Page 82 - Operations & Procedures Manuals

Financial Policies
Policy No. 800 – Credit Card Use & Disbursement (signature)
Boys & Girls Clubs of Greater Scottsdale issues company credit cards to certain employees for use in their jobs; this policy documents the acceptable and unacceptable uses of company credit cards. It is the policy of Boys & Girls Clubs of Greater Scottsdale to maintain ultimate control over disbursements to prevent the opportunity for fraud by any one individual.
Use of BGCS-issued credit cards is a privilege, which BGCS may withdraw in the event of serious or repeated abuse. Any credit card BGCS issues to an employee must be used for business purposes only, in conjunction with the employee's job duties. Employees with such credit cards shall not use them for any non-business, non-essential purpose, i.e., for any personal purchase or any other transaction that is not authorized or needed to carry out their duties.
Employees must pay for personal purchases (i.e., transactions for the benefit of anyone or anything other than BGCS) with their own funds or personal credit cards. BGCS will not regard expenses for business- related use, such as lodging and meals while on company-approved business trips, as personal purchases. If any employee uses a company credit card for personal purchases in violation of this policy, the cost of such purchase(s) will be expected to be reimbursed to BGCS immediately.
Credit Card use and limits are established according to position and level of use. Lost or stolen cards must be reported immediately to Finance. Levels may be increased temporarily for specific pre-approved needs. An email from the cardholder’s supervisor to the Controller is required for any temporary level increase, along with an ending date for the card to be returned to the organization-established credit limit.
• All purchases and credit card expenditures must first have an approved purchase order before the purchase can be made. An email notification will be sent to the employee as soon as the purchase order is approved. It is only after approval is received that the planned purchase may be made.
• All invoices must be submitted to finance before a payment will be made. A purchase order must be submitted and approved before the expenditure occurs. Invoices will be matched with purchase orders for payment.
Cards must be returned upon termination of employment with BGCS.
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