(A) Purpose. To implement procedures to encourage and promote responsible, efficient, ethical and legal utilization of city authorized credit cards.
(B) Procedures. Steps for using city authorized credit cards:
(1) Purchase requisition procedures apply to all credit card purchases $500 and over, and must be completed before purchase is made.
(2) Department heads shall authorize use of assigned or general use cards. General use cards are to be signed out for use and signed back in when use is completed. A credit card log is to be maintained in the finance office for this purpose.
(a) Department head will be responsible for credit card use in their department including sufficient information as to the account coding for expense accounts to be charged.
(3) Department heads shall have the responsibility of immediately reporting to the Finance Director any lost or stolen credit card or any fraudulent use of credit cards coming to their attention.
(4) Receipts must be placed on file immediately after use for all credit card purchases. Receipts should be coded for expense accounts to be charged. Employee may face disciplinary action per the city personnel policy for failure to submit receipts for credit card purchases. Department heads are responsible for securing any missing receipts.
(5) Receipts placed on file will be reconciled to the associated monthly statement. Department heads that do not have receipts placed on file in time for payment may face disciplinary action per the city personnel policy.
(6) Failure to comply with these procedures will result in losing your department's use of credit cards and possible disciplinary action.
(Ord. passed 11-14-2016)