My Department has, currently, issued credit cards to the three office holders listed below:
Credit card holder
Private Secretary to the Minister;
Principal Officer, ICT Section; and
Head of Administration and Training Division, Met Éireann.
The amount spent on credit cards by my Department in 2014 and in 2015 and the amount of bank interest paid on credit cards in 2014 and 2015 is set out below:
|
Year
|
Credit Card Expenditure
|
Interest Paid on Credit Cards
|
|
2014
|
€29,638.49
|
€0.00
|
|
2015
|
€46,446.05
|
€0.00
|
Departmental credit cards are issued for authorised official use only in circumstances where a strong business case has been established. Cards are withdrawn when the business case no longer exists and transferred into the name of the incoming officer, as appropriate, when there is a reassignment of duties.
Credit cards are issued to private secretaries to facilitate payment for goods or services which would prove more difficult under normal invoicing arrangements, such as reserving hotel accommodation abroad. In the cases of Met Éireann and ICT, the credit cards are used to facilitate the purchase of ICT hardware and software licences and for the renewal of subscriptions to work-related publications.
In order to ensure there are adequate controls in place my Department has developed a credit card policy which is summarised as follows:
1. The issue of Departmental credit cards is subject to approval by my Department’s HR and Accommodation Section. Once approved my Department’s Accounts Section processes the required documentation and, on receipt of the card from the bank forwards it to the applicant.
2. No person may approve the issue of, or increase the limit of, their own card or the card of a person to whom they report, nor may they approve access to a permanent cash advance facility for themselves or a person to whom they report. No cardholder may authorise the approval of their own expenses.
3. Cardholders are responsible for the safe custody of cards and the security of card information, and are trusted to spend Departmental funds prudently. Loss or theft of the card should be reported immediately to both the bank and the appropriate Officer in my Department’s Accounts Section. Cardholders are required keep a record of the bank telephone number to which they should report lost or stolen cards. This would be especially useful where the card is lost or stolen abroad.
4. Cardholders must retain supporting documentation for all expenses incurred on their card. Once the credit card bills are received by my Department’s Accounts Section, they are sent to the relevant cardholders together with the requisite form to be completed by them. Each cardholder must complete and sign the form prior to forwarding to the Accounts Section for payment.
5. Credit cards may only be used for transactions associated with the administrative and official activities of the Department. Misuse of a Departmental credit card in breach of this policy may result in the cancellation or withdrawal of the card. Misuse includes:
a) Using the card for a private transaction such as a personal purchase or purchases for the sole benefit of the cardholder.
b) Assigning or transferring the card to another person.
c) Using the card after the cardholder's employment or relationship has been suspended or terminated.
d) Using a Departmental credit card when not the cardholder named on the card and without the named cardholder's specific authority.
e) Using the card for a transaction in excess of budget or for which there are insufficient funds.
6. Cardholders must return their Departmental credit card permanently when: a) they leave their employment or engagement of the Department, or
b) they no longer require use of the card as part of their Departmental duties.
7. Cardholders must return their Departmental credit card temporarily for safekeeping to my Department’s Accounts Section when they take periods of extended leave from their Departmental activities.
8. Departmental credit cards may be withdrawn or cancelled by either my Department’s HR and Accommodation or Accounts Sections.
These controls are considered adequate and their robustness is demonstrated in the segregation of functions in the approval and payment process where the input of two business units within my Department is required in the issuing of a card and the making of a payment and is further strengthened as either business unit can independently withdraw or cancel a card where appropriate.
