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<br /> <br /> <br />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 /> <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 /> <br />The department director is responsible for notifying the Finance Director when any changes occur <br />to the cardholder’s status. <br /> <br />Types of Purchases Allowed by Credit Card <br />A purchase by credit card must comply with all statutes, rules, 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 purchases must comply with the city’s Purchasing Policy guidelines for <br />quotes and bids. <br />3. All expenditures must be within the limits established by the department budget. <br /> <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. Employee meal purchases (ie, while attending conferences/workshops) <br />4. Uniform purchases. <br /> <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 /> <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 /> <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 /> <br />