Credit Card Policy and Procedure
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1 Kingston District Council FA015 Credit Card Policy and Procedure Keywords: Reference Number: FA015 Strategic Plan: Classification: Finance & Administration Policy and Procedure First Issued/Approved: 18 May 2012 Review Frequency: At least once in the term of Council Last Reviewed: Next Review Due: May 2016 Responsible Officer(s): Chief Executive Officer Council File Reference: 9/63/1.1 Applicable Legislation: Relevant Policies: Related Procedures: Delegations: Local Government Act (various sections) Internal Control Policy Elected Members Code of Conduct Employees Code of Conduct Contracts and Tenders Acquisition of Goods and Services Fraud and Corruption Policy Whistleblowers Policy Internal Control Procedure Refer Council s Delegations Policy Page 1 of 7
2 KINGSTON DISTRICT COUNCIL CREDIT CARD POLICY AND PROCEDURE LOCAL GOVERNMENT ACT (VARIOUS SECTIONS) 1. Purpose The purpose of this policy and procedure is to control the use of corporate credit cards within Council and ensure sound governance of expenditure incurred on behalf of Council. 2. Legislative Framework and Principles Whilst the use of credit cards is not a legislated matter the incurring of expenditure on behalf of Council is controlled by legislation and Council policy and must be undertaken ensuring consistency with the following principles: 2.1 Expenditure paid for using corporate credit cards shall be incurred in the exercise of Council business. 2.2 All expenditure incurred on a corporate credit card shall be authorised by the Chief Executive Officer. 2.3 Ensure the principles of good governance, financial accountability and transparency, and sound procurement processes as outlined by Council policy. 3. Limitations Corporate credit cards shall only be used as follows: 3.1 For the carrying out of Council authorised business including reasonable travel, accommodation and meal expenses. 3.2 For the meeting of Council liabilities where it is efficient to do so on condition of issuing a purchase order or other document as required by Council s relevant procurement policy. 3.3 No private expenditure shall be incurred, even if private funds are transferred or repaid immediately, to offset the expenditure.
3 4. Transaction Methods Transactions shall be incurred on the following basis, without exception: 4.1 No private expenditure shall be incurred. 4.2 EFTPOS transactions shall be allowed on condition that a receipt and tax invoice is received and provided to the Finance Officer. 4.3 Telephone transactions shall be allowed however a receipt and tax invoice must be sought and provided to the Finance Officer. 4.4 Internet transactions shall be allowed however a receipt and tax invoice must be sought and provided to the Finance Officer. 5. Credit Limit 5.1 Credit limits applied to each corporate credit card shall be managed, and any changes authorised, by the Chief Executive Officer in all cases. 5.2 The overall corporate credit card limit for Council shall not be changed without the authorisation and resolution of Council. 6. Approval of Corporate Credit Card Expenditure 6.1 All expenditure incurred on corporate credit cards shall be supported by a tax invoice and in compliance with the requirements of the goods and services tax. 6.2 All officers and members issued with a corporate credit card shall provide, and be responsible for, the production of supporting documentation. 6.3 All expenditure incurred on corporate credit cards shall be reviewed and authorised monthly by the Chief Executive Officer. 6.4 Expenditure incurred on corporate credit cards that is not supported by documentation and budgetary allocations may result in the expenditure having to be repaid to Council. 7. Management of Cards All cards issued shall: 7.1 Be signed on the reverse side of the card upon receipt; prior cards destroyed by cutting the card and returning it to the Chief Executive Officer. 7.2 Not be used for any use other than that outlined in this document. 7.3 Be the responsibility of each person issued with a card, including the security of the card. 7.4 If a card is lost it shall be reported immediately to the relevant bank by the holder and cancelled. The loss shall also be reported to the Chief Executive Officer.
4 7.5 Not be permitted to be used by any person other than the card holder unless an order is issued (where it is required by Council s Contracts and Tenders Acquisition of Goods and Services policy) prior to any purchase and signed by the card holder. 8. Cessation of Employment Corporate credit cards shall be returned immediately on the cessation of employment and shall be cancelled by the Finance Officer on the date of the cessation of employment. 9. Issue of Corporate Credit Cards 9.1 Corporate credit cards shall be signed for, using the form at Attachment 2, by the holder and the Chief Executive Officer (or for the Chief Executive Officer s card, the Manager of Corporate and Community Services) and kept in Council s records system, upon the issuing or reissuing of a card. 9.2 It is the position of Council that cards shall be issued to: Mayor Deputy Mayor Chief Executive Officer Persons occupying a Management Position Works Supervisor 9.3 No other officers or members shall be provided a corporate credit card without the expressed approval of Council. 9.4 It is noted that Council s Chief Executive Officer shall determine appropriate credit limits as per clause 5.1, but shall not exceed the credit allocation to all cards unless approval is provided under clause 5.2 of this policy and procedure. 10. Breaches of this Policy and Procedure Breaches of this Policy and Procedure will be investigated as potential breaches of Council s Procurement Policy, relevant Code of Conduct, this Policy and Procedure and/or industrial arrangements and actions taken according to outcomes from an investigation. 11. Review of Policy and Procedure The effectiveness of this Policy and Procedure will be reviewed at least once during the period of Council by the Chief Executive Officer who shall report to Council recommendations for alterations, amendments or substitutions of a new policy, if required.
5 12. Availability of Policy and Procedure This Policy and Procedure is available for inspection at the Council Office, on the Council website and persons may obtain a copy of this Policy and Procedure upon payment of the fee fixed by the Council. 13. Adoption of Policy and Procedure This Policy and Procedure was adopted by the Council at its meeting held on 18 May 2012, resolution number This Policy and Procedure was reviewed by the Council at its meeting held on 18 July 2014, resolution number 9056.
6 Attachment 1 Allocation of Cards Kingston District Council has authorised the issuing of cards and under delegation. The Chief Executive Officer has authorised credit limits as outlined in the following table: Position Credit Limit Chief Executive Officer $5, Manager, Works & Engineering Services $3, Manager, Corporate & Community Services $2, Manager, Environmental and Inspectorial Services $2, Works Supervisor $1, Mayor $2, Deputy Mayor $1, Maximum Council Authorised Credit Limit $16, Pursuant to clause 5.1 of this Policy and Procedure the Chief Executive Officer is delegated to revise this attachment as seen fit, on condition that the Chief Executive Officer complies with clause 5.2 of this Policy and Procedure.
7 Attachment 2 Credit card Issue Form Name: Position: Credit Card Number: Date Issued: Credit Limit Issued: I hereby have read and understood Council s Policy and Procedure FA015 Credit Card Policy and Procedure and shall abide by this document when expending Council funds on the issued credit card. I acknowledge that failure to abide by Council s Credit Card Policy and Procedure may result in investigation and potential disciplinary action. Signed: Title: Name: Date: / / Signed: Title: Chief Executive Officer Name: Date: / /
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