ICMARC Associate Handbook August 2016

Confidential — for Internal Use Only

Associate Handbook August 2016 |

USE OF ICMA‑RC PROPERTY AND FUNDS

The misuse or unauthorized removal of ICMA‑RC-owned furnishings, equipment, supplies and other

property from any corporate facility is prohibited. This includes printers and copiers, client lists, files,

reference materials and reports, as well as computer hardware, software, and data operating or processing

systems. Further, every associate of ICMA‑RC shall adhere to all copyright, patent and licensing laws and

agreements that apply to the material and equipment with which they work.

Note:

Occasional use of ICMA‑RC equipment such as printers, copiers, and email is acceptable; however, any other use is not

appropriate unless authorized in advance by your supervisor.

Assigning responsibility to or soliciting the assistance of ICMA‑RC associates for personal matters during business

hours is also prohibited.

It is prohibited for any associate to establish a fund using assets or the credit of ICMA‑RC, any ICMA‑RC

subsidiary or any client of ICMA‑RC or VIA, or use for any purpose any such fund or asset that is not recorded in

the books of ICMA‑RC or the appropriate subsidiary or client.

Any associate having information or knowledge of any act that violates the above provisions or has information or

knowledge of any unrecorded fund or asset should promptly report it to the ICMA‑RC Compliance Department,

or contact the corporation’s Whistleblower Hotline at 888-261-1499, or online at

Corporate Credit Cards

ICMA‑RC corporate credit cards may only be used for approved business-related charges and not personal

charges unless expressly approved in advance or in an emergency, and then must be reimbursed directly to

the credit card company before the end of the billing cycle. Associates are responsible for documenting, in a

timely manner, an appropriate business purpose for all charges incurred through the use of the card. Misuse of

a corporate credit card is grounds for discipline up to, and including, discharge. If your card is lost or stolen,

you must report it immediately to the ICMA‑RC Payroll Department and to American Express (888-800-

8564.) The card must be returned when requested and/or at termination of employment. An employee is

solely responsible for any personal charges on a corporate credit card. See the complete ICMA‑RC policy on

Corporate Credit Cards in the Travel and Expense Reimbursement Policy at

Expense Reimbursement

ICMA‑RC will reimburse associates for reasonable costs incurred for business-related activities. You are

responsible for demonstrating and documenting the appropriate business purpose of the cost when seeking

reimbursements. See the complete ICMA‑RC policy on Travel and Expense Reimbursement at

Payments Made by ICMA‑RC

No payment on behalf of ICMA‑RC shall be approved or made with the intention or understanding that a

part or all of such payment is to be used for any purpose other than described by the document supporting

the payment. No payments shall be approved that violate any expressed or implied corporate policies or legal

restrictions. Contact the Controller’s Department for questions or further guidance.