Effective Credit Card Usage Policy for Improved Accountability and Compliance
Establish a comprehensive credit card usage policy to regulate expenditures for travel, training, and operations. Ensure accountability, transparency, and compliance through authorization protocols, allowable and prohibited expenditures, documentation requirements, and enforcement measures. Minimal direct cost to implement with options to adopt, revise, or decline the policy. Take recommended steps to approve Resolution #2025-XX and begin implementation.
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Presentation Transcript
CREDIT CARD USAGE POLICY March 27,2025 TYLER SALCIDO, EXECUTIVE OFFICER
BACKGROUND & NEED Credit cards used for travel, training, operations No formal policy currently exists Need for accountability, transparency, compliance 2
KEY POLICY PROVISIONS Authorization & Issuance Allowable Expenditures Prohibited Expenditures Documentation & Reporting Enforcement & Accountability 3
AUTHORIZATION & ISSUANCE Only approved individuals may hold a card Limits set by Executive Officer Cardholders responsible for safekeeping 4
ALLOWABLE & PROHIBITED EXPENDITURES Allowable: Travel, training, supplies, emergencies Prohibited: Personal purchases, cash advances, split transactions Requires prior written approval for exceptions 5
DOCUMENTATION & REPORTING Original, itemized receipts required Submit supporting documentation to finance Statements reconciled monthly and reviewed 6
ENFORCEMENT & ACCOUNTABILITY Periodic audits and spot checks Violations may lead to disciplinary action Card privileges may be revoked 7
FISCAL IMPACT & OPTIONS Minimal direct cost to implement Reduces risk of misuse and error Options: Adopt, Revise, or Decline the Policy 8
RECOMMENDATION & NEXT STEPS Approve Resolution #2025-XX Adopt the Credit Card Usage Policy Begin implementation and staff acknowledgment 9
