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Legislative Assembly for the ACT: 1999 Week 6 Hansard (22 June) . . Page.. 1702 ..

Financial Management Reform

Guidance Paper Number 10

fax use of the credit card, the holder and card supplier are trusting the vendor to record the correct amount against the credit card and not to use the card details to process any extra transactions.

Use of the credit card number for telephone numbers must be carried out only by the

card holder. Under no circumstances must an officer other than the card holder'

quote another officer's card number. Agencies will need to determine what form

or record is required to facilitate telephone purchasing.

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 card holder placing the order.

A further benefit in using fax messages is that it is useful to assist routine enquiries at a future date. Faxed messages also reduce the incidence of mistakes or misinterpretations in telephone orders by either or both the card holder placing the order, and the supplier. All details should be checked carefully on receipt.

Facsimiles which confirm or initiate an order must be signed by the relevant card holder before dispatch.

3.3 Corporate Credit Card Transaction Documentation

Use of the credit card does not change the requirements of the purchasing processes, that require that a record of every transaction be kept. It is the card holder's responsibility to ensure that appropriate documentation for each transaction is obtained. These records will be used for:

reconciliation with the AMEX monthly billing statement including verification by the card holder's supervisor;

costing purposes, i.e. deciding where the expense should be charged;

an audit/management trail;

recording commitment;

providing information for asset or portable and attractive item registration; and

recording the date of receipt of goods, or services.

These records are also maintained for the protection of the card holder.

The documentation retained concerning a transaction should be sufficient to identify uniquely the transaction in relation to the goods or services obtained. Documentation must provide the following details:

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