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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 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
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