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Approved by Council 06-24-2019 <br />26 <br /> <br /> <br /> <br />SECTION 10 - CREDIT CARDS <br />Purpose <br /> <br />The purpose of this policy is to provide employees with guidance on the use of City-issued credit <br />cards while ensuring compliance with City and State regulations. <br /> <br />Policy <br /> <br />In an effort to provide employees with an efficient, cost-effective method for making small dollar <br />purchases of goods or services as required during the normal course of their duties, the City has <br />established a credit card program. A City-issued credit card will be issued after the Department <br />Head and Finance Director has approved the request and the employee has signed the Credit Card <br />User Agreement. <br /> <br />The following guidelines, responsibilities, and expectations are as follows in the use of the <br />city-issued credit card: <br /> <br /> The credit card must be protected from theft or unauthorized use. The Department Head <br />and Finance Direct must be notified immediately if the card is lost, stolen or if the <br />employee suspects unauthorized use. <br /> Any purchase on the credit card must be work-related and not for personal use. Personal <br />use of the card will be grounds for disciplinary action. <br /> Any credit card purchase must comply with the City’s Purchasing Policy. <br /> The card must not be used to obtain a cash advance. <br /> The employee is responsible for providing an itemized receipt for each credit card <br />transaction in a timely manner to Accounts Payable. A timely manner is defined as <br />sufficient time for Accounts Payable to process the payment as part of the normal accounts <br />payable process done before each Council Meeting and to avoid payment of any late fees. <br /> Any single transaction in excess of $1,000 must have prior written authorization by the <br />Department Head or City Administrator. <br /> If the City does not authorize a credit card purchase, the employee who made the purchase <br />becomes personally liable for the amount of the purchase. (MN Statute 471.382) <br /> The City will pay the entire credit card balance each month.