Debit and Credit Card Policy

• HASSRA recognises the need for clubs to use payment cards to conduct HASSRA business.  However, in no circumstances should volunteers in Regions or local clubs have credit cards.  The only cards permitted for use by volunteers attached to HASSRA affiliated clubs/regions are debit cards.
• A HASSRA Regional Activity club should keep no more than 4 cards. A HASSRA local office club should keep no more than 2 cards.
• Permission to hold a card should be given in writing, either by the Business Sponsor (for Office Clubs) or the Regional Chair (for Regional Activity Clubs).
• Permissions must be renewed annually following the club’s AGM.  If permission is not renewed, then the cardholder must return the card to the club/region immediately and the card should be destroyed and the bank contacted to cancel the card.  The Permissions proforma can be used to keep a record of permission of debit card holders.
• The card must only be used for the purpose of HASSRA business and authorisation must be obtained by another committee member before any spend is incurred.  The Spend proforma can be used to authorise spend via a debit card.
• It is good practice to have a separate account for using the debit card. This reduces the risk to clubs/regions and officials of any irregular spend on the card either by a cardholder or a third party if the club was to be subject to card fraud.  Funds can then be transferred in advance of use of any debit card spend but the balance on this account on an ongoing basis should remain minimal or nil.
• Clubs should consider setting financial limits for use of the card in consultation with their business sponsor.