This document is an internal policy of YAPA. Use it to help develop your own agency's internal policies. You will have to make changes to suit your own context and any legal requirements which apply to you.
Policy
To ensure that YAPA credit cards are issued where there is a genuine need and the cardholder is aware of their responsibilities.
Ensure that clear processes of authorisation and accountability govern credit card purchases and usage.
Credit card purchases are for work related expenses only.
Procedure
Credit Cards
- YAPA can have several credit cards and various limits on each card. Each card is made out to a cardholder. The total of all credit cards cannot exceed the Bank limit of $5,000.
- The current limit approved by the Board is $3000.
- Due to the role of the Executive officer at YAPA, a credit card will be issued to ensure their duties are not restricted.
- Approval by the Board is required for issuing of credit cards to other staff members or amendments to existing credit card limits.
- The Finance Manager is responsible for the processing of all new and amended credit cards, once Board approval is received.
- The Finance Manager is responsible for the collection and cancellations of invalid credit cards.
- The Executive Officer and Finance & Administration Manager, may spend up to $500 or any other expenditure within budgets pre approved by the Board, in consultation with each other.
- Any other staff member who holds a credit card may spend up to $50. Additional expenditure up to $500 requires approval in advance from the Executive Officer and Finance & Administration Manager. Expenditure above $500 requires approval in advance from the Board of Management.
Credit Cardholder responsibilites
- The cardholder is legally liable for all expenditure and the usage of their credit card.
- The cardholder duties include:
- Responsibility for the safe keeping of the credit card at all times
- Aware of the authorisation and audit procedures for each transaction made
- Keeping the card safe from unauthorised use at all times including the safe keeping of any PIN or security devices.
- Not allowing their card to be used by another person, except where the cardholder is present when making the purchase.
- Returning the card to the Finance Manager on request or on leaving the employment of YAPA or any of its projects.
- Notifying the bank immediately, if the card is stolen, lost or misused.
- Ensuring all purchases are within a pre-approved budget.
Credit Card Purchases and Payment
- No cash advances from the credit card are permitted.
- The credit card is only to be used for the purchase of items that are unable to be paid for within the ordinary financial planning and procedures. These payments include cheque payments processed at least fortnightly by the Administration Officer.
- Credit card purchases of one-off emergency situations are permitted.
- Credit Card purchases included, but are not limited to, Air fares, Accommodation, Conference fees, Training course fees, Equipment, Repairs and food costs.
- The cardholder statements are received monthly and directly deducted from the YAPA organisation bank account.
- The cardholder is responsible for the supply of relevant tax invoices to the Finance Manager in a prompt manner.
- The Finance Manager is responsible for processing and authorising of all business related purchases from the credit card.
- The Finance Managers is to inform the Executive Officer of any disputes or discrepancies noticed on the credit card statement.
Date adopted by the Board of Management |
18 November 2004 |
Date of commencement |
15 December 2004 |
