SUDBURY CATHOLIC DISTRICT SCHOOL BOARD

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1 SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D YOUVILLE STREET, SUDBURY, ONTARIO P3C 5E7 tel. (705) fax (705) ADMINISTRATIVE PROCEDURE AND GUIDELINE APG #CS21 CORPORATE CREDIT CARDS PREAMBLE The Sudbury Catholic District School Board is committed to an organizational culture that operates with integrity and promotes stewardship and accountability with respect to all decisions and practices. The Board recognizes the need to reimburse staff for expenses reasonably incurred while on approved Board business. This procedure applies to all Board personnel in their capacity as employees and covers expenditures from all sources of funding. Corporate credit cards are to be utilized for appropriate and reasonable expenditures as specified in board policies and administrative procedures. Corporate credit cards are to be used only for expenses incurred in relation to a cardholder s duties. Appropriate accounting procedures, reporting mechanisms and approvals are in place to ensure Corporate credit card expenditures are in compliance with established policies and procedures. References Education Act Ministry of Education Guidelines - Memo 2006:B15 Income Tax Act Effective Date: April 1, 2007 Revised Date: September 15, 2014 Reviewed Date: July 22, 2015 SCHOOLS TO BELIEVE IN Page 1 of 5 - APG #CS21

2 GUIDELINES 1. Card Security The responsibility for maintaining appropriate security of the card rests with the cardholder. 2. Card Limitations Cardholders must not use a corporate credit card in the following circumstances: a. to bypass Board purchasing policies and procedures; b. to obtain cash advance c. personal purchases d. alcohol 3. Issuance of Corporate Credit Cards and Credit Limits Issuance of corporate credit cards and limits are established by the Superintendent of Business and Finance and are in keeping with the duties and responsibilities of the employee. All credit cardholders must be approved centrally by the Superintendent of Business and Finance. Job Positions entitled to Corporate Credit Card Trustees Director of Education Superintendents Executive Secretaries Consultants Principals Managers Maintenance Supervisor Operations Foreman Tradespeople Internal Audit team Secondary Program Leads Communications Officer Examples of acceptable purchases on the purchasing card would include: -magazine subscription renewals -groceries and materials for family studies and technical studies programs -department store purchases for small toys and games for use in the classroom -one-time purchases from a new supplier not on the Board s vendor list -small purchases made from a US supplier -car rentals or hotel rooms for Board approved conferences or meetings Page 2 of 5 - APG #CS21

3 4. Personal Purchases Personal use may result in immediate cancellation of the card and disciplinary action as deemed appropriate. 5. Refunds No cardholder may accept cash or cheque from a vendor as a refund for a previous purchase. The vendor must in all cases issue a credit to the corporate credit card. 6. Responsibilities a. Cardholder The cardholder is responsible for: i. signing a Corporation Credit Card Agreement (acknowledgment of responsibilities); ii. ensuring each purchase remains within the individual s transaction limit and monthly credit limit; iii. ensuring all purchases are done following Board policies and procedures; iv. verifying the correctness of the monthly statements and taking appropriate action to identify and correct any errors; v. keeping all supporting documentation (i.e. corporate credit card receipt, credit notes, invoices, etc.) related to the purchase, for reconciliation and audit purposes; vi. photocopies of receipts or credit card slips are not acceptable as they do not show sufficient detail to authorize payment or meet audit requirements. Invoices or sales slips must be provided; vii. submitting the monthly statement and supporting documentation by the 15 th of the month to the individual s supervisor for authorization. In the case of the: Chair of the Board, authorization of the Superintendent of Business and Finance; Director of Education, authorization of the Chair of the Board; Superintendents, authorization of the Director of Education. viii. immediately notifying the company of the Corporate Credit Card and the Corporate Credit Card Coordinator in the event of a lost or stolen card; ix. ensuring any updates/modifications to the cardholder s name, address, department or area of responsibility is reported to their respective supervisor and the Board Corporate Credit Card Coordinator; x. ensuring budget funds are available prior to any purchase. b. Cardholder s Supervisor Page 3 of 5 - APG #CS21

4 The supervisor is responsible for: i. ensuring each cardholder receives a copy of this APG and accompanying procedure from the Board s Corporate Credit Card Coordinator and is aware of their responsibilities regarding the use of the corporate credit card. It is the responsibility of the supervisor to inform the Superintendent of Business and Finance where the discrepancies occur; ii. reviewing and signing the corporate credit card monthly statement and supporting documentation; iii. monitoring and controlling the use of the corporate credit cards, to ensure that the use of the corporate credit card conforms to Board policies and procedures. c. Revocation i. Inappropriate use of the corporate credit card may result in disciplinary action by the Board. ii. Activities that contravene this APG and its accompanying procedure may result in revocation of the employee s corporate credit card. Page 4 of 5 - APG #CS21

5 SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D YOUVILLE STREET, SUDBURY, ONTARIO P3C 5E7 tel. (705) fax (705) CORPORATE CREDIT CARD EMPLOYEE ACKNOWLEDGEMENT This document outlines the responsibilities I have as a holder of the National Bank Corporate Master Card for procurement. My signature indicates that I have read and understand these responsibilities and agree to adhere to the policies and procedures established for the program. 1. The credit card is intended to facilitate the purchase and payment of materials and services required to conduct business as outlined in APG #CS21-P (see attached). 2. Unauthorized use of the card can be considered misappropriation of funds. This could result in immediate and irrevocable forfeiture of the card and/or disciplinary action which may result in termination of employment. 3. I understand that the card must be surrendered upon termination of employment, whether for retirement, voluntary separation, resignation, or dismissal. I may also be requested to surrender the card for reasons not related to my own personal situation, such as re-organization. 4. I will maintain the card with appropriate security whenever and wherever I may use the card. If the card is lost or stolen, I agree to notify the Finance Department ( ext. 284) and the Bank ( ) immediately. 5. The Corporate Credit Card is issued in my name. I will not allow any other person to use my card. 6. I understand that I will receive a monthly statement that will report all activity during the last cycle. I will resolve any discrepancies by either contacting the supplier or the Board s Finance Manager ( ext. 284) as appropriate. I understand that I will be required to obtain a copy of the cash register receipt or packing slip and reconcile them with the monthly statement. 7. I understand that all charges will be billed directly to and paid directly by the Board. I understand that the National Bank cannot accept payment from me directly. 8. I agree to charge only those purchases consistent with the type of materials and services authorized by management. Employee Signature Date Employee Name (Please Print): Please return signed form to Board Office, ATTENTION: Susan Anderson SCHOOLS TO BELIEVE IN Page 5 of 5 - APG #CS21

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