Support services - Corporate credit cards policy (V03)

1. Summary of changes

1. The following amendments have been made to this policy on 12 January 2023 - policy has been fully reviewed as part of its regular review process, no amendments to content made. 

2. What this policy is about

2.1. This policy covers the use of corporate credit cards by Kent Police officers and staff.

2.2. Full terms and conditions of the scheme and guidelines for acceptable card use can be found in the linked standard operating procedure (SOP) V03a - corporate credit cards.

Compliance with this policy and any linked procedures is mandatory.

3. Statement of policy

3.1. Kent Police operates a corporate credit card scheme which enables senior officers and staff to make immediate payment for goods or services during the course of their duties.

3.2. Corporate credit cards are available for issue to police officers of superintendent rank or higher and equivalent staff grades.

3.3. Corporate credit cards will not be used to subvert the usual procurement practices of approved purchase orders or invoicing.

3.4. All corporate credit card holders agree to be bound by the terms and conditions of use which form part of the information pack signed by them during the application process and can be found within the related standard operating procedure (section 3).

3.5. Non-compliance with the conditions may result in cards being withdrawn.

3.6. All queries relating to the scheme will be directed to the Finance Services Manager, Business Services.

4. Implications of the policy

4.1. Finance/staffing/other

4.1.1. If a cardholder no longer requires their card, they should notify Finance Services Manager, Business Services who will cancel the card.

4.2. Risk assessment

4.2.1. This policy has been assessed as low risk.

4.3. Equality Impact Assessment (EIA)

4.3.1. An EIA has been carried out and shows the proposals in this policy would have no potential or actual differential impact on grounds of race, ethnicity, nationality, gender, transgender, disability, age, religion or belief, or sexual orientation.

5. Consultation

The following were asked to consult on this document:

• Chief Finance Officer for the Chief Constable
• Finance Services Manager, Business Services
• Human Resources
• Health and Safety
• Legal
• Freedom of Information
• IT Security

6. Monitoring and review

6.1. This policy will be monitored by the finance services manager, Business Services. They will ensure the terms and conditions for corporate credit card use are updated when required and all card holders informed of any change. The policy is next due for review in January 2025.

6.2. The contents of, and compliance with this policy form part of the force’s annual internal audit.

7. Security

Kent Police have measures in place to protect the security of your data in accordance with our Information Management policy (Policy W1000 – Information Management).

8. Retention and disposal of records

Kent Police will hold data in accordance with our Records Review, Retention and
Disposal policy (Policy W1012 - Records Review, Retention and Disposal).

9. Related force policies or SOPs

V01 – Allowances