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Proposal Details

Proposal ID	653
Proposal	Amend Fiscal Policy to Clarify Use of CreditDebit Cards and Remove Outdated References
Presenter	Finance Committee
Floor Manager	Susan Chunco
Phase	Closed
Discussion	04/16/2012 - 04/29/2012
Voting	04/30/2012 - 05/06/2012
Result	Adopted
Presens Quorum	31 0.6666
Consens Quorum	34 0.6666 of Yes and No Votes

Background

The changes below to the first sentences in Fiscal Policy, Article IX Financial Management, Section 9-6.3 and 9-6.4, Credit/Debit Card Policy are to update who may be issued a credit/debit card for which the GPUS is responsible, clarify that purchases must be authorized before a budgetary line item may be used, and to eliminate reference to an Executive Director.

In addition, Section 9-5.4 referring to the previous National-Driven Sharing Program will be removed.

Proposal

The following changes are made in the Fiscal Policy to update who may be issued a credit/debit card for which the GPUS is responsible, to clarify that purchases must be authorized before a budgetary line item may be used, to eliminate reference to an Executive Director and to National-Driven Sharing. All changes are in the first sentence of each subsection.
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Article IX Financial Management

Section 9-5 Borrowing from Restricted Funds
Remove subsection Section 9-5.4 which reads:
Transfers from Restricted Funds shall first be borrowed from national-driven state sharing. Only if that fund is depleted may transfers be made from other Restricted Funds.
And renumber Section 9-5.5 to become Section 9-5.4.

Section 9-6 Credit/Debit Card Policy:
Edit subsection 9-6.3 which reads:
9-6.3 Only the Treasurer and the Executive Director or other authorized staff member may hold a credit/debit card for which the GPUS is responsible. Before any credit/debit card is issued, the Finance Committee shall develop guidelines to be approved by the Treasurer, Finance Committee, and the SC for credit limits and authorized usage limits based upon the authorized monthly budgetary needs of each cardholder. The GPUS credit/debit card may not be used for non-Party expenses, or any unauthorized expenses, under any circumstance.
To read:
9-6.3 Only the Treasurer, the Steering Committee member who is the co-chair of the Finance Committee and a designated check signer, and staff members authorized by the Steering Committee may hold a credit/debit card for which the GPUS is responsible. Before any credit/debit card is issued, the Finance Committee shall develop guidelines to be approved by the Treasurer, Finance Committee, and the SC for credit limits and authorized usage limits based upon the authorized monthly budgetary needs of each cardholder. The GPUS credit/debit card may not be used for non-Party expenses, or any unauthorized expenses, under any circumstance.

Edit subsection 9-6.4 which reads:
9-6.4 All people issued credit/debit cards shall transmit to the Treasurer charge documents within a week of all transactions they have made, indicating the purpose of the charge and the budgetary line item authorizing each expense. If any person issued a GPUS credit/debit card uses it for an unauthorized expense, the Treasurer may cancel the charging privileges of that card and request immediate return of the card as well as require immediate repayment of the unauthorized expenses. The Treasurer will immediately notify the SC of these actions. The SC may reverse this action.
To read:
9.6.4 All people issued credit/debit cards shall transmit charge documents to the Treasurer within a week of all transactions they have made, indicating the purpose of the charge and the budgetary line item under which the authorized expense has been made. If any person issued a GPUS credit/debit card uses it for an unauthorized expense, the Treasurer may cancel the charging privileges of that card and request immediate return of the card as well as require immediate repayment of the unauthorized expenses. The Treasurer will immediately notify the SC of these actions. The SC may reverse this action.

Resources

None

Implementation/Timeline:
Fiscal Policy Changes become effective upon adoption of the proposal.

References

Fiscal Policy http://www.gp.org/documents/fiscal-policy.shtml
Contact: Susan Chunco ukapole@att.net

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