(a) The card is for City business expenses only. It must not be used for personal purchases.
(b) The card may only be used by the City employee having signed out the card.
(c) Itemized receipts must be obtained for all transactions.
(d) Pyramiding - i.e., dividing one purchase into two or more, in order to stay within your transaction limit - is not allowed.
(e) City credit/purchasing cards may not be used to receive cash advances.
(f) Personnel using City credit/purchasing cards are responsible for resolving discrepancies and ensuring credits are received.
(g) Personnel using City credit/purchasing cards may not receive cash back or in-store credits for any refunds or exchanges. Such amounts must be credited to the credit card account. If a supplier mistakenly issues a refund check, it must be submitted to the Budget and Finance Department within five days of receipt by the cardholder.
(h) Cardholders should not pay Ohio sales tax. The cardholder must tell in-State suppliers the City is exempt from Ohio sales tax. A copy of the City's Tax Exempt Certificate is available if the supplier needs to see it.
(i) If grant funds are being charged, City credit/purchasing card users are responsible for seeing that all granting agency requirements are fulfilled.
(j) Personnel using City credit/purchasing cards may not make purchases that violate City policy restricting business transactions that may be perceived as a conflict of interest (purchases from a business in which you or a relative have a financial interest).
(Ord. 2019-4. Passed 2-11-19.)