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product. When the Cardholder receives the goods after placing the order, he/she
must retain all shipping documentation and the invoice for later submission to the
Department Administrator.
b. Security for Internet Purchases:
The internet address for purchases should begin with https://. The Cardholder
should also look for a “lock” icon on the browser’s tool bar or status bar. The “lock”
icon looks like a closed padlock and is located in varying places depending on
which browser release level being used.
The Cardholder should not accept access to a vendor’s secure website if the
browser issues a warning about problems with the website’s Certificate. In this
case, the Cardholder should cancel the purchase and contact the NNRHA’s
Information Technology Department for further instructions.
c. Credits for returns, etc. must be credited to the Cardholder’s credit card account.
The Cardholder should provide documentation to the Department Coordinator for
any credits applied to the credit card account. Cash credits shall not be accepted
by the Cardholder.
8. Monitoring the Cardholder’s transaction account for each of his/her purchases.
9. Sending his/her billing statement, and all original detailed (itemized) receipts to the
Department Coordinator within seven (7) working days of receiving the monthly billing
statement. All receipts must indicate the item(s) purchased and explanation by the
Cardholder must be provided if clarification of business purpose is needed. If the receipt
is for a meal or the purchase of food for a meeting or event, the business purpose of the
meal/food and the individuals in attendance must be indicated.
10. Immediately (within 24 hours) reporting lost or stolen cards to the Card Issuer and
his/her Department Head, Department Coordinator and the Credit Card Program
Administrator.
11. Resolving disputes or billing errors directly with the vendor and notifying the Department
Coordinator and Credit Card Program Administrator if the dispute or billing error is not
satisfactorily resolved.
12. Notifying the Credit Card Program Administrator immediately for assistance when a
merchant declines to accept a credit card. If the purchase is being made outside of
normal NNRHA business hours, the Cardholder must find an alternative payment
method or cancel the purchase and contact the Credit Card Program Administrator
during normal business hours.
13. Not accepting cash in lieu of credit to the credit card account.
14. Immediately reporting to the Department Coordinator any incorrect and/or unauthorized
purchases.
15. Completing an Asset Addition Form upon the purchase of computer equipment in excess
NNRHA – Credit Card Policy (07/02/2026)
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