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5. Ensuring that the Cardholders comply with the approval and documentation process.
6. Resolving any disallowed or unsupported expenses.
7. Initiating appropriate disciplinary actions when violations of policy occur within their
department.
8. Notifying the Credit Card Program Administrator of removal of Cardholder privileges.
B. Cardholder Responsibilities
The Cardholder must use the credit card for legitimate business purposes of the Newport
News Redevelopment & Housing Authority only. The credit card may not be used for cash or
other Disallowed Expenses. Misuse of the card will subject to the Cardholder to the NNRHA’s
Disciplinary Policy.
Responsibilities shall include:
1. Completing mandatory Cardholder training prior to receipt of card.
2. All employees issued a credit card must sign the NNRHA Credit Card Agreement Form.
3. Activating the credit card before first use
4. Maintaining the security of the credit card at all times. The credit card should be
maintained in a secure location and the credit card account number carefully guarded.
5. Ensuring the credit card is used for legitimate business purposes only.
6. Complying with the approved procurement authority and authorized usage, purchasing
limits and restrictions established by the NNRHA. Ensuring that card purchases are in
compliance with the Virginia Public Procurement Act, and the NNRHA Human
Resources Policies and Programs Manual. Attempts to circumvent the approved
authority and/or authorized usage shall be considered misuse and the violating
Cardholder shall be subject to the NNRHA’s Disciplinary Policy.
7. Obtaining and reconciling supporting documentation to verify purchases that will be
listed on Cardholder’s statement and reviewing usage of credit card data for accuracy.
a. When a Cardholder makes a purchase over the counter, the Cardholder shall
obtain the customer’s copy of the charge receipt and/or invoice. The Cardholder is
responsible for ensuring that the merchant correctly lists the quantity, describes the
item(s), does not make math errors and does not charge sales tax before the
Cardholder signs the slip. The NNRHA is a political subdivision of the
Commonwealth of Virginia and therefore is exempt from sales and use tax on the
purchase of goods and services. However, sales and other special taxes imposed
by taxing authorities on hotel, restaurant and airline bills are acceptable charges.
When making purchases by telephone or internet, the Cardholder must retain a
copy of the order confirmation. If a purchase is made via mail or telephone, a
request should be made of the vendor to include the receipt when shipping the
NNRHA – Credit Card Policy (07/02/2026)
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