HomeMy WebLinkAbout16.12 County Credit, Debit and Fuel Cards POLICY
Section Policy No. Page
illFinancial 16-12 1 of 3
f't Policy Title Date: Resolution
No.
County Credit, Debit and Fuel Cards February 27,2018 60/18
Purpose:
To establish a policy and procedures for the acquisition and use of credit cards and debit cards in the name of
the Kneehill County for Authorized Holders.
Obiective:
To set out reasonable and responsible parameters for the use of Kneehill County credit,debit and fuel cards and
to ensure users are aware of the privileges and duty of care associated with such use.
Policy Statement:
The Council recognizes the importance of providing controls to ensure all financial transactions are properly
accounted for and administered in a timely manner to reduce liability exposure to Kneehill County and
Authorized Holders of County credit cards and debit cards.
Definitions:
Authorized Holder means any person who holds the position of Reeve, Chief Administrative Officer
(CAO), or any Director and includes any other person authorized by the CAO or, Directors, or Senior
Manager of Transportation and Facilities for the use of cards.
Card means a credit card, debit card or fuel card.
County means Kneehill County, a municipal corporation in the Province of Alberta.
Credit Card means any card issued by a financial institution, bank or corporation to the County for any
Authorized Holder, authorizing the holder to buy goods or services on credit on behalf of the County.
Debit Card means any card issued by a financial institution or bank to the County for any Authorized
Holder, authorizing the holder to buy goods or services by electronic withdrawal of funds on deposit in
a bank on behalf of the County.
Goods and Services means any goods or services which would normally be required by the Authorized
Holder as part of normal County operations as approved within the annual County Budget, but does
not include cash withdrawals.
Procedures:
1. The total corporate Council approved limit is $40,000. The following positions will be eligible as
Authorized Holders of a County card for payment or charge of legitimately budgeted items with the
following limits:
POLICY
Section Policy No. Page
Financial 16-12 2 of 3
Policy Title Date: Resolution
No
County Credit, Debit and Fuel Cards February 27, 2018 60/18
Card Tvoe Department Position Limit
Credit/Debit Card Legislative Reeve $2,500.00
Administration CAO $10,000.00
Director of Municipal $8,000.00
Services
Director of Corporate $5,500.00
Services
Executive Assistant $5,500.00
Operations Senior Manager of $6,000.00
Transportation and
Facilities
Manager of Parks& $2,500.00
Agricultural Services
Fuel Cards Administration CAO, Director of Municipal Per Corporate Agreement ,
Services, Senior Manager
of Transportation and
Facilities, Director of
Corporate Services
2. The charge or purchase of personal expenses, alcoholic beverages or any item or event not related to
County duties or employment is not allowed.
3. Authorized Holders will be responsible to:
a. safeguard any card issued to them by the County from use by unauthorized individuals;
b. abide by the terms and conditions of this policy and procedures and any agreement required by
a financial institution, bank or corporation for a card;
c. turn credit slips and debit slips, along with an appropriate vendor invoice, complete with GST
number, into the Accounts Payable Clerk after the expense is incurred if it was local or upon
return from a workshop, conference or convention.
d. review and sign any agreements required by the County or a financial institution, bank or
corporation for the card;
e. provide any personal information as required by a financial institution, bank or corporation,
within the limits of any Provincial or Federal law which may apply,for the card;
f. forfeit the card upon:
i) suspension or termination of employment with the County
ii) failure to adhere to the terms and conditions of use of a County card.
POLICY
Section Policy No. Page
Financial 16-12 3 of 3
Policy Title Date: Resolution
No.
County Credit, Debit and Fuel Cards February 27, 2018 60/18
4. The CAO, or designate, will cause an investigation upon any allegation of inappropriate expenditure or
I charge. Use of the card is considered a privilege and all Authorized Holders will respect the fact the
card provides access to public funds. The Council,CAO, or designate, may take any of the following
actions in the event any expenditure is found to be inappropriate:
g. issue a warning and seek reimbursement;
h. suspend or terminate employment;
i. proceed with legal action in a court of jurisdiction;
j. recall the card.
Al1:\ j
l idd,15(., ,I
Hoggan Jerry Witts •ck
CAO Reeve
Approved: March 30, 2006 138/06
Amended: May 11, 2010 231/10
Amended: August 20, 2013 373/13
Amended: February 27, 2018 60/18
Review Date: February 2021
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