Corporate Credit Card Policy

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1 Corporate Credit Card Policy June 2012

2 1. PURPOSE The purpose of this policy is to provide authority for the use of corporate credit cards. 2. SCOPE This Policy applies to all Council Officials as defined in the Council s Code of Conduct. 3. POLICY STATEMENT 3.1 A Business Case for the use of Credit Cards A Business Case detailing the benefits accruing from the appropriate use of corporate credit cards, subject to procedures and guidelines for efficient management, is considered relevant and appropriate to Council. 3.2 Selection of Credit Card Provider The General Manager will decide upon the provider and credit card type that is to be used by the Council for the provision of credit card facilities in accordance with this policy. The General Manager may review and/or change the credit card provider at any time. 3.3 Issuing of Cards and Credit Limitations a) Corporate Credit Cards will be issued to the Mayor and General Manager in accordance with existing financial delegations (see Confidential attachment) b) The General Manager may approve, under delegated authority, the issuing of a corporate credit card to staff, subject to: The establishment of a business case The limitations of financial delegations Page 1 of 5

3 c) The Mayor or any Council Official has the right to refuse the provision of a corporate credit card. d) The issuing of a credit card is subject to the requirements of the issuing authority including proof of identity obligations. e) The cardholder will be required to sign a statement acknowledging receipt of the credit card and the conditions of use. f) The General Manager may remove authority and/or cancel a Corporate Credit Card issued to any Council Official at any time. 3.4 Conditions of Use g) Cardholders will be responsible for all purchases made on their cards. h) Cash advances will not be permitted on Corporate Credit Cards i) Cardholders will be required to: Only make purchases for Council Business purposes. Personal purchases will not permitted on Corporate Credit Cards. Make purchases in accordance with Council s Procurement Policy. This includes exercising due economy and being satisfied that the purchase is necessary and the best value for money has been obtained. Provide receipts and /or tax invoices for purchases. Reconcile credit card statements and provide required declaration and documentation on a monthly basis; and Comply with the procedures outlined in the Corporate Credit Card Procedures. j) Records related to the use and administration of Corporate Credit Cards will be subject to regular auditing. Page 2 of 5

4 4. ROLES AND RESPONSIBILITIES a) All Council officials have a responsibility to: Comply with Council policy and the related procedures; and Report breaches of this policy and suspected fraudulent or corrupt behaviour, in accordance with the reporting mechanisms under the Code of Conduct. b) Additional responsibilities relating to the Corporate Credit Card Policy are outlined in the Corporate Credit Card Procedure. c) The General Manager will ensure that adequate training is provided to relevant persons to ensure they are aware of their obligations under this Policy. 5. COMPLIANCE WITH POLICY d) Sanctions for a breach of this policy will be determined in accordance with the provisions applied under the Council s Code of Conduct. e) Staff members in breach of this policy will be subject to disciplinary procedures as provided under the Local Government (State) Award. f) Certain breaches in the issuing and or use of the Corporate Credit Card may also result in criminal prosecution. 6. REVIEW AND ENDORSEMENT a) Corporate Services Governance are responsible for the review and issue of this policy every two years. b) The General Manager, or their delegate, is authorised to approve variations to this policy in order to comply with legislative requirements. Any variation made will be reported to Council through the Policies and Priorities Committee and/or Council Meeting. 7. DEFINITIONS Card Holder The person to whom the card is issued. Page 3 of 5

5 Credit Card A plastic card, containing a magnetic strip or microchip, issued by an authorised Financial Institution that allows the extending of credit for the purchase of goods and services or cash advances, by authorised cardholders, within the agreed terms and conditions of its use. 8. LEGISLATION AND OTHER REFERENCES a) Legislation Local Government Act 1993 Local Government (General) Regulation 2005 Banking Act 1959 b) Other References NSW Treasury Credit Card Use Best Practice Guidelines 9. RELATED DOCUMENTS Code of Conduct Procurement Policy Internal Control Policy Media and Public Comment Policy Fringe Benefits Tax Policy Fraud and Corruption Prevention Policy Internal Control Policy Delegations of Authority Payment of Expenses and Provision of Facilities Policy Page 4 of 5

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