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The Card Officer is responsible for:
- Checking the Cardholders monthly the Cardholder's monthly statement in SDOL Smartdata and ensuring they are complying with the policy covering GPC,
- Checking each month that Cardholders are following the operating procedures and maintaining the correct documentation, e.g. receipts, quotes, delivery notes, MasterCard Vouchers, VAT Invoices, etc
- Checking each Cardholders monthly each Cardholder's monthly statement and supporting documentation, highlighting any purchases which require particular scrutiny and bringing them to the attention of the Cardholder and if necessary, the Card Controller
- Authorising the purchases within SDOL Smartdata for future Audit purposes and for scrutiny by the Card Controller
- Sending their Cardholders completed monthly statements and paperwork to the Card Controller within 5 working days from receipt of statement
- The approval of additional Cardholders within their business area
- Alerting the Card Controller that a Cardholder should no longer have a card. The card should be cut in half and returned to the Card Controller at the address in Section 7.2, together with a covering note explaining the circumstances for its cancellation (where a Cardholder is to be replaced, an application to the Card Controller in writing has to be made for a new card
- Notifying the Card Controller of changes to the Cardholder and the Card Officer details and ensuring the appropriate Declaration Form is completed and returned
- Notifying the Card Controller should a Cardholder be absent for a prolonged period e.g. on long-term sick leave
- Following any instruction from either the Card Executive or the Card Controller
- Cardholders card is no longer required.
- Notifying the Cardholder of changes to policy or procedures and ensuring the Cardholder is aware of the changes and follows them
- Complying and meeting with Audit, if, and when requested
NOTE: CARD OFFICERS HAVE RESPONSIBILITY FOR ENSURING THAT THEIR CARDHOLDERS ARE NOT USING THEIR CARDS INAPPROPRIATELY, THEREFORE CARDHOLDER STATEMENTS AND ACCOMPANYING DOCUMENTATION SHOULD BE CAREFULLY CHECKED.