The City Council authorizes the City Auditor to implement the following policy for the use, distribution, authorization and control of City credit cards.
(a) The City Auditor will authorize employees (usually the Department Heads and employees designated within a department as the purchaser) to have cards issued in their possession. Other employees may check out cards for general use from the Auditor’s Office when needed.
(b) Use of Credit Cards. The City Auditor will ensure that all cards are used in accordance with this policy. Any misuse will be reported to the Mayor, Service Director, and/or Safety Director.
(1) Credit cards may not be used for cash advances.
(2) Credit cards may not be used for personal purchases.
(3) City credit cards may not be used to purchase services (i.e., consultant fees, window washing, temporary help, equipment repair, etc.)
(4) Credit cards may not be used to pay other invoices or statements.
(c) Employees authorized to use City credit cards are responsible for providing all necessary documentation, required by Auditor’s Office to process payment, on a timely basis.
(1) Employees will submit credit card receipts no later than five (5) business days after the purchase date, or within two (2) business days of return from travel status.
(2) Employees will submit delivery receipts no later than two (2) business days after the date merchandise is received.
(3) Employees will document Internet purchases, by printing out the purchase confirmation page from the vendor’s website.
(4) Employees will document phone purchases, by signing a copy of the page the item was ordered from (i.e., catalog page, brochure, flyer etc.).
(5) If interest or late fees are incurred as a result of an employee’s failure to submit necessary documentation in a timely manner, the employee will be held responsible for payment of those fees, and payment may be withheld from the employee’s pay.
Exceptions to this policy can only be granted if presented to the City Auditor in writing in advance with approval.
(d) The City Auditor will disallow use of City credit cards by any employee for violation or misuse of the credit card in accordance with this policy. The City Auditor will hold individuals guilty of misuse personally responsible for payment of all charges, and costs of any such fees incurred as a result of misuse which will are hereby authorized to be withheld from the employee’s paycheck.
(Ord. 17-05. Passed 6-6-05.)