(a) General Guidelines. Tribal credit cards are to be used for authorized Tribal business only and personal purchases are prohibited. The purchase of food, beverages, movies, and other miscellaneous expenses is prohibited.
(b) Use of Tribal Credit Card for Hotel. A Tribal credit card may be used to guarantee a hotel room. An elected official who cancels a hotel reservation placed on a Tribal credit card is responsible for getting a cancellation number. If the elected official fails to get a cancellation number or cancel a hotel reservation within the appropriate time frame, the elected official shall be responsible for any charge incurred, which may be deducted from the elected official’s honorarium or paycheck.
(c) Tribal Credit Card Receipts. An elected official shall turn in all Tribal credit card receipts for that elected official’s card to the Fiscal Department within 10 working days of incurring the charge or returning from travel. The elected official shall be responsible for any Tribal credit card issued to the elected official and for any charges billed to that card.
(d) Use of Tribal Credit Card for Other Travelers. An elected official shall not use a Tribal credit card for another traveler and shall be responsible for any charges incurred by that traveler, except if that traveler is a Tribal elected official or employee. If the traveler is a Tribal elected official or employee, then that traveler is responsible for any charges incurred and for submitting required receipts to the Fiscal Department.
(e) Lost or Stolen Tribal Credit Card. An elected official shall immediately report the loss, theft, or unauthorized use of that elected official’s Tribal credit card to the Fiscal Department so that card can be canceled.
(f) Emergency Hotel Reservations. An elected official who must travel long distances for a Council meeting or Tribal business is authorized to use a Tribal credit card to secure a local hotel reservation when severe weather conditions exist and there is a late meeting or a meeting or out-of-town travel the next morning. In such a case, the elected official shall notify the Chairperson, Vice-Chairperson or Executive Director within 24 hours. The elected official shall always request the federal rate, if available, when securing the hotel reservation.
(g) Emergency Use of Credit Card. An elected official may use a Tribal credit card in the case of an unanticipated extended stay for reasonable expenses related to that stay, including food expenses up to the GSA per diem rate for that location.
(h) Violations. Alleged violations of this section shall be referred to the Ethics Review Board. Any elected official in violation of this section shall be subject to loss of credit card privileges for three months and monetary fine of $300.00 for a first offense, loss of credit card privileges for one year and $500.00 for a second offense, and loss of credit card privileges for the remainder of the official’s term and $1,000.00 for the third offense. An elected official who has credit card privileges reinstated upon subsequent election shall be subject to permanent loss of credit card privileges and a $1,000.00 fine for any subsequent violation. The elected official shall be responsible for submitting any receipts and any unauthorized charge incurred may be deducted from the elected official’s honorarium or paycheck. Any violation shall be reported in the Yurok Tribe newsletter.