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departments, however, employees are permitted to use the card with permission from their
respective Department Head. Cardholders may not use their purchases to qualify for rewards
programs such as those offered by hotels or airlines.
Each Department Head will be responsible for ensuring that the business expenses charged to
the credit cards assigned to his/her department are allowable within the Housing Authority’s
policies and regulations and that the expenses have a justifiable business purpose.
Each purchase of computer/electronic equipment over the amount of $1000 requires the
cardholder to complete an Asset Addition Form.
III. DEFINITIONS
A. Credit Card Program Administrator – An NNRHA employee in the Finance department,
assigned by the Finance Director to oversee administration of the NNRHA’s credit card
program.
B. Department Head - A Department Director responsible for an NNRHA Department
C. Department Coordinator – An NNRHA employee in each department, designated by the
Department Head who is responsible for fiscal oversight of the department’s credit card
program.
D. Cardholder – An NNRHA employee that has been issued an NNRHA credit card.
E. Card Issuer - The financial institution issuing the credit card.
F. Credit Card Statement - The monthly billing statement sent via U.S. mail to each cardholder.
G. Disallowed Expenses - Any purchase that is not in conformance with the NNRHA Credit Card
Policy, Agreement and Procedures Manual, the Virginia Public Procurement Act, and the
NNRHA Human Resources Policies and Programs Manual. Disallowed expenses include
personal purchases, cash advances, alcoholic beverages, and transactions over purchasing
limits as set forth in this policy. Splitting an order into two transactions to circumvent
purchasing limits is disallowed. Paying an invoice with an NNRHA credit card after goods or
services have already been received is termed “after the fact” and is disallowed.
H. Unsupported Expenses - Credit card purchases with no receipt or detailed supporting
documentation. The Cardholder may be required to pay for any unsupported purchase.
I. Small Dollar Purchases - Purchase of goods and services no greater than $1,000.00.
Purchases for travel-related expenses no greater than $2,000.00. Exceptions to these
thresholds will be made with prior approval from the Executive Director.
NNRHA – Credit Card Policy (07/02/2026)
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