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Financial Management Policies Page 15 Authority for Credit Card Holder City staff having authority to make certain purchases will be eligible credit cardholders. A department director may request a credit card for city authorized purchasers when there is a demonstrated efficiency to be gained. The finance manager must review and approve each request before the card is issued. Such requests must include the following information: 1. The name of the specific user. 2. The general reason and types of purchases they will be making. 3. Any other information necessary to complete the credit card process. The department director is responsible for notifying the finance manager when any changes occur to the cardholder’s status. Types of Purchases Allowed by Credit Card A purchase by credit card must comply with all statutes, rules, and city policies applicable to city purchases. Specifically: 1. All purchases must be made by the authorized card holder. 2. Credit card purchases must comply with the city’s Purchasing Policy guidelines for quotes and bids. 3. All expenditures must be within the limits established by the department budget. Types of Purchases Prohibited Use of a city credit card is prohibited for the following purchases: 1. Personal purchases of any kind. 2. Alcoholic beverages of any kind. 3. Employee meal purchases (i.e., while attending conferences/workshops) 4. Uniform purchases. If a city employee makes a purchase by credit card that is inconsistent with this policy and/or is not approved by the Council, the employee is personally liable for the purchase. Procedures and Documentation Finance will receive the monthly bill and the cardholder will receive a copy of the monthly statement of their charges. The cardholder will code and attach invoices and receipts for all charges on the statement and submit all of the documentation to the department director or designee by the due date. Payment will be made if the billing matches all completed credit card statements and receipts. Violations Failure to comply with any portion of this policy may result in disciplinary action (up to and including termination), cancellation of the credit card, and legal and financial consequences. Public Purchase Expenditures Pursuant to the statutes and laws of the State of Minnesota which regulate the expenditure of public funds for public purposes, the Elk River City Council believes it is necessary and appropriate to provide assistance and guidance to the officials, employees, and representatives of Elk River to aid in the determination of when public funds may be spent for a public purpose. To provide that assistance and guidance, the City Council adopted these public purpose guidelines for the establishment of operating policies and procedures and the appropriate expenditures of public funds. Based on these guidelines, the City Council authorizes the city administrator or designee to establish administrative Page 70 of 294