Card Officer Responsibilities

The Card Officer is responsible for: 

• Checking the Cardholder's monthly statement in 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 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 Smartdata for future Audit purposes and for scrutiny by the Card Controller
• The approval of additional Cardholders within their business area
• Alerting the Card Controller that a Cardholder should no longer have a card.  The cardholder can also do this but the Card Officer ultimately has responsibility. Due to Covid restrictions the Cardholder is instructed to cut the card up but the Card Controller will cancel as soon as the request is made.
• 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.