LEETON SHIRE COUNCIL POLICY CORPORATE CREDIT CARDS

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1 LEETON SHIRE COUNCIL POLICY CORPORATE CREDIT CARDS

2 POLICY SCOPE This policy applies to all Council employees and Councillors issued with a Corporate Credit Card. POLICY OBJECTIVE To ensure that all purchases made on Corporate Credit Cards are properly accounted for and authorised by the appropriate Manager or Supervisor. 1. To provide an alternative purchasing mechanism for the purchase of Council goods and services. 2. To ensure that only goods and services obtained are paid for, disbursements have been made to the correct party and are properly classified and recorded in the financial records. 3. To prevent theft and misappropriation by ensuring invoices and related documentation are properly authorised and are bona fide. POLICY STATEMENT Procedures Staff issued with corporate credit cards must sign the LSC Acknowledgement and Acceptance of Conditions of Use of Corporate Credit Card document and return it to the Director of Corporate Services within 7 days of its receipt. Purchases by corporate credit cards should only be made if procurement via the purchase order system is not possible or practicable and in accordance with Council s procurement manual. Staff must ensure that purchases/expenditure incurred via corporate credit card use is within their prescribed financial delegations or is duly authorised by staff with appropriate financial delegations. Employees will be issued with a monthly Corporate Card Statement. Each employee will be required to complete the statement in full. The employee s responsibilities are as follows: 1) Check their monthly Corporate Card Statement for accuracy. 2) Cost the expenses to the relevant expense accounts. a) Attach receipts to the Corporate Card Statement. ALL Receipts must be attached prior to sending the Corporate Credit Card Statement to the Manager or Supervisor for authorisation. No exceptions will be made to this rule. Any statements missing receipts will be sent back to the officer to seek approval from their manager or supervisor. Provide comments on the expenditure items. Page 1

3 Note: a tax invoice should be the mandatory documentation for such purposes. If a tax invoice is not provided and the supporting documentation is not deemed sufficient by the Finance Supervisor (after consultation with the Internal Auditor); a statutory declaration will be taken from the officer utilising the card for the transaction in question. b) Sign and Date the Statement, then forward to their Director or Manager for authorisation. The employee must ensure that the statement is signed by their Director or Manager and returned to financial services within 3 days of receiving the statement. In the case of the General Manager, their statement must be signed and checked by the Director of Corporate Services or the Internal Auditor. In the case of the Mayor; his or her statement must be signed and checked by the General Manager or the Director of Corporate Services. Directors must have their statements signed and checked by the General Manager. c) The Finance Supervisor must check all relevant receipts and documentation prior to processing any payments to the relevant financial institution. d) Any employee who has a corporate credit issued to them must ensure that written details (and receipts) are kept concerning any transaction where another LSC employee has utilized the card in question. The records should include the name of the officer using the card, the date of the transaction, the name of the company providing the goods and services and the goods and/or services being procured. The card is the responsibility of the authorised cardholder and this will extend keeping proper records. e) The Finance Supervisor will maintain a register of all employees who have been issued with a Corporate Credit Card and respective limits. f) All employees must ensure that they adhere to the requirements of the policy. Otherwise they may forfeit the use of the Corporate Credit Card. Risk Management and Fraud Control a) No cash advances are to be allowed on the corporate credit card. Employees are to use the corporate credit card for the purchase of goods or services, relating to Council business. The corporate credit card is not to be used for personal or private transactions. b) New corporate credit cards (including limits) will only be issued on the approval of the General Manager. New requests for a corporate credit card are to be in writing and addressed to the General Manager. Cards will only be authorised on a genuine needs basis taking into account the duties of the position in relation to any purchasing function and not merely the title of the position. c) Monthly review of the corporate credit card usage will be conducted by the Financial Supervisor. Any suspicious transaction or other issues of concern identified through the review process must be reported to the General Manager within 10 working days. If the issue of concern relates to the General Manager, the matter must be reported to Council s Internal Auditor within 10 working days. d) Where a card is lost, stolen or damaged the holder must notify the issuing financial institution and the Director of Corporate Services immediately. Steps will then be Page 2

4 taken to rectify the situation. This may include cancelling the card and reissuing a new corporate credit card. e) Inappropriate use of corporate credit cards will be referred to the General Manager. Appropriate measures will be taken to ensure adherence to the Policy. These measures may include cancellation of the corporate credit card, reduction in limit available on the card or any other measures deemed necessary by the General Manager. This could include disciplinary action and/or reporting the matter to the appropriate agencies for formal investigation. f) It is the responsibility of the cardholder to return the corporate card to the Financial Services department on resignation from the Leeton Shire Council. Council s Director of Corporate Services will follow up on any cards that are not returned. The cards will be cancelled where this occurs. g) A breach of this policy may constitute a breach of Council s Code of Conduct. h) The use and control of corporate credit cards are the sole responsibility of the person whose name appears on the card and they are responsible for ensuring that the proper use of the card is maintained and can be accounted for under the provisions of this policy. Policy Owner: Financial Services Related Procedure/s: Procurement Policy Acknowledgement and Acceptance of Conditions of Use of Corporate Credit Cards Page 3

5 Policy History: Date of Adoption/Amendment Resolution Number 15 August / June /136 Page 4

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