Probation Department Policy/Procedure Manual

3.38 County Credit Card Issuance Procedure

Location	Travel
Section	N/A
Subject	3.38 County Credit Card Issuance Procedure
Purpose	Establish Responsibilities for County Credit Card Usage.
Effective Date	4/8/2019
Previous Effective Date

 

Credit Card Responsibilities

The County’s policy for County credit card use (Mastercard’s) states that County Credit Card’s should be used only as a last resort when no other credit card is available.  In order to better align our practices and procedures with County policy, the department will implement the following practices.

County Master Cards will no longer be issued for travel involving less than four nights of lodging.  Staff who travel regularly are encouraged to apply for and use a Citibank Corporate Card or use their personal credit card or personal funds to pay for travel expenses.

For travel that requires lodging expenses of two weeks or longer, the Department will pre-pay the hotel with a check (if the hotel accepts pre-payment by check).

Staff must have approval of their Chief Deputy on the Credit Card Issuance Form before they can be issued a County Credit Card.

Exceptions may be made on a case by case basis if the non-issuance of a County Credit Card would cause a hardship.  Requests for exceptions are to be submitted to the Chief Probation Officer.  The Chief Probation Officer must approve the hardship before a County Credit Card can be issued.

The Department Finance Unit processes travel reimbursement requests as a priority, and those requests are paid by the Auditor/Controller’s Office as soon as the complete and correct reimbursement request is received.  Reimbursement is generally received by the employee with three to five days of the submission of the travel reimbursement request by staff.