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Credit Card and Charge Account Policy <br />A department head may request a credit card for designated employees to make work related <br />purchases when there is a demonstrated efficiency to be gained. (Examples of "demonstrated <br />efficiency" would a situation where multiple credit applications at various vendors can be <br />avoided, less monthly bills to process versus individual billings from vendors, and allowing for <br />the opportunity to shop various vendors to obtain better pricing without needing a purchase <br />order or credit application.) <br />The request for a credit card must be made to the appropriate department head for approval. <br />Once departmental head approval is obtained, the request must be approved by the Finance <br />Director. <br />The employee named on the credit card or authorized to use it must sign an agreement with the <br />City regarding use of the credit card. (Copy attached) <br />The credit card must be protected from theft or unauthorized use. The Department Head and <br />Finance Director must be notified immediately if the card is lost, stolen or if you suspect <br />unauthorized use. <br />Any purchase on the credit card must be work related and not for personal use. Personal use <br />of the card is grounds for disciplinary action. The card may not be used to obtain a cash <br />advance. <br />The employee is responsible for providing a receipt for each transaction in a timely manner to <br />Accounts Payable. (A timely manner is defined as sufficient time to process as part of the <br />normal accounts payable process done before each Council Meeting and to avoid payment of <br />any late fees.) Accounts Payable will receive the monthly bill and reconcile with the receipts. <br />Any single transaction in excess of $1,000 must have prior written authorization by the <br />Department Head /Administrator. <br />2 <br />