City credit cards must be carefully controlled to ensure that employees are held accountable for credit card transaction activity. Therefore the following criteria must be followed concerning credit card use.
(A) All city-owned credit cards will be kept at City Hall and no employee will be permitted to use a city credit card without prior consent of the Mayor or the Mayor’s designated agent.
(B) If a credit card is given to an employee for a specific purchase the card must be returned to City Hall as soon as reasonably possible with a receipt for any purchases made. The employee who made the purchase will sign the receipt and turn it in to the City Clerk. The City Clerk will retain all receipts and check them against the monthly billing statement to be sure correct payments are made.
(C) A summary schedule of credit card transactions will be created each month that includes the name of the employee who made the transaction, a brief description of the items purchased, the dollar amount of the items purchased, and the purpose of the purchase. This summary schedule will be reviewed and approved by the Mayor. If transactions are not approved, or are found to be personal in nature, the employee who made the purchase will be required to reimburse the city for any disallowed transactions.
(D) The city will comply with KRS 65.140 by paying all bills within 30 working days of receipt of a vendor’s invoice.
(E) In the event other purchases need to be made by an employee on behalf of the city, a check request form must be filled out and approved by the Mayor or the Mayor’s designated agent prior to the check being issued. A receipt for the purchase must be presented as soon as reasonably possible after the transaction is completed. Under no circumstances will blank checks be signed and issued to an employee prior to a purchase being made.
(Ord. 215-2007, passed 7-3-07)