSITY PURCHASING CARD USER PROCEDURES GUIDE The Southeastern Oklahoma State University Purchasing Card Program has been implemented in an effort to improve service to the

More information

Council Policy Manual

Council Policy Manual CORPORATE CREDIT CARD Policy, procedure protocol Policy Document version 1 Policy number CORP4/5 Obsolete Number 3/1.1 Keyword classification Adoption date June 2004 Resolution Review due date This policy

More information

Purchasing Card Policies and Procedure Manual

Purchasing Card Policies and Procedure Manual Purchasing Card Policies and Procedure Manual Revised February 10, 2015 Table of Contents 1.0 PURCHASING CARD OVERVIEW... 1 2.0 CARD FINANCIAL POLICY... 1 2.1 Terms:... 1 2.2 Limits:... 1 2.3 Allowable

More information

TOWN OF CARLYLE POLICY MANUAL

TOWN OF CARLYLE POLICY MANUAL TOWN OF CARLYLE POLICY MANUAL POLICY DESCRIPTION: POLICY NUMBER: IAC 0010 Internal Accounting Controls DATE APPROVED: March 26, 2008 DATE REVISED: October 12, 2011 Purpose of Policy: To promote and protect

More information

Samford University Purchasing Card (PCARD) Program Policy and Procedures May 1, 2016

Samford University Purchasing Card (PCARD) Program Policy and Procedures May 1, 2016 Samford University Purchasing Card (PCARD) Program Policy and Procedures May 1, 2016 1 Table of Contents I. Overview A. Introduction..3 B. Definitions.... 3 II. Card Issuance A. Cardholder Eligibility...4

More information

A Performance Audit of the State s Purchasing Card Program

A Performance Audit of the State s Purchasing Card Program REPORT TO THE UTAH LEGISLATURE Number 2006-09 A Performance Audit of the State s Purchasing Card Program September 2006 Audit Performed By: Audit Manager Audit Supervisor Audit Staff Rick Coleman Susan

More information

UNIVERSITY OF ST ANDREWS

UNIVERSITY OF ST ANDREWS UNIVERSITY OF ST ANDREWS CORPORATE CARD POLICY Version 5 Last updated by Michele Merrington (18.10.2015) 1. Introduction... 2 2. Application... 2 3. Compliance... 3 3.1. Cash Withdrawals... 3 4. Prevention

More information

PURCHASING CARD POLICIES AND PROCEDURES

PURCHASING CARD POLICIES AND PROCEDURES PURCHASING CARD POLICIES AND PROCEDURES PURCHASING CARD POLICIES AND PROCEDURES TABLE OF CONTENTS PAGE NO. INTRODUCTION 3 PROGRAM OVERVIEW 3 CONTACT INFORMATION 4 DEFINITIONS 4 ROLES AND RESPONSIBILITIES

More information

Department of Defense Travel Card Guide

Department of Defense Travel Card Guide Citi Department of Defense Travel Card Guide For the Transaction Dispute Office Treasury and Trade Solutions Citi Department of Defense Travel Card Guide Table of Contents Table of Contents 1. General

More information

Administrative Policies and Procedures Manual 801 PURCHASING GOODS AND SERVICES

Administrative Policies and Procedures Manual 801 PURCHASING GOODS AND SERVICES VER: 1.0 CSA Review Date: 12/2008 Revised: 12/2008 Administrative Policies and Procedures Manual 801 PURCHASING GOODS AND SERVICES POLICY Purchases shall be made by: a purchase order issued by the Administrative

More information

Great Aycliffe Town Council. Purchase Ordering and Payment for Goods and Services Policy

Great Aycliffe Town Council. Purchase Ordering and Payment for Goods and Services Policy Great Aycliffe Town Council Purchase Ordering and Payment for Goods and Services Policy Finance Section April 2013 1.0 Introduction 1.1 This policy sets out the Council s arrangements for ordering, receiving,

More information

Rothschild Visa Card Terms and Conditions

Rothschild Visa Card Terms and Conditions Rothschild Visa Card Terms and Conditions These Rothschild Visa Card Terms and Conditions (June 2010 edition) are in addition to and supplemental to the Bank s standard Terms and Conditions (October 2007

More information

CORPORATE CREDIT CARD POLICY

CORPORATE CREDIT CARD POLICY Policy Manual No: 1.15 CORPORATE CREDIT CARD POLICY Related Legislation Related Council Documents Scope and Application Issue and use of Credit Cards is not specifically mentioned in the Local Government

More information

Purchasing Card General Policy and User s Manual

Purchasing Card General Policy and User s Manual Purchasing Card General Policy and User s Manual Welcome to the Valley City State University Purchasing Card Program. The purchasing card is meant to replace the current purchase order or voucher (request

More information

Purchasing Card Procedures

Purchasing Card Procedures Purchasing Card Procedures City of Clermont, Florida Table of Content A. Purpose... 3 B. Scope... 3 C. Responsibility... 3 D. Card Issuance... 3 E. Card Training... 4 F. Card Usage... 4 G. Spending Limits...

More information

Charleston County. Procurement Card Program. Policies and Procedures Manual

Charleston County. Procurement Card Program. Policies and Procedures Manual Charleston County Procurement Card Program Policies and Procedures Manual September 2014 PARTIES INVOLVED Card Program Administrator - The central Administrator located in the County of Charleston's Procurement

More information

PURCHASE CARD POLICIES AND PROCEDURES MANUAL

PURCHASE CARD POLICIES AND PROCEDURES MANUAL PURCHASE CARD POLICIES AND PROCEDURES MANUAL Effective July 1, 2010 Alma College Purchase Card Policies and Procedures Manual 1.0 INTRODUCTION Alma College has established a Purchase Card (PCARD) Program

More information

MASTERCARD CREDIT CARD PROGRAM

MASTERCARD CREDIT CARD PROGRAM Intermediate School District #917 MASTERCARD CREDIT CARD PROGRAM Policy & Procedures Manual October 2012 Table of Contents Overview 1 General Guidelines 1 To Obtain a Credit Card Lost or Stolen Cards Card

More information

THE EVERGREEN STATE COLLEGE

THE EVERGREEN STATE COLLEGE The Evergreen State College Procurement Card Guide JP Morgan Chase VISA THE EVERGREEN STATE COLLEGE PROCUREMENT CARD HANDBOOK For Cardholders & Authorized Users Card Custodians Approving Officials Rev

More information

Purchasing Card Policies and Procedures

Purchasing Card Policies and Procedures Purchasing Card Policies and Procedures I. PURPOSE To set forth the Policies and Procedures for the New Jersey City University Purchasing Card Program. II. POLICY 1. INTRODUCTION The New Jersey City University

More information

Table of Contents. Corporate Purchasing Card Policy... 3. Central Payment Process... 4. Cardholder Application and Agreement... 5

Table of Contents. Corporate Purchasing Card Policy... 3. Central Payment Process... 4. Cardholder Application and Agreement... 5 The Purchasing Card Program allows suppliers of goods and services to receive prompt payment for small value purchases of up to $10,000. The program replaces inefficient paper-based procurement methods

More information

MEMORIAL UNIVERSITY PURCHASING CARD REFERENCE GUIDE

MEMORIAL UNIVERSITY PURCHASING CARD REFERENCE GUIDE MEMORIAL UNIVERSITY PURCHASING CARD REFERENCE GUIDE April, 2005 TABLE OF CONTENTS Introduction... 3 Your Visa Purchasing Team... 4 Summary Contact/Information... 6 Overview... 7 To Obtain A Card... 8 Supervisor

More information

Department of Veterans Affairs VA HANDBOOK 4090 GOVERNMENT FLEET CARD PROCEDURES

Department of Veterans Affairs VA HANDBOOK 4090 GOVERNMENT FLEET CARD PROCEDURES Department of Veterans Affairs VA HANDBOOK 4090 Washington, DC 20420 Transmittal Sheet January 12, 2010 GOVERNMENT FLEET CARD PROCEDURES 1. REASON FOR ISSUE: This handbook prescribes procedures for use

More information