Rapp government beefs up oversight of credit card use

Curry: ‘I've been asked by BOS members to review the credit card policy during the Feb. 3 BOS meeting’

On April 3, 2017 the Rappahannock County Board of Supervisors adopted “Policy 301, Credit Card Policy,” which arguably too many years too late brought structure and oversight surrounding the use of county government issued credit cards by employee cardholders.

Since then, as county Administrator Garrey Curry told the Rappahannock News this week, supervisors who request the documentation “are sent monthly credit card statements for review in advance of the BOS meeting at which payment is made.”

Currently, Curry told us, county issued credit cards are held by himself, Director of Human Resources and Special Projects Lauren May, Director of Elections Kim McKiernan, and Sheriff Connie Compton.

“I've been asked by BOS members to review the credit card policy during the February 3 BOS meeting,” Curry added.

That said, thanks to its 2017 board action, the newer policy and procedures put in place by supervisors leaves little room, if any, for carelessness or abuse on the part of the cardholder.

The policy’s purpose, as stated, is to establish procedures under which the county administrator and all departments shall control the use of credit cards assigned to and utilized for the purchase goods and services and to pay for authorized travel expenses on behalf of the county.

The procedures as spelled out are intended:

To ensure procurement of goods and services with credit cards is accomplished in accordance with the county’s procurement ordinance.

To ensure payment of travel expenses with credit cards is accomplished in accordance with the county’s travel policy and procedures established by the administrator.

To ensure that appropriate internal controls are established within each department using credit cards only for authorized purposes.

To ensure the county bears no legal liability from inappropriate use of credit cards.

To provide a convenient method for small purchases (small purchases defined as $1,000 or less) and to facilitate e-commerce, including internet purchases and/or payments.

To facilitate the payment of travel expenses, such as airfare, hotel charges, meals, registration, training, educational and conducting county business.

Otherwise, the decision of when a credit card is issued, and to whom, will be made by the county administrator upon the recommendation of the department head/elected officer. Credit cards issued to employees will display the employee’s name, account number, and card expiration date.

As for purchases, each credit card is set a maximum dollar amount for each single purchase. Credit cards can only be used for county purchases and travel expenses “that meet a public purpose.” Also, no other person is authorized to use the card unless prior written permission has been provided by the county department head.

Most importantly, according to the policy: “Personal use is not allowed.”

In the event a personal charge does occur, the employee must complete an “Accidental Use Form” within 48 hours and submit it to the administrator.

Any time a purchase is made using a county card, the cardholder must obtain a customer copy of the charge slip and the detailed receipt, which will become the “accountable” documents. If it’s a telephone order, and a detailed charge receipt isn’t provided, the cardholder has to provide the documentation required on a county “Small Purchasing Authorization Form” with an explanation that it was a telephone purchase.

With internet orders, as is most common these days, a majority of reputable sites would certainly provide order confirmations/receipts either online or via email.

As for some of the other policy particulars, “tips” shall not exceed 20 percent of the total meal. And as for enjoying a Bud Light, alcohol is “not a covered expense.”

Finally, any instances of “frequent abuse… as determined by the county administrator may result in cancellation of the credit card.”