Your local government or school district may authorize designated employees to use a credit card issued in the name of the local government or school district to pay for certain travel and conference expenses. This can be accomplished by allowing employees who travel frequently to have a local government or school district credit card issued in both the name of the local government or school district and the employee’s name and official capacity, by allowing authorized employees to sign out a credit card when they need to travel, or by allowing the business or treasurer’s office to have a credit card that can be used for large dollar travel expenses that don’t require the traveler to present the credit card upon arrival (e.g., conference registration fees, airline tickets). Before credit cards can be obtained for travel purposes, they must be authorized by the governing board and a credit card contract must be entered into with a card issuer or financing agency in accordance with the procurement policies and procedures of the local government or school district.
Regardless of the method employed, credit card usage must be in accordance with your travel and conference policy and your internal credit card usage policy.4 Claims submitted by credit card issuers or financing agencies are subject to the standard audit of claims requirements discussed later in this publication. Individual travelers who have been issued a credit card should attach their original credit card receipts to their travel reimbursement claim. Original charge receipts should be submitted for audit before any reimbursement claim may be paid. Credit cards issued for travel purposes cannot be used to charge personal items or expenses. Care should be taken to ensure that employees are not reimbursed for travel expenses that have already been charged to a local government or school district issued credit card.
4 Our Local Government Financial Toolbox Credit Card Accountability highlights some critical components of a good credit card policy.