(1) Pre-paid cards are cards which have a monetary value and may be for purchases for specific items or general purchase. These cards include cards generally referred to as gift cards.
(2) Pre-paid cards shall be obtained by the Finance Department or by written authorization for departments to make specific purchases, upon approval by the Controller, or designee. Written authorization for a department to purchase pre-paid cards shall not be general in nature, but rather by individual authorization for each card, or group of cards, purchased. The Finance Department may establish administrative procedures for the use of pre-paid cards in addition to the procedures included in the policy.
(3) Pre-paid cards are the equivalent of cash. All purchases using a pre-paid card must be accounted for with details for all purchases, showing at a minimum a description of the purchase and cost of each item, using forms as prescribed by Finance. Invoices or statements of purchases shall be provided for each purchase where practicable.
(4) Employees who are responsible for a pre-paid card may surrender the card to Finance and obtain a dated receipt for the card. Surrendered cards may be reissued to the same or another employee. Employees will not be responsible while the card is in the possession of Finance.
(5) Purchase of pre-paid cards for distribution to program clients must ensure:
(a) That pre-paid cards are provided to eligible clients of the program purchasing the pre-paid cards.
(b) That pre-paid cards are purchased for allowable activity of the program purchasing the pre-paid cards.
(c) That pre-paid cards are provided to clients in eligible service areas of the program purchasing the pre-paid cards.
(d) That pre-paid cards are provided to clients and will be used within the period of availability of funds of the program purchasing the pre-paid cards.
(e) That pre-paid cards are not purchased in order to achieve grant “spend down” goals and that would violate the above bullet points or terms of this chapter.
(6) Failure to ensure these eligibility requirements are followed may result in charges/transactions being disallowed.
(7) Amendments to the Procedures and Policies. The Controller may amend these procedures and policies as needed to ensure the proper use and control of credit cards.