| | Click here to download the Microsoft Word Version of this Policy Credit Card Policy PurposeThe purpose of this Credit Card Policy is to facilitate purchases necessary for Commission operation, lodging and travel to approved Commission functions, and to facilitate other necessary transactions where use of a credit card would expedite the transaction in an efficient manner. The purpose of the use of these cards is not to override the procedures set forth in the Commissions Procurement Policy, but to provide an alternative method of purchase for necessary goods and services. PoliciesThe Executive Director shall be responsible for the issuance, accounting, monitoring, retrieval and general oversight of compliance with this Credit Card Policy. Credit cards shall only be issued to the following Commission employees: Executive Director, Maintenance Supervisor, Secretary and Maintenance Person. Credit card transactions made on behalf of Commissioners may be made by authorized Commission employees. Credit cards may be used for any authorized Commission purchase where the vendor or merchant accepts credit card payments.
Any Commission credit card shall normally have an authorized maximum limit of up to $2,000. When necessary, the Executive Director may from time to time choose to temporarily increase this limit to $3,000. The Hillsdale Housing Commission shall be notified of the date and reasons for the increase and the date that the limit will decrease.
If a cardholder experiences denials when using a Commission credit card, the employee shall notify the Executive Director as soon as possible with details of the denial. Such details shall include, but not be limited to, vendor or merchant name, date, time and details of transaction, and dollar amount. The Executive Director shall investigate the denial.
The Executive Director shall maintain a list of available credit cards for all employees which shall include the credit limit of each card, as well as outstanding balances, due dates, purchases, returns or other credits. This list shall be maintained in a timely fashion and shall be open to Commission inspection upon request.
Commission credit cards shall only be used for the purchases of goods and services that are the official business of the Hillsdale Housing Commission.
Documentation detailing the goods and services purchased with Commission credit cards shall be required for all transactions. Adequate documentation shall consist of, but not be limited to, original sales receipts, credit slips, etc. At no time shall the Commission approve payment of credit card invoices without adequate documentation. Documentation shall detail the goods or services purchased, the cost of the goods or services purchased, the date of the purchase and the official business for which the goods or services were purchased.
Commission credit cards shall not be used for personal uses, personal cash advances, or other merchant category exclusions (i.e., alcoholic beverages, tobacco products, etc.).
Any employee of the Hillsdale Housing Commission who violates the provisions of this Credit Card Policy shall be subject to disciplinary action, up to and including discharge and/or civil or criminal action.
Employees to whom credit cards are issued for Commission purchases shall be responsible for the protection and custody of the credit card. The employee to whom credit cards are issued shall immediately notify the financial institution issuing the card if lost or stolen, and the employee shall notify the Executive Director as soon as possible. Employees shall not knowingly post or otherwise make publicly available credit card data that could potentially result in fraud or unauthorized charges.
Employees to whom credit cards are issued for Commission purchases shall immediately surrender all Commission credit cards upon termination of employment or layoff from active work status.
All benefits derived from the use of credit cards shall become the property of the Hillsdale Housing Commission.
The credit card shall not impact the cardholders personal credit references. The Commission issued credit card is a Commission liability card, not a personal liability card. However, the cardholder does have the responsibility to use the credit card in an appropriate manner, as described in this document.
The Executive Director shall review and recommend approval or denial of credit card invoices prior to submission to the Hillsdale Housing Commission for payment. The balance due on any credit card account shall be paid in full by the due date listed on the invoice but in no event later than sixty (60) days from the initial statement date.
Credit card transactions are hereby authorized for the following methods of acquisition:
In person: the employee shall present the credit card for purchases of goods and services. The employee shall obtain a receipt for all purchases and credits, and submit the receipt to the Executive Director for reconciliation with the credit card invoice.
Via telephone or mail order: the employee shall provide the vendor or merchant with the credit card number, expiration date, and other pertinent data necessary to complete the transaction. The employee shall take necessary precautions to ensure that the transaction is valid prior to providing pertinent credit card data. The employee shall properly document the transaction with a purchase order or other document and submit this documentation to the Executive Director for reconciliation with the credit card invoice.
Via the Internet: the employee shall provide the vendor or merchant with the credit card number, expiration date, and other pertinent data necessary to complete the transaction. The employee shall take necessary precautions to ensure that the transaction is valid prior to providing pertinent credit card data. The employee shall properly document the transaction with a purchase order, hardcopy screen printouts, and/or other document, and this documentation shall be submitted to the Executive Director for reconciliation with the credit card invoice.
Approved by Hillsdale Housing Commission 04/03/2003, Resolution #HHC 2003-16 |
