The Card Officer is responsible for:
- Checking the Cardholder's monthly statement in SDOL 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 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 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 the Contract Administration section, 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
- 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, 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.