(a) The Director of Finance is responsible for administration of City credit card accounts, to include, but not be limited to, selection of card provider, payment of credit card bills, managing issuance of cards, and ensuring proper use.
(b) Documentation will be kept/filed with the credit card account at the business, such as tax exempt forms.
(c) The Director of Finance shall not retain general possession and control of all credit card accounts, and presentation instruments related to the account.
(d) City credit cards retained by any authorized officer or employee shall be safeguarded when not in use.
(e) The Director of Finance may develop additional internal accounting controls for management and use of credit card accounts.
(f) Procedure for Reporting Lost or Stolen Credit Cards. Whenever any officer or employee who is authorized to use a credit card suspects the loss, theft, or possibility of an unauthorized or unlawful misuse of a credit card account or a credit card, the officer or employee shall notify the Director of Finance and City Manager immediately, and subsequently make a report in writing. The Director of Finance, in turn, shall immediately notify cardholder services to place a hold on the relevant credit card account.
(Res. 05-19. Passed 1-28-19; Res. 82-21. Passed 9-20-21.)