(a) All officers and employees of the City shall comply with this section when use of a credit card issued by the City is necessary.
(b) The City Manager or his designee is responsible for the issuance, accounting, monitoring and retrieval of credit cards and for overseeing compliance with the following provisions, which constitute the City's credit card policy:
(1) The credit card may be used only for the purchase of goods or services for the official business of the City.
(2) The officer or employee using a City-issued credit card shall submit to the City Manager or his designee documentation detailing a description of the goods or services purchased, the cost of the goods or services, the date of the purchase, the official business for which the goods or services were purchased, and the fund/activity/account number to which the purchase should be charged.
(3) The officer or employee issued a City credit card is responsible for its protection and custody and shall immediately notify the City Manager or his designee if the credit card is lost or stolen.
(4) The officer or employee issued a credit card shall return the credit card upon the termination of his or her employment or service in office for the local unit.
(5) The approval of the City Manager or his designee shall be required prior to payment of credit card invoices.
(6) The balance, including interest, due on an extension of credit under the credit card arrangement shall be paid for within not more than sixty days of the initial statement date.
(7) An officer or employee using a City credit card in an unauthorized manner shall be disciplined in a manner consistent with the law, this Administration Code or a union contract.
(8) The Finance Department is hereby directed to establish a system of internal controls sufficient to monitor the use of City credit cards in conformity with this policy.
(9) The total combined authorized credit limit of all credit cards issued by the City shall not exceed five percent of the City's total budget.
(Res. 311. Passed 6-18-96.)