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Municipality of the County of Richmond - Credit Card Policy
Page 1 of 3
Title:
Credit Card Policy
Approved by Council
Date: May 26, 2026
Policy Review Notification
Date: May 6, 2026
Policy Review
Date: May 12, 2026
I certify this to be a true copy of the Credit Card Policy as adopted by the Municipal
Council of Richmond County at a Public Meeting held on May 26, 2026.
________________________
Shelley David, Municipal Clerk
1.
Purpose
1.1. This Policy outlines the procedure for using the Municipality of the County of
Richmond (MOCR) corporate credit card for purchases, within the Council-
established credit limit, in situations where vendor invoicing is unavailable.
1.2. Use of the credit card is intended to support operational efficiency and does
not replace standard purchasing, tendering, or approval processes where
those processes are required.
2.
Scope
2.1. This policy applies to all MOCR employees who are authorized to use the
corporate credit card under the approved sign-out procedure.
3.
Roles and Responsibilities
3.1. Municipal Council will be responsible for reviewing, amending, and adopting
the Credit Card Policy.
3.2. The CAO will be responsible for implementing and administering this Policy.
3.3. The Finance Department is responsible for providing guidance on the
application of this Policy, monitoring corporate credit card transactions for
compliance, reconciling statements, processing payments, and reporting any
irregularities or misuse to the CAO.
THE MUNICIPALITY
LA MUNICIPALITE
OF THE COUNTY OF
DU COMTE DE
RICHMOND
Municipality of the County of Richmond - Credit Card Policy
Page 2 of 3
4.
Corporate Credit Card, Credit Limit, and Transaction Control
4.1. Card Assignment and Credit Limit
a) MOCR will only have one credit card assigned to the Chief Administrative
Officer (CAO).
b) The CAO is authorized to distribute the credit card to Department Heads
through the credit card sign-out procedure.
c) The credit card limit is $20,000. Council approval is needed for a Credit
Card limit increase.
4.2. Credit Card Reward Points
a) Staff will advise Council of the reward point balance and cash value
annually on the first Regular Council meeting in April.
b) Council will direct Staff as to how they wish to proceed with the
redemption for gift cards or cash back.
4.3. Purchasing Requirements
a) Vendor invoicing must be used when available.
b) Purchases must follow the MOCR Purchasing and Tendering Policy. This
includes purchase order approval by the CAO for any purchase of 1,500
dollars or more.
c) Larger purchases must not be broken down into smaller purchases in
order to meet the transaction limit.
4.4. Cardholder Oversight and Controls
a) The cardholder (or designated user) must:
i.
Account for all credit card transactions on the MOCR sign-out sheet
and must obtain, verify, and keep all receipts, charge slips, and the
transaction log for tax and audit purposes.
ii.
Notify the Bank immediately if the corporate credit card is lost, stolen,
or compromised.
iii.
Contact the Bank to dispute any charges using the customer service
contact information provided with the corporate credit card.
-
THE MUNICIPALITY
LA MUNICIPA+ITE
OF THE COUNTY OF
DU COMTE DE
RICHMOND
Municipality of the County of Richmond - Credit Card Policy
Page 3 of 3
4.5. Credit Card Security and Protection
a) The credit card must be stored in a designated secure, locked location
when not signed out.
b) When signed out, the credit card must never be left unattended, including
in vehicles, unlocked desks, or unsecure areas.
c) The credit card must be signed in upon return following a purchase.
5.
Prohibited Use
5.1. The corporate credit card shall not be used for:
a) Personal purchases
b) Travel advances
c) Cash advances
d) Reimbursement for interest incurred on the corporate credit card.
6.
Compliance
6.1. Failure to adhere to the Policy requirements may result in loss of corporate
card privileges.
7.
Public Reporting
7.1. Credit card statements and supporting receipts shall be posted monthly on
the Richmond County website.
8.
Related Documents
8.1. Purchasing and Tendering Policy
8.2. Travel and Expense Policy
9.
Policy Review/Amendments
Date of Review
Approved/Amended by Council
May 12, 2026
May 26, 2026
THE MUNICIPALITY
LA MUNICIPALITE
OF THE COUNTY OF
DU COMTE DE
RICHMOND