Credit Card Usage

24.0 Finance and administration51995-07-012015-02-032015-02-032017-02-28

ACUI will issue credit cards to staff and volunteer leaders for them to fulfill the duties of the position. ACUI credit cards are issued to individuals and are not to be given or loaned to others, regardless of the circumstances. Cardholders must submit a signed application and agree to the terms and conditions outlined on the application forms and in the guidelines and procedures of this policy. Failure to comply with these terms and conditions could result in cancellation of the card. Any breach of these terms and conditions will be considered as a breach of the Code of Conduct and will be dealt with accordingly. Such breaches could be grounds for disciplinary measures that can lead, for example, to dismissal from the position. This card, issued to the staff or volunteer leader, is the card to be used for required travel and expenses incurred on behalf of the ACUI. It is the individual's responsibility to ensure that this card's usage and management complies with the Association's expenditure policies.

Responsibilities of Cardholder

The cardholder is responsible for the safekeeping of the card and will be held accountable:

  • To ensure that the card is used only for legitimate Association purposes;
  • To submit copies of all receipts, invoices, purchase documents, and correspondence by the designated deadline;
  • To advise the Association of any incorrect charges/transactions in order to follow-up and obtain credit from the issuing institution, if warranted; and
  • To immediately notify the credit card company and the ACUI Central Office in the event the card is lost or stolen.

Cancellation and Renewal of Cards

Should an individual leave the position or role within the Association, he or she must immediately return the card to the Central Office for cancellation. Cards may be cancelled at any time by the Association if any of the policies, procedures, and guidelines are not followed or if there is not compliance to any of the terms and conditions outlined on the application form and in this policy.

Expense Forms

Expense forms for reimbursables must be submitted with appropriate signature of approval to the Central Office within 60 days of the expense.

Updated March 30, 2015