(A) Credit card policy.
(1) This section shall be deemed the city's Credit Card Purchasing Policy.
(2) The City Manager shall be responsible for designating an employee in writing to be responsible for the city's credit card issuance, accounting, monitoring, retrieval, and for general oversight of compliance with this credit card use policy.
(3) Credit cards may be used for the purchase of goods and services that are for the official business of the city when standard accounts payable procedures cannot be utilized. Examples include fuel purchases, travel-related expenses, conference registration fees, and purchases wherein vendor requires immediate payment and the purchase is immediately necessary for city business.
(4) City credit cards may be used only by those authorized and only for the purchase of goods or services for the official business of the city.
(5) Purchases made via the credit card must comply with the city's Purchasing and Expenditure policies. The card in no way changes such policies
(6) The Finance Department will follow established accounts payable internal control procedures for approval, documentation and payment of credit card charges.
(7) Unauthorized use of a city credit card shall result in disciplinary measures to the fullest extent of the law.
(B) Procedures.
(1) Issuance of credit cards.
(a) A credit cards may be issued to the City Manager. The City Manager may designate two other city personnel to receive credit cards to make city purchases that cannot be paid through the accounts receivable process. Only one card will be issued in an individual's name. Cards are nontransferable. It is understood that each individual issued a credit card may designate support staff to process credit card purchases.
(b) The City Manager may authorize credit card purchases of up to $5,000 which are procured in accordance with the Purchasing Ordinance codified in this chapter. Contracts and purchases in excess of $5,000 which have been authorized by the City Council may be paid with credit cards. The authorized credit limit of each credit card issued by the city shall not exceed $10,000.
(2) Card holder responsibilities and liability.
(a) Each credit card holder must comply with the following requirements:
1. Ensure the card is used only for legitimate city business purposes.
2. Maintain the card in a secure location at all times.
3. Not allow other individuals to use the card.
4. Adhere to city purchase limits and restrictions as set forth in the city's Purchasing Ordinance.
5. Submit documentation to the Finance Director, including sales slips, register receipts, and/or credit card slips and other documentation detailing the goods or services purchased, the cost of the goods or services, the date of the purchase and the official business for which it was purchased. Such documentation shall be submitted within five days of purchase.
6. Attempt to resolve disputes related to billing errors with a vendor directly or in conjunction with the Finance Director.
7. Ensure that the appropriate credit is issued for disputed items or billing errors on a subsequent credit card statement.
8. Immediately report a lost or stolen card to the card issuer and notify the Finance Director of the lost or stolen card at the first opportunity during business hours.
9. Return the card to the city upon termination employment with the city.
(b) Card holder liability. The credit card is a corporate charge card that will not affect the card holder's personal credit; however, it is the card holder's responsibility to ensure that the card is used within stated guidelines, policies and procedures of the city. Failure to comply with program guidelines may result in the permanent revocation of the card, charge-back of an improper or unsupported transaction to the card holder for reimbursement to the city, notification of the situation to management, and further disciplinary measures, which may include termination.
(Ord. 15-100, passed 2-11-2015)