AUCKLAND COUNCIL PURCHASE CARD (P-CARD) POLICY
The purpose is to provide guidance on the use of Council purchase cards (P-Card) as a method
of payment for council expenditure.
CONTENTS
1.
Policy Statement
2.
Background
3.
Purpose and Scope
4.
Principles and Strategic Alignment
5.
Limits and Applications
6.
Responsibilities
7.
Compliance and Monitoring
8.
Excluded/Limited Purchases
9.
Exemptions and Exceptions
10.
Policy Definitions
11.
Acceptable Use Guidelines
11.1
Cancellation of P-Card
11.2
Security and Lost or Stolen P-Cards
11.3
Disputed transactions
11.4
P-card Amendments
11.5
Application for New P-Cards
11.6
Cardholders exiting Council or taking extended Leave of Absence
12.
Breach of Policy
13.
Misuse of P-Card
14.
Related Legislation or Regulations
15.
Roles and Responsibilities
Appendix 1-Pin selection and protecting Pins
Appendix 2- Auckland Council Terms and Conditions of P-Card Use
1.
POLICY STATEMENT
Auckland Council's P-Card programme has been established to provide a convenient means
to support the business's purchasing requirements. It provides a low cost and efficient
alternative to traditional purchasing methods. The programme utilizes Concur to provide an
effective and transparent tool for reporting, approving and monitoring P-card transactions and
compliance with Auckland Council's policies.
2.
BACKGROUND
This policy applies to Auckland Council and Council Controlled Organisations (CCO’s)
excluding Watercare Services and Auckland Transport.
Auckland Council made a decision to implement a P-card solution across the council
that will form an additional payment channel for typically low value on one-off
operational expenditure.
3.
PURPOSE AND SCOPE
The purpose is to set out the policy and procedures relating to the use of the Council P-cards
by Auckland Council staff and the M a y o r as a method of payment for council expenditure.
This enables efficient processing of low value and one off transactions and avoids employees
having to use their own money while incurring expenses on behalf of the Council. The
primary purpose of the P-card is to enable a convenient means to support the business
purchasing requirements where normal purchasing policy practices are not viable.
This Policy covers all Auckland Council P-Cards for Auckland Council employees and the
Mayor.
It describes the standards that all cardholders and Approvers must follow in relation to the
use of Auckland Council's P-Cards. This policy, related policies and associated business
rules apply to all purchasing on Auckland Council's P-Cards and should be read in
conjunction with the Acceptable Use Guidelines (section 11 of this document) which are
meant to outline best practice.
Note: P-Cards are never to be used for non-business related or personal expenditure.
4.
PRINCIPLES AND STRATEGIC ALIGNMENT
This Policy is designed to align with the key principles in the Office of the Controller and
Auditor-General's (OAG) good practice guide, "Controlling sensitive expenditure: Guidelines
for public entities".
The key principles in the OAG guidance include:
•
Public money principle - public money is not the property of Council staff to do with as
staff please. The expenditure must be subject to standards of probity and financial
prudence that are to be expected of a public entity and able to withstand public
scrutiny, including audit scrutiny.
Expenditure decisions should:
•
have a justifiable business purpose
•
preserve impartiality
•
be made with integrity
•
•
be moderate and conservative, having regard to the circumstances
be made transparently and be appropriate in all respects.
The above principles should be applied as a set, none should be treated as more important
than another.
The issuance of a Council P-Card is an act of trust by the Council. This needs to be reflected
in the way in which a P-Cardholder uses the P-Card. The general terms and conditions of the
P-Card must be complied with. The highest standards of ethics and probity are expected
from every P-Cardholder.
The availability of P-Cards is restricted to those who have a genuine "business" need for one.
They are neither a status symbol nor a "perk".
5.
LIMITS AND APPLICATIONS
This policy applies to all cardholders and Approvers of cardholder expenditure for Auckland
Council.
Credit be set limits will depending on the business requirements. Credit limits should be kept
at a minimum level normally between $500-$2,500. E.g. departmental administrators
processing low value items for a team should be set at $500.
All P-Cardholders and associated credit limits shall be approved by a Tier 3 manager, Tier 2
Manager, Chief Executive or the Mayor in line with the Delegated Authority Policy. Council
P-Cards will not be issued to non-employees, contractors, casuals and councilors and also
these people will not be given rights to approve the P-Cards request.
In exceptional circumstances where there is a need for higher limits a Tier 2 managers
approval must be obtained.
6.
RESPONSIBILITIES
Cardholder's are the individuals to whom the P-Card has been issued and whose name
appears on the P-Card.
Cardholder's and Approvers are responsible for ensuring they fully understand and comply
with the P-Card Policy and related policies and business rules. Acceptance of the P-Card
Application Form and the Employee Declaration within the Concur system indicates that
you understand the intent of the P-Card programme and agree to adhere to the policy and
business rules established for the programme.
Cardholders:
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•
•
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Are responsible for the security and usage of their P-Card at all times and must not
allow the card to be used by any other person
Are responsible for setting and maintaining a card PIN that is unique to all other PIN's
used by the cardholder. This PIN must not be shared in any circumstances
Must report lost, stolen or compromised cards immediately to the ASB and the P-Card
Administrator as soon as possible. The cardholder will not be personally responsible
for charges incurred if this process is followed
Must endeavour to use Auckland Council's preferred suppliers or existing supply
agreements wherever possible prior to using their P-Card
Are responsible for ensuring that the P-Card is only used for justifiable business
expenditure incurred in relation to conducting Auckland Council's business
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•
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Where a transaction is genuinely charged in error, cardholders must immediately either
cancel the transaction or reimburse the amount charged to the P-card and notify their Tier
3 manager and P-Card administrator
Must provide clearly itemised receipts for every transaction
No cash withdrawals will be permitted, an exception will be made for Koha contributions
on specified cards.
Cardholders will be held personally liable until transactions are properly coded and
supported by the relevant receipts
Must surrender the card to their manager and account for all expenditure in advance of
changing role or leaving the company.
The cardholder is responsible for:
•
Keeping receipts and tax invoices for all charges and loading these as attachments
into the Concur system
•
Complying with all the Council's policies associated with the P-Card and other
relevant policies
•
Ensuring all transactions are coded by the end of the month. Cardholders who have
not coded all transactions for the previous month will have their credit limit reduced to
$1 until coding is completed. Cardholders who fail on three occasions to comply with
the P-card policy requirements, will have their P-Card cancelled. This "three strike"
policy is to ensure P-card policy compliance. Receipts and supporting documentation
must be scanned into Concur and attached to the credit card transaction at the
time of coding the transactions
•
Ensuring all transactions are coded in the Concur system using the correct GL,
Business unit, GST status and the appropriate description which outlines the purpose of
the expenditure.
Good description: Water provided to volunteers at Blue Beach clean-u p event, after
closure of motorway stopped pre-approved refreshments arriving.
Bad description: Drinks.
Approvers are the individuals or managers to whom cardholder transactions are sent for
approval within the Concur system.
Approvers are one up managers and must have appropriate DFA.
When a cardholder incurs expenditure which solely or directly is for the benefit of a more senior
manager within the department or unit, then the approval of the expenditure must be made by a
manager one up from the person receiving the benefit, either directly within Concur or on an
attachment. e.g. P-Card holder pays for their Managers conference fee; approval would be required
by their Managers one up Manager.
Approvers must
•
review transactions
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ensure all transactions have the correct GL code, Business unit (cost centre), GST
status and appropriate description, (and Project and Asset code if applicable)
•
ensure cardholders follow the appropriate policies and procedures
•
advise the P-Card Administrator in writing of changes in employees, cost centre or
address
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Must complete forms for any termination/transfers of cardholders, ensure all expenditure is
accounted for in advance of the cardholder changing role or leaving Council and destroy PCard.
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Ensure receipts are attached for all spend
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Are responsible for reviewing all receipts and ensuring that they are satisfied that the
expenditure is justifiable business expenditure prior to approving
•
Are responsible for investigating suspected breaches of this policy or related policies as
a result of P-Card use
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Must ensure approvals are completed by the end of the month reporting period
notified with Concur
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Key responsibility is to protect the cardholder by ensuring their spend is appropriate.
The P-Card administrator is responsible for:
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Being the point of contact between the Council and ASB
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Issuing new and replacement Council P-Cards
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Monitoring exception reporting on exceeded
non compliance to their manager
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Increasing/decreasing P-Card limits as authorized by a tier 3 manager
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Informing ASB of any P-Cardholder problems with vendors/merchants
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Investigating any charges disputed or unknown transactions as notified by Council
P- Cardholder
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Resolving statement enquires raised by P-Cardholders.
P-Card limits and escalating
Mayor
•
Review and approve the CEO's P-Card expenditure on a monthly basis
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In the absence of the Mayor the CEs P-card will not be approved until the
Mayor returns.
Chief Executive
•
Review and approve the Mayors P-Card expenditure on a monthly basis
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Review and approve Tier 2 P-Card expenditure on a monthly basis
•
In the absence of both the CE and CFO, P-cards for Tier 2 staff will not be
approved until the return of either the CE or CFO
•
In the absence of the CE the Mayors P-card will not be approved until the CE returns.
Chief Finance Officer
•
Review and approve any other tier 2 manager's P-Card expenditure on a
monthly basis if requested by the CE
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Review and approve any updates to this policy
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In the absence of both the CE and CFO, P-cards for Tier 2 staff will not be
approved until the return of either the CE or CFO
Delegation of coding and approval duties
7.
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If the P-Cardholder is away, coding duties can be delegated to another staff member
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If the approver is away, approval duties can be delegated to the staff member on
the same tier or higher than the current approver
•
Management of the P-Card spend is the budget holders responsibility.
COMPLIANCE AND MONITORING
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P-Card usage is subject to regular audit and monitoring
P-Cardholders who fail to meet the standards required by this Policy may incur
temporary or permanent loss of access to the P-Card without notice
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P-Cardholders will be held personally liable for any transactions that do not meet the
standards detailed in this Policy
Uncoded transactions will be treated as non-compliance
P-Cardholders and Approvers who fail to meet the standards required by this Policy or
associated business policies may find themselves the subject of disciplinary action
Unapproved transactions will be treated as non-compliance
Council operates a three strike approach for non- coding and/or non-approval of Pcard spend. See misuse of P-cards Section 13
Independent Reviews:
Auckland Savings Bank (ASB) and Auckland Council Internal Audit monitor P-Card
spending trends and alert P-Card Administration of any potential misuse and fraudulent
activity.
P-Card expenditure will be subject to review by Risk and Assurance and the Council's
external auditors.
Policy Review:
This P-Card Policy will be reviewed annually or earlier as required.
8.
EXCLUDED/LIMITED PURCHASES
All travel purchases should be directed to the travel officer in the first instance. However
there will be instances when the P-Cards may be used e.g. emergency travel/error in travel
booking.
An exhaustive list of purchases included or excluded from P-Card use is unrealistic given the
broad scope of business operations. Therefore, P-Cardholders and approvers are accountable
for being fully satisfied that expenditure is appropriate to conducting Auckland Council's
business.
Purchases in the following categories are not to be made using a council P-Card:
•
Any expense prohibited or controlled by another policy
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•
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Consultancy
Contract Labour
Fuel for motor vehicles (other than rental cars)
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Insurance
Personal Expenditure of any kind
Capital expense items e.g. phones, laptops, computers and office furniture
All expenditure charged to the P-Card must be supported by a detailed tax
invoice/receipt
P-cardholders are not permitted to exceed their Council P-Card limit (daily and overall
monthly limit)
Taxicharge card and taxi vouchers (Waiheke Island only) when available, is the
required payment method for the Councils preferred taxi provider and its partners in
New Zealand. The P-Card should only be used for non-New Zealand taxi journeys or
where the preferred supplier is unavailable or where other means of transport (public)
are not deemed appropriate ( re safety concerns)
Alcohol for external staff functions must have prior approval of a Tier 3 Manager
Entertainment expenditure must have prior approval of a Manager in accordance with
delegated financial authority
Spend for entertainment purposes must be in conjunction with the Entertainment and
Hospitality Policy
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Alcohol for internal staff functions must be purchased through "Catering" from
Strata
P-Cards must not be used to purchase fixed assets or capital expenditure items
these must be procured through normal standard purchase processes.
P-Cards must not be used to meet the costs of tipping staff in NZ. Tips should only be
paid for during international travel where tipping is local practice e.g. United States
Personal Expenditure
•
No personal expenditure is to be charged to a Council P-Card under any
circumstances. Personal expenditure on council P-Cards is considered misconduct.
Where personal expenditure is incurred, the employee will be subject to disciplinary
procedures
•
Where a transaction is genuinely charged in error, P-Cardholders must immediately either
cancel the transaction or reimburse the amount charged to the card and notify their Tier
3 manager and P-Card administrator.
Cash Advances
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Cash advances are not available on Council P-Cards. An exception will be made for
Koha contributions on specified cards.
If cash is required for overseas travel, this should be pre-arranged with the Travel cocoordinator.
Internet purchases using P-Card
•
Purchasing over the internet using a Council P-card is discouraged, but there may be
instances where this is warranted. All P-Card payments over the internet need to
reflect good security practice
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Purchases must be only from established reputable companies known to the Council
which use a safe and secure site
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The P-Cardholder needs to keep a copy of any online order forms completed when
purchasing
Any purchases using the P-Card over the internet must be consistent with the
Council's normal purchasing practices
P-Cards that are required to be used over the internet should have low credit limits to
minimize the risk to the Council over fraudulent activities.
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9.
EXEMPTIONS AND EXCEPTIONS
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10.
In the event of activation of the Civil Defense Emergency Management (CDEM),
provisions of this policy relating to and associated guidelines may be suspended at the
request of the CDEM, CFO, CE, Manager. Any suspension must be appropriate to the
circumstances of the emergency event while remaining consistent with the broad
principles of the P-Card programme
Where the P-Card is to be used on an ongoing basis for business operations outside
of the limits and scope of this policy, that use must be documented in a policy by the
business unit, linked to the P-Card Policy, and appropriate DFA obtained for the
cardholders.
POLICY DEFINITIONS
PIN-Personal Identification Number
P-Cardholder- means the Council employee issued with a Council P-Card.
P-Card Approver- means the manager of the P-Cardholder
P-Card Administrator - means the person who manages all administration tasks associated
with the P-Card transactions.
11. ACCEPTABLE USE GUIDELINES
Council P-Cards should not be used as a matter of course, but only when the normal
purchasing procedures are not available or viable, eg immediate payment/services are
required. As much as possible, P-Cardholders should attempt to purchase through the
normal purchasing system.
The nature of expenditure incurred on the P-Card should still comply with the Council's other
discretionary expenditure policies (e.g. Travel and Accommodation Policy, Entertainment and
Hospitality Policy, Staff Functions Policy, etc.).
All employees must ensure that expenditure is business related and that this Policy, other
discretionary expenditure policies and Council's Fraud Policy are adhered to at all times.
Approval/authorization is on a one-up basis except for the Chief Executive and the Mayor's
expenditure. The Mayor's expenditure will be reviewed and approved by the Chief Executive.
The Chief Executives expenditure will be reviewed and approved by the Mayor.
The Approver must hold a delegated financial authority (DFA) in line with purchasing
approvals.
All expenditure will be within budget.
The Council has an agreement with ASB to provide P-Cards. Council P-Cards will only be
issued to operational staff to facilitate payment of business expenses.
Employees that are responsible for administering the P-Cards will not be eligible for a card. Prior
to the P-Card being issued, the recipient must be given a copy of this Policy and be
required to sign it to signify that they have read and understood it.
All P-Cardholders are required to sign a Terms and Conditions of Use form before being issued
with the P-Card.
11.1
Cancellation of P-Cards
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Council operates a three strike approach for a breach of the policy - the result
could be the immediate withdrawal of P-Card and possibly disciplinary action
The P-Card Administrator has the right to cancel a P-Card at any time.
Cancellation will occur where a P-Cardholder has breached the terms of this policy in
relation to the three strike policy
The P-Card must be destroyed by the P-Card holder on termination of their
employment or changing roles with the Council. All appropriate forms completed
and sent to Accounting Services Department and all coding and approvals
completed.
The P-Card cancellation will be processed by the Accounting Services Department
immediately once the expenditure approved. The P- Cardholders Manager must
sign off the "Termination of Employment Checklist" certifying that the expenditure
has been reviewed and approved
All final wage/salary payments will be subject to completion of the Termination of
Employment Checklist.
11.2
Security and Lost or Stolen cards
• It is the P-Cardholders responsibility to keep the P-Card secure
• When selecting and managing a P-Card PIN, cardholders must comply with the
ASB policy on PIN's. The selected PIN must be designed to reduce the chance of
anyone guessing the numbers you choose. The PIN must be kept confidential at
all times
• P-Cardholders are not permitted to share their P-Card and associated PIN. A signed
declaration will be required by the ASB and outlines the non-sharing of P- Cards
rule. Failure to comply with this will result in the P-Cardholder being held personally
liable for the transactions incurred
• If the P-Card is lost or stolen, the P-Cardholder must notify the ASB directly on 0800
803 804 domestically or +64 9 306 3000 internationally, then contact the P- Card
Administrator [email protected] and the Police
immediately. The P-Card "Lost or Stolen form" must be completed and sent to the
P-Card Administrator to request a replacement
• Email the P-Card lost or stolen form to
[email protected] and in the subject line type
Concur
• The form can be found on the intranet Lost, stolen or damaged P-cards.
11.3
Disputed Transactions
• Any transactions of unknown origin or disputed transactions must be referred to the
P-Card Administrator immediately.
11.4
P-Card Amendments
• P-Card limit increase requests must be recommended by a tier 3 manager or
higher. Tier 3 managers or higher must provide a recommendation and rationale of
any limit increases. The signed Credit limit increase request form is to be sent to
Accounting Services by email to [email protected]
Subject line: Concur for final approval before the limit is increased.
11.5
Applications for new cards
• Staff wanting to obtain a P-Card must complete 'Auckland Council's P-Card
application form', must sign 'Auckland Council's terms and conditions of Credit
Card use', have their application endorsed by their manager, and approved by the
appropriate tier 3 manager, Tier 2, CFO, Mayor, or CEO
• In case of an application by a Tier 2 manager the application must have the
endorsement of the CFO. The CFO must obtain approval from the Mayor or CEO.
11.6
P-Cardholders exiting or leaving council or taking extended leave of absence.
• P-Cardholders are required to surrender their P-Card prior to leaving their role and
Approvers are responsible for ensuring that this is done and all transactions
properly accounted for. It is recommended that Approvers retrieve the P-Card at
the time that it is first known that a P-Cardholder will be changing roles or exiting
Council
• Where a P-Cardholder is on an extended leave of absence from the business for
any reason, , it is recommended that the P-Cardholder completes the Extended
Leave form and the Approver contacts the P-Card Administrator and requests that all
spend limits be set to zero. Previous limits can be restored once the P- Cardholder
returns to Council.
12.
BREACH OF POLICY
•
•
13.
A breach of this Policy may be considered to be serious misconduct and may lead to
withdrawal of the P-Card, disciplinary action including possible dismissal and, for serious
and wilful misuse, police action. In all cases of misuse, the Council will endeavour to
recover any monies from the P-Cardholder, including by appropriate legal means if
required
Approvers are responsible for investigating all suspected breaches of this policy or
related policies by P-Cardholders. Investigations should be conducted in accordance
with Auckland Council's Disciplinary Policy.
MISUSE OF P-CARD
The issuance of a Auckland Council P-Card represents Auckland Council's trust in you as a
responsible employee that actively safeguards and protects Auckland Council's interests
when using your P-Card.
The following outlines misuse of the P-card but are not an exhaustive list.
•
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Non-approved expenditure, including purchases for the personal benefit of the PCardholder or the personal benefit of any other person
allowing another person to use your P-Card
splitting a large purchase into 2 or more transactions to overcome the transaction
limits on your P-Card
purchasing similar items from different suppliers to overcome the transaction limits on
your P-Card
purchase of inappropriate items or services
lack of proper or timely coding and reconciliation of a P-Cardholder's transactions on
Concur
failure to provide other supporting documentation where required
failure of managers to approve their direct reports spending within a timely fashion
Auckland Council reserves the right to cancel or suspend P-Card privileges in
instances of misuse
Council operates a three strike approach for breach of this policy, the effect could be
immediate withdrawal of the P-Card and possibly disciplinary action
Personal Expenditure of any kind e.g. coffee for P-cardholder or another staff member.
Some examples of when and how P-Card privileges will be suspended are detailed below:
1.
Outstanding P-Cardholder Coding
• If a P-Cardholder has not sufficiently coded all transactions for the previous month
the limit of that P-Cardholder's P-Card is reduced to $1.00 until coding and approval
is completed. A letter informing the P-Cardholder of the reduction is sent to the PCardholder, and a copy of the letter is sent to the P-Cardholder's manager
• A warning letter is sent to P-Cardholders and approvers who have not sufficiently
coded all transactions.
2.
Managerial Approvals
• If a manager has not approved all of the P-card transactions of their reports the limit
of that P-Card is reduced to $1.00 until approval is completed. A letter
informing the manager of the reduction, because of non-compliance with his/her
responsibilities, is sent to the manager, and a copy of the letter is sent to the
manager's manager
• A warning letter is sent to the manager if they have not approved all P-Card
transactions for their reports.
3.
Three Strike Process Summary
For those P-Cardholders or managers who fail, on three separate occasions, to adhere
to the P-Card coding and approving processes will have their P-Cards cancelled.
Strikes are issued for
• Not completing the coding and/or approving in Concur within the agreed
timeframes (last working day of current month)
• The employee holding the P-Card and the approving manager must both comply
with coding and approving processes to avoid a strike being applied
• Non-compliance of the P-Card Policy will result in losing the P-Card.
Accidental Personal Use of P-Card
• It is unlikely that you will confuse your P-Card and your own personal credit cards;
due to the Council logo on the P-card, however, if your P-Card is accidentally used
for personal use, please advise a P-Card Administrator immediately (or by close of
next business day at the very latest). You will then be advised of the appropriate
action to take. In all instances, your manager must also be notified.
14.
RELATED LEGISLATION OR REGULATIONS



Code of Conduct Procurement Policy
Travel and Accommodation Policy Entertainment and Hospitality Policy Fraud Policy
Concur Approver User Guide
15. ROLES AND RESPONSIBILITIES
Policy User
Adherence and compliance with this policy and guidelines
All managers and
senior officers
Promote the principles of this policy
Policy Owner
•
Notify applicable staff of the requirements of the policy and guidelines eg
Manager Accounting Services
•
Develop, consult, seek approval of and implement policy for the Auckland
Council
•
•
•
Communicate and support policy to all relevant stakeholders
Signed:
Administer requirements of policy
Monitoring and updating of this policy, procedure, guidelines and rules.
Position:
Date:
Signed:
Date:
Policy Renewal Date: 1 July 2014
Position:
Appendix 1
PIN selection:
The Council P-Cards will be the new chip technology and will require a PIN to be selected. Your
selected PIN must be one designed to reduce the chance of anybody guessing the numbers you
choose. You must avoid unsuitable PINs such as:
•
birth dates, months or years in any form or combination
•
sequential numbers (such as 3456) and easily identifiable number combinations (such as
1111)
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any of the blocks of numbers on your P-Card
•
other easily accessible personal figures such as parts of personal telephone numbers or
personal data; PIN changes may be made at any of the ASB branches.
Means of protecting a PIN:
You are responsible for keeping your PIN secure. In particular you must:
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not keep a written record of your PIN
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not keep your PIN in a form that can be readily identified as a PIN
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not disclose your PIN to any other person (including persons in apparent authority, family
members or spouse)
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not negligently or recklessly disclose your PIN
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notify ASB immediately if you become aware that your PIN has become known to someone
else and
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ensure any other P-Cardholders who are able to access any of your Card Accounts by a
PIN keep their PIN secure as set out above.
Appendix 2
AUCKLAND COUNCIL Terms and Conditions of Purchase card (P-Card) use
Employee Name: ........................................... .
I hereby confirm that on receipt of my Council Purchase Card (the "P-Card") issued in my name, I
will abide by the following conditions:
• The P-Card will be used only by me and only after I have signed the reverse of the card in the
space provided
• I undertake to comply in all respects with ASB Terms and Conditions in relation to the P-Card
and understand as a ASB cardholder that I am jointly and severally liable along with the
Council for all transactions on this P-Card
• I will not charge personal expenditure to the Card. The P-Card will only be used for Council
business related expenses in accordance with the Council's policies and procedures, and I
agree that it is my responsibility to always keep myself informed of such policies and
procedures
• I have read the Council's P-card Policy and related procedures
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•
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Should I use the P-Card for personal expenditure or expenses which are subsequently not
approved as valid Council business related expenses, then I authorize the Council to deduct
from any sum it owes to me at any time the amount of unapproved expenditure and I agree
that should amounts still be outstanding, I will pay these immediately in full to the Council. The
Council may also recover any such amount as a debt. I also agree that personal transactions
on council P-Cards constitute gross misconduct and will be dealt with accordingly
I will not use the P-Card to guarantee the payment of a cheque to a third party
If the P-Card is lost or stolen, then I understand that I must notify ASB and the Police
immediately, and request a replacement P-Card. In the event that ASB is not notified, the
liability of all expenses incurred by an unauthorized person will be with the Council as the PCard owner
I undertake to code and submit my expenditure as per the policy and scan tax invoices,
receipts and vouchers into the Concur system within the required timeframes
I will immediately surrender my P-Card upon the request of an authorized representative of the
Council, if for any reason I cease to be employed by the Council
I understand and accept that the P-Card can be withdrawn or cancelled by the Council at any
time, entirely at its discretion
I understand and agree that any failure to comply with any of the above conditions of use, or
any of the Council's policies and procedures referred to above, will result in the P-Card being
withdrawn or cancelled by the Council.
P- CARDHOLDER'S NAME: ...........................
POSITION: ................................... .
P- CARDHOLDER'S SIGNATURE: .....................................
DATE: .........................
Send this form to: P-Card Administrator, Accounting Services
Or
email accou [email protected] and put the word Concur in the Subject Line.