(a) With the authority to purchase specific goods and services comes the responsibility to maintain adequate documentation at the source of the transaction. Whenever a packing slip or sales receipt is received by the cardholder making the purchase, the sales receipt should be forwarded to the custodian of the card as proof that the transaction occurred. The custodian should retain this documentation until the monthly statement from the card provider is received. Any transaction without a properly substantiated receipt is subject to reimbursement of the City by the cardholder that made the purchase.
(b) After receiving the statement from the card provider, the card custodian will need to verify all purchases made and create a purchasing log allocating the account(s) that will be used in order to pay for the items purchased. The original documentation along with the correlating purchasing log will then be sent to the Administrative Department for approval and processing.
(c) All documentation must support the legitimate business purpose of all transactions made with the credit card. In addition to sales receipts and packing slips, the following are examples of supporting documentation: copies of order forms or applications, services reports when service is provided by a vendor, and cash register receipts.
(Ord. 2019-O-04. Passed 3-12-19.)