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Legislative Assembly for the ACT: 1996 Week 11 Hansard (26 September) . . Page.. 3599 ..

4.5 It is the Cardholder's responsibility to be familiar with and aware of approved purchase procedures as outlined in the Australian Capital Territory Purchasing Manual. In any case, adherence to correct purchasing procedures would be necessary if only to avoid conflict at the time of reconciliation and approval for payment of the month's transactions.

4.6 Under no circumstances should any officer be permitted to use or quote another officer's card or card number for purposes of obtaining supplies/purchases for official purposes. If this has occurred, an immediate report should be made to the Branch or Divisional Head as well as the Co-ordinator, Credit Card Services, Financial Services Branch, ACT Treasury. Legal and/or disciplinary action will follow.

4.7 Copies of the reports required in the preceding paragraph should be forwarded to the Director, Investigations Unit, Review and Evaluation Branch, Office of Public Sector Management.

4.8 Cardholders must ensure that they;

a) obtain approval to incur any proposed expenditure - Attachment C refers;

b) obtain invoices, sales and/or other documentation to support every transaction entered into with the ACTCCC;

c) maintain documentation to evidence;

i) handover of the goods received through ACTCCC usage, or

ii) the identity of the officer requesting a service to be provided through ACTCCC usage; and that they

d) maintain permanent records of every transaction for purposes of good management practice as well as for the establishment of a clear audit trail eg. see Attachments C & D.

4.9 Personal Identification Numbers (PIN) are not issued to Cardholders by the State Bank.

4.10 Cardholders should under no circumstances use their ACTCCC to withdraw cash or its equivalent, unless authorised by the Director Accounting Practices, Financial Services Branch, ACT Treasury. Any related return of goods or adjustments should be reflected through the State Bank Credit Card billing statements. Please also see Section 12.0 - ACTCCC MISUSE/FRAUD.

4.11 Any use of the ACT Government Corporate Credit Card for unofficial or private purposes is expressly forbidden. Any such action is tantamount to fraud and will be dealt with accordingly.

4.12 Renewals of cards take place automatically once in first year of issue and two yearly thereafter. However even if advised to do so by State Bank, Cardholders must not take delivery of the renewal cards direct from the bank. All Corporate Credit Cards must be collected from the Credit Card Services Section exclusively.

5.0 TELEPHONE/FAX ORDERS

5.1 Usage of the Credit Card number for telephone orders must only be carried out by the holder of the ACT Government Corporate Credit Card. Under no circumstances must this task be left to another officer.

5.2 Records of telephone orders must be maintained - see Attachment C.

5.3 Using a fax message is considered preferable to placing orders solely by phone, as it provides a written record of the relevant order including the name of the officer placing the order.

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