NZLA Debit Card Policy
The Rationale:
The NZLA national treasurer and president each hold a debit card which enables them to make payments for meetings, conferences and travel etc. Having a card reduces workload for the treasurer dealing with expense claims, allows for clear tracking of purchases, and enables payments to be made when invoicing is impractical, for example, when paying for meals or incurring expenses overseas.
Purpose:
To have procedures in place that clarify how the cards are to be used and to prevent misuse.
Guidelines:
The following procedures prevent fraud or misuse.
The card must only be used for NZLA Exec related purchases, and for actual and reasonable costs associated with NZLA business.
It must never be used for personal purchases.
It must not be used by anyone other than the designated cardholders.
Payments outside budget or cardholder delegation must be authorised by no fewer than two Exec members, including the president.
All expenditure transactions on the card must be supported by a GST receipt or invoice.
All purchases should be accounted for as soon as possible after receiving a statement and no later than ten days after receipt.
Cash advances are not allowed.
The card limit cannot be exceeded.
The cardholder must:
protect the card's pin number
immediately report its loss to the bank.
return it upon ceasing the term of president or treasurer.
Implemented June
2025
Next Review
June 2028