Debit Card Policy

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.