213.01 General overview.
213.02 Card type, limits and eligibility.
213.03 Card usage limitations and procedures.
213.04 Application process.
213.05 Transaction and retention documentation.
213.06 Monitoring.
213.07 Unallowable credit card uses and/or purchases.
213.08 Allocation and approval.
213.09 Sales tax.
213.10 Travel.
213.11 Card security and tracking.
213.12 Conduct and consequences.
213.13 Transaction disputes.
213.14 Credit card issuance, reissuance, cancellation, and reporting of lost or stolen card.
(a) As a public institution, the City is held to a high degree of public scrutiny and accountability for its purchasing practices. Issuance of a credit card for the use of City business is a privilege and every reasonable effort must be made to ensure that funds are used responsibly and in a manner consistent with the City's policies and procedures, applicable laws, and ethical practices.
(b) The City recognizes that the credit card provides convenience to employees in acquiring goods and services for the City. The City also recognizes the additional risk inherent with credit card usage. Therefore, whenever a vendor will accept a City purchase order, a purchase order should be used in lieu of a City credit card.
(Res. 19-55. Passed 5-7-19; Res. 21-37. Passed 3-16-21.)
(a) Card Type.
(1) The issued cards will be bank issued credit cards that will be administered by the Auditor's office and in the name of the Auditor and the Mayor.
(2) The card's limit, allowable purchases, and places the card can be used will be limited by this policy, other applicable City policies, and the City Auditor.
(3) There are two accounts:
A. General credit card for all purchases approved by the Auditor.
B. Travel credit card for travel expenses only as approved by the Auditor.
(b) Limit. The credit card limit will be set by the City Auditor.
(c) Eligibility. Any City employee, with the approval of their department head or appointing authority as indicated, may use City credit cards for authorized City expenditures.
(Res. 19-55. Passed 5-7-19; Res. 21-37. Passed 3-16-21.)
(a) Credit cards are used to support the City's purchasing and payable processes.
(b) Card issuance is limited to employees as indicated in Section 213.02(c).
(c) Goods and services must be authorized before purchase by the department head or appointing authority.
(d) When possible, card users should take reasonable steps to obtain the best pricing.
(e) Credit cards will be kept in the Auditor' s office. City employees must come to the Auditor's office to sign out a credit card. A sign out sheet must be filled out including employee signature, vendor, and time of sign out of card. Card is to be returned by end of business day. Auditor's office personnel will note time of return and initial off.
(Res. 19-55. Passed 5-7-19; Res. 21-37. Passed 3-16-21.)
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