Rules and Procedures on the Fleet Credit Card

Effective Date: May 27, 2016
Responsibility: Executive Vice-President and Chief Financial Officer

RULES AND PROCEDURES

I. Assigned Credit Cards

CBC/Radio-Canada assigns a credit card to each fleet vehicle for expenses related to the vehicle for which it was originally issued.

  1. A driver must charge all expenses related to the operation of his/her assigned fleet vehicle to the card assigned to his/her vehicle. Eligible expenses are listed in Appendix C – Acceptable Expenses for the Fleet Credit Card.

    Note: A driver must use good judgment when charging expenses to a fleet credit card, using the card only for supplies and services that are necessary for business purposes.

  2. A driver is only permitted to be in possession of the fleet credit card specifically assigned to the fleet vehicle to which he/she is currently assigned; any other fleet credit card must be immediately returned to the LFC.
  3. If a vehicle is transferred to another employee, the card must be left with the vehicle.
  4. If a vehicle is to be disposed of, the card must be returned to the LFC.

Monitoring of Assigned Credit Cards

On a monthly basis, the LFC must:

  1. Review the fleet credit card usage for all vehicles under his/her responsibility. This review must include a comparison of card charges per kilometre for each vehicle to the established average cost per kilometre for the class of vehicle.
  2. Investigate any cost differences in excess of 15% and report them to the Corporate Fleet Senior Manager.

Note: The LFC must retain records of all comparisons and follow-up investigations for audit purposes.

II. Unassigned Credit Cards

CBC/Radio-Canada also issues unassigned fleet credit cards for all vehicle related expenses for vehicles that have been rented or leased for operational purposes, but have not been assigned a specific credit card. Unassigned credit cards are also used to temporarily replace a vehicle’s assigned credit card that has been misplaced.

  1. The Corporate Fleet Senior Manager must approve the issuance of all fleet credit cards that are not assigned to a specific vehicle.
  2. The LFC is responsible for unassigned fleet credit card(s) and as such must:
    • Ensure that the card(s) are in a secure location when not in use; and
    • Establish a written log for when a card is loaned to a driver, noting the driver’s name, the vehicle number and the time period for which the card was loaned.

Monitoring of Unassigned Credit Cards

On a monthly basis, the LFC must:

  1. Obtain the transaction report for all unassigned credit cards and reconcile them to the log; and
  2. Investigate any unusual charges and report them to the Corporate Fleet Senior Manager.

TOOLS

  • Paying for Maintenance Purchases
  • Maintenance Purchases Using the ARI Fleet MasterCard

INQUIRIES

All questions pertaining to the interpretation or application of these Rules and Procedures should be referred to the Corporate Fleet Senior Manager.

APPENDIX

Appendix C – Acceptable Expenses for the Fleet Credit Card

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