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Credit Card Use <br /> According to Minn. Stat. � 471.382,the City Council may authorize the use of a credit card by any <br /> city officer or employee otherwise authorized to make a purchase on behalf of the city. A purpose <br /> of this policy is to establish criteria for who may be issued a credit card and the specific use of the <br /> credit card. <br /> Authority for Credit Card Holder <br /> City staff having authority to make certain purchases will be eligible credit cardholders. A <br /> department director may request a credit card for city authorized purchasers when there is a <br /> demonstrated efficiency to be gained. The Finance Director must review and approve each request <br /> before the card is issued. Such requests must include the following information: <br /> 1. The name of the specific user <br /> 2. The general reason and types of purchases they will be making <br /> 3. Any other information necessary to complete the credit card process <br /> The department director is responsible for notifying the Finance Director wh' any changes occur <br /> to the cardholder's status. <br /> Types of Purchases Allowed by Credit Card <br /> A purchase by credit card must comply with all statutes, ;`'and city policies applicable to city <br /> purchases. Specifically: <br /> 1. All purchases must be made by the authorized card holder. <br /> 2. All credit card purch must compl with the ca 's.Purchasing Policy guidelines for <br /> quotes and bids. <br /> 3. All expenditures must be`within the li ablished e department budget. <br /> Types of Purchases Prohibited: <br /> Use of a city credit card is prohibited for the following purchases: <br /> 1. Personal purchases of any kind. <br /> 2. Alcoholic beverages of any kind. <br /> 3. Emalo3 ee meal purchases(ie_while attending conferences/workshops <br /> 4. Uniform purchases. <br /> If a city employee makes a purchase by credit card that is inconsistent with this policy and/or is not <br /> approved by the Council, the employee is personally liable for the amount of the purchase. <br /> Procedures and Documentation <br /> Finance will receive the monthly bill and the cardholder will receive a copy of the monthly statement <br /> of their charges. The cardholder will code and attach invoices and receipts for all charges on the <br /> statement and submit all of the documentation to the department director or designee by the due <br /> date. Payment will be made if the billing matches all completed credit card statements and receipts. <br /> Violations <br /> Failure to comply with any portion of this policy may result in disciplinary action (up to and <br /> including termination), cancellation of the credit card, and legal and financial consequences. <br /> Financial Management Policies Page 19 <br />