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PROCEDURES FOR USAGE OF CREDIT CARDS For usage of the bank -issued credit card: • All expenditures must be work -related. Personal use may result in criminal prosecution. • A purchase order must be in place prior to using the credit card. • The bank -issued credit card is locked in the safe in the Finance Department. The purchaser must personally sign out the credit card. They must include their name, vendor name and purchase order number. Following the purchase, the credit card should be immediately returned, and the amount spent indicated on the sign -in sheet. A copy of the charge receipt is to be provided to the Finance Department. • The original receipt should be provided to the purchaser's Department Head, in the event the authorized use is not the Department Head, as soon as possible for review, approval and notation of purchase order number. The original receipt should then be submitted to the Finance Department for filing until the credit card statement is received. If the receipt is not detailed enough to determine what was purchased, additional information should be provided to identify the products and/or materials that were purchased. • Once the credit card statement has been received, the approved receipts will be attached to the statement and proof of payment. For usage of a store -issued card, grocery card account, gasoline card account, or any card account other than the bank -issued credit card: • All expenditures must be work related. Personal use may result in criminal prosecution. • A purchase order must be in place prior to using the card. • It is understood by each individual cardholder that it is their responsibility to obtain transaction receipts from the merchant or supplier each time the card is used. • The receipt should be provided to the purchaser's Department Head, in the event the authorized user is not the Department Head, as soon as possible for review, approval and notation of purchase order number. The receipt should then be submitted to the Finance Department for filing until the credit card statement is received. • Once the statement has been received, the approved receipts will be attached to the statement and proof of payment. REQUIRED DOCUMENTATION Vendor account and/or credit card receipts for purchases made must be submitted to the Department Head as soon as possible. The receipt must include the date of the purchase, a description of the item/service purchased and the amount or be stapled to an invoice supplied by the vendor. The business purpose of the charge must also be written on the receipt or invoice. If the credit card is used for meals and/or entertainment, the following must be included with the receipt: • Date of the purchase. • Amount of the purchase. • Individuals present at the meal/entertainment. • Business purpose of the meal/entertainment. Reasonable gratuities are acceptable. 2