The Mayor and Auditor shall implement and maintain the following system for the distribution, authorization and control of credit cards issued to or for the benefit of the City and used by City officials and employees.
(a) Distribution-Credit cards may be distributed to those City officials and employees who, in the opinion of the Mayor, or his/her designee, have job responsibilities that would benefit or otherwise be facilitated by use of a credit card.
(b) Authorization and Control - The Auditor shall develop specific administrative guidelines and accounting controls to ensure the proper usage of credit cards and credit card funds. The purchasing card is to be used when it is in the best interest of the City administrative affairs.
(c) Application - The individual holder, upon prior approval of the Mayor or his/her designee, shall hold each credit card responsibly.
(d) Credit Limits - The Mayor or his/her designee shall set credit limits on each card issued subject to the approval of the City Council. Individual purchases shall not exceed $1000 without the pre-approval of the Mayor and in no event shall the credit card limit exceed $2500 for any individual credit card account.
(e) Credit Card restrictions - The following will be considered an unauthorized purchase or use of any City purchasing/credit card:
(1) Cash advances;
(2) Payment of invoices or statements;
(3) Purchases where an open charge account would be utilized; or
(4) Personal purchases of any kind.
(f) Disallowed Charges-Disallowed charges, or charges not properly identified, will be paid by the employee before the charge card billing is due. Failure to do so will render the employee personally liable where the City shall have a prior lien against and a right to withhold any and all funds payable or to become payable to the employee up to the unpaid amount, plus interest and/or fees at the rate charged by the bank that issued the card. Employee shall not use the credit card if any disallowed charges are outstanding. The act of obtaining a City credit card does not indicate pre-approval of expenditures/expenses.
(g) Return of Credit Card - The employee shall return all City credit cards at the request of the Mayor or his/her designee, or upon separation of employment. Final paycheck will be held until all outstanding property has been returned.
(Ord. 2007-24. Passed 9-20-07.)