Credit Card Use

To ensure adequate internal controls over the use of the organizational credit cards, this policy is applicable to the use of health department credit cards.

This policy defines the types of credit cards available for use and the processes that shall be followed by all staff regarding the use and security of NKY Health-issued credit cards.

• Credit cards are authorized for employees who travel overnight and/or out-of-state provided they request the card in advance of scheduled overnight travel authorized using the Training and Travel Request form (initiated via AdobeSign.)  

• Overnight travel shall be approved by the immediate Supervisor and the Division Director. 

• Out-of-state travel shall be approved by the immediate Supervisor, Division Director and the District Director of Health. 

• The Buildings and Accounting Administrator shall certify that the funds are available for all requests. 

• The Board Chair/Vice Chair shall approve overnight travel for the District Director of Health.   

• Organization fuel credit cards are authorized only for designated employees who purchase fuel for NKY Health vehicles. 

• When a credit card becomes lost or stolen, the employee shall report it immediately to the Buildings and Accounting Administrator.

Employee credit cards are maintained by the Purchasing staff and are made available for use when in overnight and/or out-of-state travel status.  

Employee travel credit cards may be used for airfare, lodging and registration fees but are not to be used as payment for meals or personal telephone calls.  

When specially authorized in advance on the Training and Travel Request form (initiated via AdobeSign), employee travel credit cards may be used for rental cars, taxis or shuttles when it has been determined that such items are needed while on travel status.  

Organizational credit cards are used as needed by the Purchasing staff or designee to make purchases where a credit card is the only and/or the best method of payment after a purchase order request has been authorized.  As with all purchases, the Purchasing staff or designee is in charge of making the purchase. 

Organization fuel credit cards are used to purchase fuel used only in NKY Health vehicles.  

Receipts are to be forwarded as soon as possible to the Purchasing staff and must be received by no later than the 12th of each month for charges made the month prior. 

1. The Employee shall obtain necessary authorizations in advance as far as practicable.

2. Upon receiving authorization, the Employee is to reserve the credit card with the Purchasing staff.

3. The Accounting Specialist - Purchasing is to provide the Employee with the credit card and a tax-exempt form in advance.

4. The Employee shall audit lodging bills and/or receipts for errors and make sure no improper taxes are included and attempt to resolve any discrepancies at time of payment.

5. The Employee is to return the credit card along with itemized receipt(s) within two (2) days of return to work to the Accounting Specialist - Purchasing.  Employees using fuel credit cards shall maintain credit cards and keep them secure.

6. The Purchasing staff receives the credit card statements and shall reconcile the statement to the receipts and forward to the Accounts Payable staff for payment in a timely manner so as to avoid late fees and finance charges.

7. Employees shall be responsible for the timely payment of any unsupported credit card charges or disallowed expenses.

8. The Board Chair/Vice Chair will review any District Director of Health credit card purchases.

10/3/2022

• Updated policy header

• Refined language