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<br /> <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 to the <br />status. <br /> <br />Types of Purchases Allowed by Credit Card <br />A purchase must comply with all statutes, rules, and city policies applicable to city purchases. Specifically: <br />1. Must be made by the authorized card holder. <br />2. Must comply with the cpolicy for 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 />An employee making a purchase inconsistent with this policy and/or is not approved by the Council, s/he is <br />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 of their <br />charges. The cardholder will code and attach invoices and receipts for all charges on the statement and submit all <br />of the documentation to the department director or designee by the due date. Payment will be made if the billing <br />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 including <br />termination), cancellation of the credit card, and legal and financial consequences. <br /> <br />Public Purchase Expenditures <br />Pursuant to the statutes and laws of the State of Minnesota which regulate the expenditure of public funds for <br />public purposes, the Council believes it is necessary and appropriate to provide assistance and guidance to the <br />officials, employees, and representatives of Elk River to aid in the determination of when public funds may be <br />spent for a public purpose. <br /> <br />To provide that assistance and guidance, the Council adopted these public purpose guidelines for the <br />establishment of operating policies and procedures and the appropriate expenditures of public funds. Based on <br />these guidelines, the Council authorizes the city administrator, elected officials and appointed department <br />directors to establish administrative policies and procedures that are consistent with these guidelines and the <br />adopted city policies which implement these guidelines. <br /> <br />Definition: A public purpose expenditure is one which relates to the purpose for which the City of Elk River exists and the duties <br />and responsibilities of Elk River, its elected and appointed officials, employees, and other representatives. <br />Financial Management Policies Page 17 <br /> <br />