POLICY:
To provide a Policy for the establishment and control of credit/open accounts with vendors.
SCOPE:
The establishment of open credit with all vendors shall be carried out uniformly by any and all requisitioners and/or buyers representing Chapel By The Sea.
PROCEDURE:
• Credit cards may be obtained and used for vehicle fuel purchases. The credit card will be kept in the vehicle, and receipts of purchases and credit cards should be returned to the Church Administrator.
• Prior to payment of credit card charges, the Church Administrator shall reconcile charges to the monthly statements.
• A Chapel credit card, such as Visa or Master Card shall be permitted at Chapel By The Sea. The Church Administrator shall maintain a log of card use. The credit card's monthly balance will be paid in full.
• If open credit with a vendor is requested, the Church Administrator shall establish the requested account and the authorized buyer(s) with a vendor. A notification in writing to the vendor shall state that charges made by an unauthorized buyer shall not be paid without approval of the Church Administrator prior to any sale.
• The list of authorized buyers from vendors shall be kept to a minimum. The list shall be reviewed by the Church Administrator at least annually and updated regularly, after discussion with the responsible individuals such as Staff or Committee chairpersons.
RESPONSIBILITY:
The Church Administrator shall be responsible for the establishment, control and payment of open accounts. He/she shall forward an approved list of buyers to the vendors, after discussion with pertinent Staff, or Chairperson(s). Each buyer shall be responsible for adherence to that approved budget line item.
LAST REVIEWED 2008
