Middle Tennessee School of Anesthesia may provide employees with credit cards that can be used for business-related expenses. Having these cards helps keep track and process expenses, prevent fraud, and make payments more efficiently. MTSA wants to ensure employees who hold company credit cards will use them properly and will know their limitations and responsibilities.
Purpose
The purpose of these credit card guidelines is to (a) outline the eligibility and authorization procedures, (b) state the terms and conditions of the company credit card, (c) define the limitations and exceptions, and (d) explain the card violations and disciplinary action process.
Scope
This policy applies to all MTSA employees that are authorized to use the company credit card.
Authorization
The MTSA credit card is only available to authorized personnel, namely the executive administration, administration, and managers. The VP of Finance & Administration or other member of executive administration reserves the right to release the company credit card to any MTSA employee(s), depending on the circumstances, necessary documentation, and company-related expenses.
Conditions of Use
- MTSA reserves the right to release and withdraw the company credit card any time, with or without cause.
- The MTSA credit card should only be used for company-related expenses and for purposes relating to the employee’s job commitments.
- The company credit card cannot be used to receive cash advances, bank checks, traveler's checks, and/or electronic cash transfers.
- An employee in possession of the company credit card must take full responsibility for all purchases made on the card.
- An employee in possession of the company credit card is prohibited from giving the card to unauthorized individuals and/or employees, including fellow MTSA employees.
- Employees that are required to attend business trips are allowed to use the company credit card for accommodation, transportation, and/or meals, as long as each purchase adheres to all MTSA policies.
- The MTSA credit card cannot be used for personal expenses.
- MTSA Finance and/or Business Office reserves the right to view monthly credit card statements, with or without cause.
- Each transaction made with the company credit card, including purchase receipts, must be reported to the finance department within 8 days of receipt of the monthly credit card statement.
- Violation of this policy can lead to disciplinary action, up to and including termination.
For additional information, please see Credit Card Purchases.