(A) Credit cards may be provided to city employees for the purpose of acquiring the necessary materials and services to complete their duties in a more convenient and efficient manner. A supervisor or departmental director may submit a request for an employee to become a cardholder. If the request is granted, the approved employee must review this policy and shall be required to sign a city cardholder agreement to indicate an understanding and acceptance of the rights and responsibilities of a cardholder.
(B) The credit card provided by the city may be used for official use only. Unauthorized or private use of city-owned credit cards is strictly prohibited. Also, no other individual is authorized to use the card except for the approved cardholder. An employee who makes unauthorized purchases or carelessly uses the credit card will be liable to the city for the total dollar amount of such purchases plus any administrative fees charged by the bank or card company in connection with the misuse. In addition, inappropriate or negligent use of the city-owned credit card will result in disciplinary and possible legal action.
(C) Unauthorized uses of the city-owned credit card include, but are not limited to:
(1) Personal purchases or for personal identification.
(2) A single purchase that exceeds the cardholder's predetermined single purchase limit.
(3) Cash advances.
(4) Personal cell phone or other monthly service payments.
(5) Alcoholic beverages.
(D) The cardholder is responsible for maintaining receipts of all card transactions. Receipts are required for all purchases made with the card and they must be submitted as soon as possible, but no more than 30 days after purchase, to the employee's supervisor or departmental director or Finance Office. If the cardholder does not have documentation of a transaction listed on the monthly statement, the employee must attach an explanation that includes a description of the items or services purchased, the date of purchase, the vendor's name, and the reason for the lack of supporting documentation. In the event that a cardholder displays a pattern of undocumented or unauthorized purchases, the employee's credit card privileges may be revoked and disciplinary action may be administered. Also, the cardholder will be responsible for all charges not adequately documented as well as charges that were not made for legitimate city business.
(E) Cardholders are expected to obtain the best prices available when purchasing goods and services. Purchasing items at above market prices where the vendor gives the employee any form of gift, bonus, or premium in exchange for making the purchase is considered an illegal kickback and may result in discharge from employment and prosecution.
(F) If a credit card is lost or stolen, the cardholder must immediately notify the Supervisor or departmental director so that the card can be deactivated for further use. Once the deactivation process is complete, a new card can be issued to the cardholder.
(G) In the event that a cardholder ceases to be employed by the city, the card must be returned. If an employee leaves their position voluntarily, they must surrender the credit card and any undocumented receipts to their departmental director prior to the separation date.
(H) If an employee leaves their position involuntarily, the departmental director or City Manager should collect the credit card and any undocumented receipts at the time of the employee's discharge.
(Ord. 1061, passed 4-5-21)