The Queensland Opposition Handbook - Department of the Premier ...

Expenses relating to the Office of the Leader of the OppositionIf the card is used to pay the accumulated travelling costs of a number ofpersons, full details must be provided.The official nature of the expenditure must be clearly indicated on theduplicate copy of the charge docket.All supporting documentation, including invoices, must be appended to thecharge docket.Under no circumstances is an official credit card of a staff member to beutilised to meet any expenditure incurred by the Leader as staff memberscannot authorise the Leader’s expenditure . Eg. if the Leader and staffmember have a meal together whilst travelling on official duty overseas, theofficial staff credit card cannot be utilised to meet the cost of the Leader’smeal. However the Leader may incur staff costs on their card.Cards are not to be used for private expenditure.Cards are not to be used for the purchase of items of a capital nature.Cards are not to be used to obtain cash advances or cash withdrawals.All travel and entertainment expenditure incurred in the course of travel mustbe approved by the Chief Delegated Officer .Procedures – lost cardCardholders are responsible for the safe custody of their card and pin number atall times and must report lost or stolen cards immediately as per the following:Within Australia: 131 576Outside Australia (except USA): +1 636 722 7111Within USA: 1800 627 8372Ministerial Services on 61 7 3003 9068.A written report outlining the circumstances of the loss of the credit card is to beprovided to the Director Ministerial Services upon the officer’s return fromoverseas or within 24 hours of the loss being reported.Official credit cards must be returned to Ministerial Services for cancellation whenan officer ceases employment.Charge dockets and source documentation are to be retained.4.16.3 Petty cashThe Office of the Leader may operate a Petty Cash Imprest system for reimbursementor purchase of items of an insignificant nature and for minor expenditure. In all cases,petty cash must be used for official purposes and expenditure must be properlyauthorised prior to use. Full details of the Petty Cash policy for the Office of the Leaderof the Opposition is available on the Opposition Intranet.4.16.4 PurchasesMinisterial Services carries out procurement on behalf of the Office. The Officeshould send a requisition form with necessary supporting documentation toMinisterial Services for any proposed procurement.All requisitions must be approved by an authorised person (e.g. the Chief DelegatedOfficer, a staff member with expenditure delegation or Ministerial Services staffwith an expenditure delegation).Page 46Queensland Opposition HandbookNovember 2014