Debit Card Policy 2026

BOZEAT PARISH COUNCIL

DEBIT CARD POLICY

Bozeat Parish Council recognizes that it has a duty of care for the council’s funds and will endeavour, at all times, to ensure its security is paramount.  The use of a debit card shall be restricted to those occasions when a cheque, bank transfer or direct debit payment is not possible.

Policy

• Bozeat Parish Council’s debit card shall be stored at the Clerk’s home in a locked key safe to which the Clerk does not have the access code.
• The Chairman and Vice-Chairman shall be the only persons who know the access code to the key safe.
• The debit card details may be used for regular payments where direct debit is not possible, such as for the council’s mobile phone contract.
• The Clerk or Chairman [or Vice-Chairman] may request to use the debit card for authorized purposes only.
• All debit card payments shall be listed on the monthly Finance Report presented for approval at a meeting of Bozeat Parish Council.
• Should the card be required to make a payment, the Clerk should contact the Chairman [or Vice-Chairman] and arrange to meet, taking the key safe containing the card.
• The key safe will be handed to the Chairman [or Vice-Chairman] who will key in the access code and remove the card.
• The debit card will be handed to whoever has been authorized to use it – the Clerk or Chairman [or Vice-Chairman] – and the key safe will be retained by one of the other parties.
• A receipt will be required for all debit card transactions.
• As soon as possible after the debit card has been used, the Clerk and Chairman [or Vice-Chairman] will arrange to meet again and the card will be placed back inside the key safe and the key safe secured and handed back to the Clerk.
• Due to concerns about financial security it is recommended that the debit card is not used for online purchase. Members of the Council and the Clerk are able to request reimbursement for any authorized online purchases on behalf of the Council.