This page uses extracted PDF text. Text can misread numbers, dates or table columns. Check the PDF before quoting or interpreting it. Redacted areas remain redacted.
of $1,000 in cost.
16. Returning the credit card to the Department Coordinator upon terminating employment
with the NNRHA or transferring departments.
C. The Department Coordinator Responsibilities
An NNRHA employee designated by each Department Head to act as Department Coordinator for
his/her department. The Administrative Assistant of each Department Head will fill this role.
Responsibilities shall include:
1. Completing mandatory Cardholder training.
2. Preparing applications for credit cards within their department, obtaining signatures from the
applicant and Department Head, before forwarding completed application to the Credit Card
Program Administrator.
3. Reviewing transactions and supporting documentation received from the Cardholders within their
department for propriety and approving the transactions for payment.
4. Notifying the Credit Card Program Administrator of any disallowed or unsupported expenses.
5. Assisting with the resolution of disputed, disallowed and/or unsupported expenses and collecting
payment from the Cardholder for any disallowed and/or unsupported expenses and remitting
same to the Credit Card Program Administrator for deposit.
6. Ensuring that lost or stolen cards are immediately (within 24 hours) reported to the Card Issuer
and Credit Card Program Administrator.
7. On direction from the Executive Director, notifying the Credit Card Program Administrator
immediately when employees transfer to another department, terminate employment or move to
another position within the department that does not require credit card use.
8. Requesting the Credit Card Program Administrator to cancel/deactivate Cardholder’s card for loss
of credit card privileges as approved by the Executive Director. Collecting canceled cards from
Cardholders and shredding the cards.
9. Participate in card usage research by reviewing transaction reports annually to identify
purchasing patterns that may benefit the department.
10. Ensuring the Cardholder recovers sales taxes paid on exempt purchases.
11. Adhering to the policies of the Library of Virginia for document retention and destruction.
D. The Credit Card Program Administrator Responsibilities
An N N R H A employee designated by the Finance Director to be responsible for the
overall administration of the Credit Card Program.
Responsibilities shall include
1. Completing mandatory Cardholder training.
NNRHA – Credit Card Policy (07/02/2026)
8Jump to an indexed page (141 of 141)