Use of credit cards will be limited to official IGA business purposes. Cash advances and personal charges on the credit card are not acceptable and will be accounted for as a salary deduction in the next pay period. Each credit card will have a specific card holder, primary approver and reconciler setup on the online banking platform. A. Travel-related expenses The IGA credit card may be used to pay for travel related expenses in accordance with travel policies and may include airfare, lodging, car rental, and meals. If the employee has chosen the standard meal allowance, the use of the credit card for the purchase of meals will be deducted from the standard meal allowance due to the employee. If the employee has chosen actual costs for meals, he or she must stay reasonably within the standard meal allowance. B. Business-related expenses The IGA credit card may be used for business-related expenses that have an organizational connection -- that is, the expense must be incurred while performing services as an employee of IGA or in furtherance of IGA business. These expenses must be in accordance with current purchasing policies and may include the purchase of supplies, business meals, recurring internet and subscription fees, local taxi to and from business meetings, and other related expenditures. These expenditures must be substantiated through proper documentation and submitted with the monthly statement for payment or reimbursement. Please note that all purchases of fixed assets and payments totaling $5,000 or more should be submitted for a purchase order prior to commitment and are preferably paid via check. Cardholders shall save receipts and send them to a reconciler, the Office Manager or the Director of Business Operations. The reconcilers will gather the receipts and match them to the charges within the online banking platform or a spreadsheet. The receipts are then uploaded to the system. Once reconcilers upload the receipts, the statement period is available to the approvers. The Office Manager shall be the approver for all IGA employees.. The approvers will gather the original receipts to ensure each charge has a corresponding receipt and ensure each transaction is properly coded. Executive Director and Deputy Executive Director shall approve monthly credit card statements for payment. The accounting consultant will log onto the online banking platform at the end of the month, after the transactions have been approved, to download the information and enter it into the accounting software. 3.8 TRAVEL REQUEST/AUTHORIZATION PURPOSE: To outline the policies and procedures for travel requests and authorization of travel request.
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Deleted: Executive Assistant Deleted: Business Manager
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IGA Accounting Policies and Procedures (guidelines)
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