(a) City credit cards and/or purchase cards are to be kept in the control of the Director of Finance or his/her designee, who will secure the cards in a safe, or in a locked cash box in a secure office.
(b) The Director of Finance shall keep a master list of all employees who are permitted to use City credit cards, along with each employee's title, and a master list of cards (and the names that appear on each card, if applicable) within the department. A copy of both master lists must be on file with the Finance Department and must remain current. All City employees authorized to use a City credit card and/or purchase card must sign the Credit/Purchasing Card Policy acknowledging statement.
(c) A log of the card name showing date, sign out time, sign in time, signature of person using the card, and valid purchase order number is to be kept by the Finance Director or designee. The Director of Finance, or designee must initial each entry on the log indicating approval of the card's use and the purchase. Anyone needing to use a card must go to the Director of Finance, or designee holding the card and sign the card in and out on this log.
(d) Regular purchase order policy and procedures must be followed whenever you anticipate using the card. Every purchase using any card must have a valid purchase order assigned to it before the purchase is legal. The purchase order must contain the vendor and provide descriptions, account numbers and estimated dollar amounts. No purchase shall exceed a spending limit of five hundred dollars ($500.00) without the express written consent of the Director of Finance or designee. This will assure that sufficient appropriations exist to cover the anticipated charges. Once an invoice is received, simply return a copy of the P.O. along with the receipts you have accumulated, directly to the Finance Department, to complete the transaction.
(Ord. 2019-4. Passed 2-11-19.)