CODAC Management Manual

P-CARD (CORPORATE CREDIT CARD) As a manager you may be issued a corporate credit card (P-card). P-Cards provide a convenient, efficient, and managed approach for appropriate small-dollar purchasing transactions. A P-Card is offered to the cardholder to ease the administrative burdens for allowable purchases. P-Card limits are set by the Chief Financial Officer based on a person role within the organization. Cardholders shall have the following responsibilities and shall abide by the following procedures as a condition to receiving and retaining a P-Card: 1. Maintain the security of the P-Card, including: a. Safeguarding the P-Card from theft and loss; b. Not allowing the use of the P-Card by parties other than the Cardholder; c. Immediately notifying the card provider first, and then the Finance department immediately thereafter, if the P-Card is stolen, lost, or if fraudulent activity is believed to have occurred; 2. Review P-Card charges monthly and provide a Transaction Note and coding for all P-Card transactions. 3. Provide receipts and completed reporting to Expense Approvers in a timely manner. a. At the end of each monthly P-Card cycle, Cardholders must ensure all P-Card transactions are reconciled, provide all transaction documentation (e.g., receipts, forms, and approvals), and have their Expense Approver review and approve expenses. Allowable purchases: 1. Conference and Seminar Registrations (with pre-approval from your Executive Leadership team member). 2. Dues, memberships, licenses, application fees (with pre-approval from your Executive Leadership team member). 3. Airline, hotel, bus, rail, rental car and meals for CODAC related business travel (with pre-approval from your Executive Leadership team member). 4. Meals and entertainment for business purposes, quarterly team lunches (est. $10-12 per person), or team activities that aren’t considered lavish or extravagant (reasonable based on the facts and circumstances). Prohibited Purchases: 1. Any product that is available through internal Inventory/Supply, i.e. water, program supplies, paper, etc. 2. Services (For example: Contractors, consultants, data consultants, laborers, etc.) 3. Gift Cards 4. Personal charges of any kind 5. Capital Equipment 6. Employee Parking at a normal work location

7. Parking / Moving / Vehicle Violations 8. Gasoline for personal or agency vehicles 9. Furniture 10. Computers

11. Cash advances or cash withdrawals 12. Cell phones (see Cell Phone Policy) 13. Any purchase that requires a separately signed contract or agreement unless specifically authorized by the CFO 14. Personal items for clients (unless allowed by a grant or for an emergency). Community resources must be explored/utilized before a purchase is warranted. Questions related to P-Card usage should be directed to the Eric Westerlund, Chief Financial Officer.

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