(A) The city has authorized revolving city credit cards to be issued to certain officers and employees recommended and approved by the City Commission. City credit cards are for use in making operational business purchases, purchases related to meetings, and other legitimate business expenses as set forth in this policy.
(1) Operational expenses are those expenses necessary for the running of the city. Examples include, but are not limited to, office supplies and equipment, other office-related expenses, computer supplies, and any other non-travel related expenses.
(2) Meeting-related expenses include, but are not limited to, group meals, hotel meeting rooms, prepaid airfare, prepaid hotel accommodations, prepaid business car rental, prepaid conference and meeting registrations, prepaid expenses for meetings, and unanticipated event or travel needs.
(3) These examples are not intended to limit credit card use for other legitimate business expenses.
(B) Employees issued a city credit card for operational or meeting-related expenses will be subject to the following conditions:
(1) Only legitimate business and operational-related purchases may be charged on a city credit card.
(2) The city credit cards shall not be used for personal expenses of any kind. If an expense is determined to be personal in nature, the expense must be reimbursed immediately. The City Commission, upon review, may require reimbursement of a personal expense outside of this time frame.
(3) All monthly credit card statements shall be reviewed by the person named on the card and their immediate supervisor, both of whom shall sign each page of the statement as evidence that they accept the identified expenses as legitimate business expenses. In addition, the statements shall be reviewed by the City Treasurer, or their designee, to determine compliance with city policies.
(4) Itemized receipts of each transaction made using a city credit card must be submitted to the City Treasurer promptly for approval. The receipts shall provide details on the business purpose, date, location, amount, and persons covered by the purchase and shall bear evidence of supervisor approval on their face. Credit card statements will not be accepted as evidence of a receipt.
(C) The city will review the policy regarding credit card usage and credit card limits on an as- needed basis, but no less than every three years.
(Ord. 5-11-2023-A, passed 6-8-2023)