133.12 CREDIT CARD POLICY.
(a) Credit Cards are not intended to replace the usage of Purchasing Cards by City employees. Credit Card issuance is to be limited, and the Finance Director, as Fiscal Officer, is to retain possession and control of the credit card.
Credit Card issued by a bank or store differ from procurement cards in that procurement cards are able to have usage limited by merchant category codes along with daily, weekly, and transaction level dollar limits. Having a credit card to supplement our purchasing cards is advantageous by providing a second electronic purchasing method.
(1) Responsibilities.
A. Fiscal Officer.
1. Use the card for City business ONLY.
2. Make purchases according to the guidelines established in this policy /procedure.
3. Account for all transactions made against the card through the acquisition and retention of all itemized sales/ credit receipts.
4. Timely reconciliation of monthly transactions made on the card.
5. Control and Safeguard the card and keep the account number secure
6. Resolve disputed charges with the merchant and/or Bank-Issuer (also referred to as "Provider").
7. Return merchandise to the merchant when it is incorrect or no longer needed.
8. Report a lost or stolen card immediately to the Provider Finance Office.
9. Surrender the card upon separation from the City.
B. Approving Supervisor.
1. Ensure that charges made using the card are appropriate.
2. Verify that appropriate funds and account codes are charged.
3. Approval for standard, monthly credit limit by employee.
C. Safely /Service Director or designee.
1. Approval of exceptions to the standard, monthly credit limits.
2. Revocation of card and disciplinary actions will be applied as necessary.
(2) Card Application.
A. A cardholder Agreement must be completed and returned to the Finance Office. The form is available from the Finance Office.
B. A Card Request must be completed and returned to the Finance Office. The form is available from the Finance Office.
C. Any cards obtained shall have 'City of Sharonville' listed on the face of the card.
(3) Credit Limit.
A. The City shall not have more than twenty-five thousand dollars ($25,000) in credit limit on Credit Cards.
(4) Authorized Card Usage.
A. The credit card that the cardholder receives has his/her name embossed on it. The cardholder is the only person authorized to use the card. The cardholder may process transactions on behalf of others however, the cardholder is responsible for all use of his/her card.
B. Use of the card shall be limited to the following conditions:
1. No cash back for returns.
2. Any rebates from the use of the card will be forwarded to the City Finance Office.
3. The cardholder should always identify him/herself as a City representative to ensure negotiated pricing is secured.
4. The cardholder should ensure that sales tax is NOT charged at the point of sale when feasible.
5. Adherence to all boundaries established by this policy /procedure.
(5) Unauthorized Card Usage.
A. The card is NOT to be used for items such as:
1. Personal purchases
2. Cash advances
3. Item violating other City policies and ordinances
B. A cardholder who makes unauthorized purchases or intentionally misuses the credit card will be personally liable for the total dollar amount of such unauthorized purchases, plus any administrative fees charged by the Bank in connection with the misuse. The cardholder may also be subject to disciplinary action by the City Administration and possibly have their card revoked.
(6) Card Process.
A. Determine that the card is the appropriate purchasing tool.
B. Call or visit the merchant of choice.
1. Select or order the desired merchandise.
2. Identify yourself as a City representative, as appropriate, to ensure negotiated prices are charged.
3. Tell the merchant the sale is considered non-taxable, so appropriate sales tax is not charged at the point of sale.
4. Give the cardholder's business address as the shipping address. The receipt will be needed for reconciliation.
C. Obtain an itemized receipt (even if the purchase is made by phone or fax). Charge/credit slips that do not itemize are inadequate documentation.
(7) Reconciliation.
A. The cardholder will receive a Corporate Account Statement directly from the Provider. The cardholder must complete a monthly reconciliation on a timely basis shortly after receiving the Account Statement. The reconciliation process is as follows:
B. Complete the reconciliation process in the order of the Statement:
1. Match cash register itemized purchase receipt to the statement.
2. Determine the City account code the purchase is to be charged against.
3. Write the City account code to the right of the Transaction Description on the Statement. If the purchase is to be split over more than one City account code, write to the right of the Transaction Description, "See Receipt". Write on the receipt the various City account codes. If the receipt is too small, tape it to a larger piece of paper and make the appropriate account breakdowns on the bottom of the larger piece of paper.
4. Clip or otherwise attach all receipts to the statement in the order of the statement printout.
5. If a trip is part of the charges being reconciled, attach a copy of the City of Sharonville, Employee Travel Report Form. The Travel Report Form will have to be signed by the employee and approved by that person's manager.
6. NO Payment will be made by the City for transactions that DO NOT have an accompanying detailed cash register and charge receipts.
7. If a Cardholder wishes to challenge the NO receipt NO payment rule, they must submit in writing an explanation as to the circumstances surrounding the transaction and WHY no cash register receipt and charge slip is available to attach. Then, have that written explanation signed by the Safety/Service Director, and next submit it to the Finance Office for consideration and approval for payment.
8. IF for some unforeseen reason, personal expenses have been charged on the City Card, the employee is then to attach his/her personal check made payable to the City of Sharonville.
9. Forward the approved reconciliation and receipts to the Finance Office by the 13th of each month.
NOTE - Reminder calls will not be made. Reconciliation is the responsibility of each cardholder. Any charges/credits that are not reconciled by the due date will result in any interest charges or late fees be charged to the cardholder personally and the Department Head will be notified.
(8) Disputed Transaction.
A. An incorrect, unrecognized or questioned transaction may be disputed. A bad meal or a hotel that provided bad accommodations, or simple displeasure with a vendor, etc are NOT disputable items.
B. If a transaction needs to be placed in dispute, the cardholder should:
C. Contact Issuing Bank immediately at the number present on the back of the card.
D. Note "Disputed" on the applicable line of the monthly reconciliation and provide written explanation.
E. The Provider will conduct an investigation regarding the disputed transaction. While the investigation is ongoing, a temporary reversal of the transaction will be issued to the cardholder's account. Upon completion ofthe investigation the cardholder is notified of the resolution. If the dispute is not settled in the cardholder's favor, the transaction will be re-posted to the cardholder's account.
(9) Lost/Stolen Cards. If a card is lost or stolen, the cardholder must contact the Issuing Bank. The City Finance Office should also be notified immediately.
(10) Cardholder Separation from Service. At separation from employment with the City; any card must be surrendered to the Finance Office for deactivation. A final approved reconciliation and supporting receipts should also accompany the card. If an interim transaction listing is needed to facilitate this, please contact the Finance Office.
(11) Annual Report of Rewards. The Finance Director is to file an annual report with the City Council concerning all rewards the political subdivision derives from a credit card account.
(Ord. 2019-06-E. Passed 1-29-19.)