Charge
The DMCMA recognizes that the use of credit cards is a customary and economical business practice to improve cash management, reduce costs, and increase efficiency. The DMCMA also recognizes the use of credit cards to be an appropriate and useful means of making payment for a variety of types of purchases; some examples may include travel expenses, regional training and conferences.
1. Distribution - Authorized Card Holders
A. The DMCMA members listed below will each be issued one credit card, which can be used as necessary by various DMCMA members in good standing for approved purchases. Additional DMCMA credit cards may be issued to DMCMA officials and DMCMA members in good standing who, in the opinion of the DMCMA Board, have DMCMA responsibilities, which could be more easily facilitated by the use of a credit card and the credit card use would benefit the DMCMA. The authorized card holders may transfer the card to other DMCMA members in good standing for DMCMA purposes. The credit card is to be returned to the authorized card holder as soon as possible if this occurs. The Treasurer must be notified within 24 hours anytime the credit card changes hands.
- President
- Vice-President
- Education Chair
- Technology Chair
- Treasurer
2. Authorization & Control
A. Issuing Bank
Bank is to be determined by the DMCMA Board.
B. Credit Card Administrator
The DMCMA Treasurer will be responsible for the overall administration of the credit card program by reviewing, reporting and coordinating all aspects of the program. This administrator will act as the liaison between the bank and the individual credit cardholders. The DMCMA Treasurer will obtain and retain a signed credit card user agreement form for all credit card users. If an authorized card holder transfers the card to another DMCMA member they will obtain a signed credit card user agreement form and submit to the Treasurer within twenty-four (24) hours, excluding weekends and holidays.
3. Approved Uses for Credit Card Purchases
A. Each card has a credit limit set by the DMCMA Board. Such credit card(s) shall be used for DMCMA business-related charges not to exceed the credit limit set by the DMCMA Board. Examples of allowable charges may include advance payment of airline fares, lodging, registration fees, regional training and conference expenses (where such expenses have been included in the budget approved by the DMCMA Board).
B. Authorized users may use the credit card to purchase meals while in travel status or attending a meeting as an official DMCMA representative. However, those meals must fall within the per diem rates set within the GSA Per Diem Rates Schedule http://www.gsa.gov/portal/content/104.877. If the meal is over the rate, the user will be responsible to reimburse the DMCMA for this purchase.
C. It is required that all credit card charges include original receipts, a detailed description and/ or other original documents identifying the credit card expenditures.
These must be delivered to the Treasurer within five (5) days, excluding weekends and holidays; if in travel status they must be delivered within five (5) days, excluding weekends and holidays, upon return via the appropriate jotform.
4. Disallowed Charges
A. The following uses are not authorized credit card purchases:
• Personal Items and Services
• Cash Advances of any kind
• Alcoholic Beverages
• Money Orders/Travelers Checks
• Charges made without pre-approval
B. No member shall use the DMCMA-issued credit card for non-DMCMA business or personal use. Any member using a DMCMA-issued credit card for unauthorized non DMCMA business or personal use may be subject to legal action and shall be billed by the DMCMA for all such unauthorized charges. Disallowed charges, or charges not properly identified, will be paid by the member before the charge card billing is due. If a situation arises where a member is responsible for charges and the timing of the payment may result in interest and/or late fees, the DMCMA Board must be informed immediately.
C. Any member with a demonstrated history of charge card defaults may be barred from using any DMCMA credit cards by the DMCMA Board as appropriate.
5. Receipt of Goods & Services
A. The cardholder is responsible for ensuring the receipt of the goods and services as ordered and any follow-up with the vendor to resolve any delivery problems, discrepancies or damaged goods. Should any item(s) need to be returned to the vendor, the cardholder will follow the vendors return policy and also be responsible to ensure that proper credit is posted for said return item(s). In most cases, returns and errors can be resolved directly between the cardholder and the vendor.
B. If for any reason the cardholder is unable to reach agreement with the vendor, the cardholder must contact the bank and explain the dispute and the reason behind it. In addition to contacting the bank, the reporting cardholder will also contact the Treasurer and apprise them of the situation. Bank procedures in relation to the dispute and its process will be followed.
6. Card Security
A. The DMCMA credit card should always be treated with great care and should be kept in a secured location. If should only be accessible to the member authorized to use it.
B. It is the responsibility of the cardholder to immediately report a lost or stolen DMCMA credit card. The DMCMA may be held liable for all transactions until the card is reported lost or stolen. A cardholder must report a lost or stolen credit card by phone directly to the bank at its customer service number and also to the DMCMA Treasurer immediately upon discovery of the card being lost or stolen.
7. Audits & Enforcement
A. To ensure the continued success of the DMCMA Credit Card Program, as well as adherence to the policies as outlined, the credit card account will be open to internal audit requirements.
B. For continual offenders, your credit card usage may be cancelled at the discretion of the DMCMA Board.
C. Personal Use - Personal use of a DMCMA credit card will NOT be tolerated and may result in:
• Legal action
• Permanent revocation of the use of the card
D. Termination - All credit cards must be returned to the DMCMA Treasurer upon change of status of as an Authorized Card Holder, or upon request by the DMCMA Treasurer.