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Legislative Assembly for the ACT: 1999 Week 6 Hansard (22 June) . . Page.. 1712 ..
faxed details containing the card number are not left on the machine for general access; and that papers containing the number are stored securely..
10.18 Card-holders must ensure there is a clear description of the goods/services purchased on supporting vouchers. The description "goods' is not sufficient. The description is required so that expenditure can be easily checked, reconciled and coded to the correct ledgers. Where a sales voucher is not provided, such as for purchases by telephone, the Card-holder must maintain an adequate record to assist with reconciling their monthly statement.
10.19 All purchase documentation must be retained to verify the expenditure was legitimate and to support payment of the monthly statement.
Restrictions
10.20 Credit Card-holders must not:incur expenditure unless funds are available to cover it;
exceed their transaction limit on the maximum they can spend in a single purchase;
exceed their card credit limit on the total amount which can be spent within the period;
use the credit card to obtain cash; and
use the credit card for personal use.
Statement Reconciliation/Payment
10.21 Immediately upon receipt of their monthly statements, Card-holders should:
reconcile their transactions and/or their documentation of individual expenses
against matching transactions on their government corporate credit card statement;
summarise cost centre information;
resolve any discrepancies; and
sign off their statement for payment and forward it to the Accounts Unit in the
Finance Section for payment.
10.22 Multiple transactions with common cost centre combinations should be clearly identified and totalled either on the face of the statement or on the attached transaction summary.
10.23 Related paperwork such as invoices, credit card dockets, receipts, etc. and any supporting transaction summary should be attached to the statement which is forwarded to accounts.
Chief Executive's Financial Instructions
Page 13Issue No. 1 Issue Date: December 1996
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