(a) The presentation instrument(s) related to any credit card account shall be limited to a credit card(s) - no other presentation instrument such as checks shall be obtained or used.
(b) Appropriation and encumbrance (purchase order) credit cards will still require the normal appropriation and encumbrance system to be followed. All purchases via credit cards must assure that any and all purchases have sufficient funds appropriated and encumbered to cover the purchase and/or daily/weekly/monthly maximum purchase limits. Additional controls and/or other purchasing procedures established by the Director of Finance may also be required to be followed. (Departments must have opened a purchase order prior to making purchases and have sufficient funds to cover purchases.)
(c) Approval from/by the Director of Finance, City Manager, Assistant City Manager and/or the department head for purchases with City credit cards must be obtained prior to purchases.
(d) Debt incurred as a result of use of a credit card pursuant to this policy shall be paid from moneys appropriated to specific appropriation line items of the department for work-related expenses.
(e) Itemized Receipts.
(1) For every transaction/use of a credit card, the user/purchaser must submit an itemized receipt to the Director of Finance or designee as soon as practical.
(2) The itemized receipt shall have the purchase order number written on it.
(3) The itemized receipt shall have the purpose and/or "project" for which the purchase was made written on it.
(4) For all travel related expenses, purchases must also comply with the itemized receipt requirements set forth by the City.
(5) A credit card statement will not suffice for itemized receipt.
(6) Missing documentation (itemized receipts) may result in an employee being personally responsible for the purchase/expense, and/or may be considered misuse of a credit card.
(f) No copies of a credit card shall ever be produced.
(g) Every effort shall be made to assure that a purchase with a credit card account is exempt from any and all taxes possible.
(Res. 05-19. Passed 1-28-19
; Res. 82-21. Passed 9-20-21.)