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C. The Department Coordinator Responsibilities
An NNRHA employee designated by each Department Head to act as Department Coordinator for his/her
department.
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, vouchers 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 Department Head, 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
NNRHA – Credit Card Policy (07/02/2026) 27Jump to an indexed page (141 of 141)