Credit Card Policy for Commanders

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Questions and Answers

Who is responsible for making hotel reservations when the need for lodging is known before departure?

The hotel directly

The FSU - Travel Coordinator (correct)

The member making the travel arrangements

The department head

What must members do if they choose to make their own hotel reservation?

Get approval from the Travel Coordinator

Ensure the hotel is at any price they deem reasonable

Seek a reasonably priced hotel consistent with government lodging rates (correct)

Find a hotel above the government lodging rate

What should members do to avoid paying sales tax on lodging costs?

Negotiate with the hotel manager

Present their personal credit card during check-in

Utilize the department’s tax-exempt status to get the hotel to waive sales tax (correct)

Request a government rate upon arrival

When advance travel funds are provided to a member, what do they include?

Anticipated lodging expenses Signup and view all the answers

What type of receipts must members return for lodging expenses?

Itemized receipts Signup and view all the answers

What form must accompany a Request for Travel Advance when tuition or registration fees are involved?

Form 146A P.D. Signup and view all the answers

Who is responsible for paying tuition and registration fees for travel?

FSU pays directly to the host organization Signup and view all the answers

In short-notice situations where advance payment is not made, what action should members take?

Contact the Travel Coordinator for direction Signup and view all the answers

When is a recap not required for the General Purpose Credit Card?

When used for fuel purchases only Signup and view all the answers

What must be included in the recap aside from the purpose for the expenditure?

The date and time of the expenditure if not on the receipt Signup and view all the answers

Who will review all credit card purchases for compliance with guidelines?

The Accounting and Payroll Section Signup and view all the answers

What action may be taken if an expenditure is deemed questionable?

Request for reimbursement from the member Signup and view all the answers

Which of the following must be attached to the credit card receipt when used for reasons outside normal guidelines?

A preapproval document from the Fiscal Division Commander Signup and view all the answers

What is required regarding the return of credit cards and receipts after use?

They must be returned in person within one business day Signup and view all the answers

What should an employee do if they lose their credit card?

Notify the FSU - Accounting and Payroll Section immediately Signup and view all the answers

What guidelines must travel expenses incurred using Executive or Purchasing Cards comply with?

Annex F of the policy on Travel Expenses Signup and view all the answers

Who is responsible for ensuring compliance with the credit card usage policy?

The commander or a designated person Signup and view all the answers

What is the required time frame for submitting receipts after the conclusion of an assignment?

Within three business days Signup and view all the answers

What additional documentation is required for all purchases made with the Executive Credit Card?

A detailed report of expenditure Signup and view all the answers

What should a member do at the time of purchase with a Department issued credit card?

Obtain a detailed billing receipt Signup and view all the answers

Under what condition may the Fiscal Division Commander establish temporary guidelines for credit card usage?

To accommodate unforeseen circumstances Signup and view all the answers

What must be done with the General Purpose (Fuel) Credit Card upon returning it?

Return it with the fueled vehicle number indicated on the receipt Signup and view all the answers

What may the Fiscal Division Commander request regarding accumulated receipts during lengthy assignments?

Intermittent submission may be requested Signup and view all the answers

What action must be taken with the original receipt after making a purchase with a Department issued credit card?

Submit it during the first business day after returning to duty Signup and view all the answers

What is a requirement for acquiring surplus property for counter-narcotics efforts?

It must be used strictly for the purpose identified by the issuing agency. Signup and view all the answers

What step must be taken before disposing of surplus property?

Approval from the FSU Commander is required. Signup and view all the answers

What does the Missouri Sunshine Law state about fees charged by public governmental bodies?

Fees must not exceed the actual cost of services. Signup and view all the answers

Which of the following is NOT permitted when acquiring surplus property?

Leasing the property without prior approval. Signup and view all the answers

What is required for any fee increases as per the Missouri Constitution?

The increase must be voted on by the public. Signup and view all the answers

What is included in the definition of 'actual cost' as per the guidelines?

Real costs of search, research, and duplication time. Signup and view all the answers

Under what condition can surplus property be utilized permanently outside the state?

If prior written approval is obtained from the issuing agency. Signup and view all the answers

What must happen before fees for services can be assessed?

It must be determined they align with actual costs. Signup and view all the answers

What is one responsibility of the Grants Administrator regarding grant applications?

Provide information concerning any questions or concerns. Signup and view all the answers

Which task is NOT typically carried out by the Project Manager post-award?

Provide technical assistance for new grant proposals. Signup and view all the answers

What must the Grants Administrator maintain?

A repository for all grant project files. Signup and view all the answers

In the context of grant management, what does it mean to ensure compliance with special conditions?

To follow specific guidelines set by funding organizations during project execution. Signup and view all the answers

What is a primary duty of the Project Manager regarding grant funds?

Consult with the Grants Administrator before making changes to staff positions. Signup and view all the answers

Which of the following is a duty of the Project Manager concerning project progress?

Evaluate the program's progress and create reports when applicable. Signup and view all the answers

What type of assistance can the Grants Administrator provide to originators?

Technical assistance in preparing grant proposals. Signup and view all the answers

What should the Project Manager do before disposing of equipment purchased with grant funds?

Consult with the Grants Administrator. Signup and view all the answers

Study Notes

Credit Card Usage and Oversight

Credit cards issued to commanders for personnel assigned to critical incidents must comply with policy provisions.
Commanders must ensure receipt retention and submission within three business days post-assignment conclusion.
Fiscal Division Commander can implement temporary guidelines for credit card usage during critical incidents.

Receipt Submission and Expenditure Recap

Original receipts are required to be submitted the first business day after returning to regular duty.
For fuel purchases using General Purpose (Fuel) Credit Card, return the card with the receipt indicating the vehicle number.
Expenditure recaps for the Executive and Purchasing Cards must detail purpose, date and time, amount, and individuals present for meals or meetings.

Review Process for Expenditures

Accounting and Payroll Section reviews all credit card purchases for compliance; any questionable expenses escalate to the Fiscal Division Commander.
Purchasing members may need to justify outlying expenditures through their chain of command.

Travel Expenses Management

Travel expenses incurred must adhere to specified guidelines outlined in Annex F of the policy.
Approval is needed from the Fiscal Division Commander for credit card usage beyond normal terms; documentation must accompany receipts.

Lost or Stolen Credit Cards

Immediate notification to the Accounting and Payroll Section is required if a credit card is lost or stolen.
Hotel reservations for travel must align with government lodging rates, and tax exemption applications are encouraged.

Tuition and Registration Fees

Advance payment of tuition or registration fees will be handled directly by the Financial Services Unit.
Members must provide necessary documentation with forms for travel advances when related fees apply.

Local Training and Grant Management

Registration for local training seminars must go through completed paper forms; online registration is not permitted.
The Grants Administrator is responsible for providing guidance on grant applications and managing project files.

Project Manager Responsibilities Post-Award

Project Managers must ensure compliance with grant conditions and submit progress reports to the Accounting and Payroll Section.
Any changes related to project equipment or staff positions funded by grants require consultation with the Grants Administrator.

Property Acquisition and Use

Property received must strictly adhere to the intended purpose as outlined by the issuing agency.
Proper approval is required before disposing of or transferring any property received through grants or donations.

Fees and Service Charges

Fees associated with departmental services are regulated to recover appropriate costs, adhering to the Missouri Sunshine Law.
Any fee increases must comply with constitutional requirements and cannot exceed actual costs without voter approval.

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Description

Test your understanding of credit card usage policies for commanders assigned to critical incidents. This quiz covers receipt submission, expenditure guidelines, and the review process for compliance. Ensure you are well-informed about the necessary protocols regarding official credit card expenditures.