Purpose. The purpose of this policy is to communicate eligibility, usage and payment of expenditure requirements for the City of Cortland through its credit card. The City of Cortland recognizes the efficiency and convenience afforded the day-to-day operation of the City through its use of credit cards under the supervision of the applicable department heads. However, credit cards shall not be used to circumvent the general purchasing procedures required by Ohio law and policies of the City:
Therefore, the City of Cortland authorizes the use of credit cards in the following manner:
(a) Policy.
(1) The Finance Director will issue a City Credit Card to eligible employees for job-related expenses.
(2) Employees shall use the credit card only for City-related expenses.
(3) Personal purchases of any type are strictly prohibited.
(4) No alcoholic beverages may be purchased with the City credit card.
(5) Employees may NOT take cash advances on credit card.
(6) The employee is responsible for all charges made to the card. The employee will be held liable for any unauthorized items appearing on the credit card statement.
(7) Individual employees who do not adhere to these policies and procedures risk revocation of credit card privileges and/or disciplinary action.
(8) Misuse of the credit card is subject to civil and/or criminal prosecution for unauthorized use of the card.
(b) Procedure.
(1) The Finance Director is responsible for authorizing the use of the City credit card to a City employee.
(2) The employee must obtain a receipt for all purchases.
(3) All receipts must be signed by the employee.
(4) In the case of meals, each receipt should include the names of all persons involved in the purchase, in accordance with Internal Revenue Service regulations.
(5) A requisition form must be completed with all receipts attached and submitted to the Finance Director for approval.
(6) The employee must notify the Finance Director immediately in the event the credit card is lost or stolen.
(7) The credit card is the property of City of Cortland.
(c) Gasoline Credit Cards.
(1) Gasoline credit cards are distributed and used by applicable departments and are under the jurisdiction of each department head.
(2) Gasoline credit cards shall only be used by City employees conducting business on-behalf of the City and shall only relate to a City vehicle.
(3) Each department head is responsible for the security of the gasoline credit card and is responsible for monitoring proper usage. Repayment of any unsubstantiated or unrelated purchases shall also be the responsibility of such employee and department head.
(4) The unauthorized use of the City gasoline credit card may also result in employment penalties up to and including termination.
(d) Bank Credit Cards.
(1) All bank credit cards issued to and in the name of the City shall be held and supervised by the applicable department head. Bank credit cards may be signed out by any employee of the City upon approval of the department head and shall only be used for approved City-related activities.
(2) All purchases made with a bank credit card shall be preceded by an approved purchase order.
(3) Bank credit cards may be used by City employees for the following City-related transactions:
A. Purchases from a vendor who does not accept purchase orders without prior account approval or established credit;
B. Certain recurring transactions where it is cost-efficient to pay for such transactions or items;
C. Purchase considered an emergency and necessary to conduct City operations.
(4) Itemized receipts and appropriate form(s) are to be turned in to the Finance Department at the end of the next business day upon the employee's return to their normal work schedule. Failure to turn in receipts and appropriate form(s) may result in the charges being deemed unrelated or unsubstantiated. The user shall be responsible for any unsubstantiated or unrelated purchases.
(5) The applicable department head is responsible for keeping a record of all bank credit card use. Any repayment of any unsubstantiated or unrelated purchases will be the responsibility of such employee and departmental supervisor.
(6) The unauthorized use of the City bank credit card may result in employment penalties up to and including termination.
(Ord. 0-10-19. Passed 3-4-19.)