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SOUTH ORANGE RESCUE SQUAD,INC. <br /> North Carolina <br /> Standard Operations Manual <br /> Subject: Squad Credit Card Use SOP No.: FIN-007 <br /> Effective Date: September 8,2005 <br /> Revision Date: Authorization Signature: <br /> 1. PURPOSE <br /> 1.1. To establish guidelines and procedures for the use of Squad Credit Cards. <br /> 2. OSHA REQUIRMENTS <br /> 2.1. N/A <br /> 3. CERTIFICATION LEVELS <br /> 3.1. All <br /> 4. POLICIES <br /> 4.1. Credit card use shall not circumvent existing financial controls. <br /> 4.2. BoD action shall be required to grant credit cards to certain officers or squad agents. <br /> 4.3. BoD action shall be required to revoke assigned credit cards. <br /> 5. PROCEDURES <br /> 5.1. The Treasurer shall select the financial institution from which to obtain credit cards with the <br /> advice and consent of the Finance Committee. <br /> 5.2. The Treasurer shall be the contact person with the financial institution to receive credit cards and <br /> regular statements. <br /> 5.3. The Secretary shall review the credit card statements,associated paperwork,and documentation <br /> on a regular basis. The Treasurer shall provide those records to the Secretary in a timely manner. <br /> 5.4. Any person making a purchase by credit card shall provide the Treasurer with the Purchase <br /> Information as identified in FIN-002. The information shall be provided as soon as possible. <br /> 5.5. When the credit card statement is received,the Treasurer shall notify by email or in writing any <br /> card holder of any purchase he or she made for which information has not already been provided. <br /> 5.6. The Treasurer should pay the credit card bill even with outstanding items so as to avoid finance <br /> charges. <br /> 5.7. The card holder has 21 days to provide sufficient documentation to the Treasurer following <br /> notification of deficiency. <br /> 5.8. The Treasurer shall report to the BoD any situation in which use of any credit card seems <br /> irregular or any outstanding deficiency in the provision of Purchase Information. The BoD shall <br /> investigate the Treasurer's report and take appropriate action. <br /> FIN-007 Squad Credit Card Use.doc <br /> -Page 1 of 2- <br />