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Legislative Assembly for the ACT: 1996 Week 11 Hansard (26 September) . . Page.. 3601 ..

c) originals of invoices and other documentation are attached. Copies of State Bank's billing statements, if unsupported by the relevant invoices and other documentation, are insufficient to support a claim for payment of transactions effected through usage of a Credit Card;

d) the attached originals of sales dockets are clearly itemised. If the itemisation was not carried out by the supplier but subsequently by the Cardholder, the relevant sales docket must be endorsed accordingly;

e) the supplies paid for by the Cardholder are clearly within the description of the relevant charge code and are for official purposes;

f) the approved card, transaction, and funds available limits appropriate to each card have at no stage been exceeded; and

7.6 Once supervisors have satisfied themselves that the billing statement is in order to pay in accordance with the steps outlined in these guidelines, the supervisor should endorse the billing statement with the statement "TRANSACTIONS VERIFIED" against the dated supervisor's signature.

7.7 The Cardholder must arrange prompt settlement of the total amount of their statement. This includes the value of any disputed billing unless the Cardholder is able to reach an immediate resolution with the bank. Expenditure should be charged to an appropriate code allowing opportunity to adjust any credit against subsequent payments (see para 7.9).

7.8 A suitable explanation together with a history of action to resolve the issue should be attached to the billing statement.

7.9 Once a disputed billing has been addressed, the State Bank will show a reversing credit referring to the original entry and papers. This will reduce the amount due on their current statement allowing recovery of any overpayment by reducing the net amount payable.

7.10 In effect, any disputed amount is to be treated virtually as a prescribed payment.

7.11 No Cardholder should carry out the task of carrying out the process of verifying and clearing for payment of the Cardholders own billing statement. For purposes of internal control and good management the task of verifying each Cardholder's transactions should be that of the Cardholder's supervisor.

7.12 The Efficiency Scrutiny on Processing of Accounts in fact asserted that claim checking should be located in the functional area wherever practicable. Supervisors of Cardholders are therefore considered to be best placed to perform that check in regard to the, appropriateness of Credit Card usage on behalf of the Section.

7.13 Any Agency Head or officer of similar standing, who is also a Cardholder, should have the above verification processes carried out by an officer at the next administrative level below that of the Cardholder.

7.14 The relevant claims should be matched to the statements for each Agency so as to ensure that all Cardholder's outstandings have been accounted for.

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