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and the card account number should be carefully guarded. Attempts to circumvent the
approved authority/or authorized usage shall be considered misuse, and the violating
Cardholder shall be subject to the NNRHA’s Disciplinary Policy.
B. Program Documentation - Documentation concerning the credit card program will be
maintained by the Credit Card Program Administrator located in the Finance Department.
This documentation includes, but is not limited to, applications, Cardholder Agreements and
billing statements. The Credit Card Program Administrator will also maintain documents
relating to, but not limited to, reconciliation of accounting statements, copies of transmittals
with supporting documents/receipts and payment correspondence with the Card Issuer.
The Program Administrator will also maintain each Cardholder’s original monthly invoices,
Spend Reports, vendor receipts and any other supporting documentation. Original
documents containing original signatures must be retained for three fiscal years per Library of
Virginia Records Retention and Disposition Schedule, General Schedule No. 02. After
fulfillment of the retention period, Library of Virginia Form RM-3 must be completed to
authorize and document the destruction of the records prior to their destruction.
XIV. RESPONSIBILITIES
A. The Executive Director or their designee should determine if the credit card program will
benefit in the procurement efforts of the departments, and if the resources exist to separate
the procurement/approval/reconciliation functions.
The Executive Director or their designee will decide who will receive a credit card and assign
the monthly spending limit for each card.
Responsibilities shall include:
1. Ensuring that all purchases are in accordance with the NNRHA Credit Card Policy,
Agreement and Procedures Manual, the Virginia Public Procurement Act and the
NNRHA Human Resources Policies and Programs Manual.
2. Ensuring funds are available before allowing transactions to be initiated by Cardholders
within his/her department.
3. Completing mandatory Cardholder training and ensuring the same of all Cardholders in
their department.
4. Appointing a Department Coordinator and back-up Department Coordinator to oversee
the credit card program for the department and notifying the Credit Card Program
Administrator of the appointment.
NNRHA – Credit Card Policy (07/02/2026)
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