04-02-2018 Council Work Session Packet

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3 PURCHASING CARD OVERVIEW Welcome to the City of Lino Lakes Purchasing Card System (Purchasing Card). The Purchasing Card is a credit card based system used to purchase items and services. Most small purchases that now are processed using blanket vendor charge accounts, manual check requests, or personal credit cards for City business are candidates for the Purchasing Card. BENEFITS The Purchasing Card concept is to offer a means to charge purchases to the City using a secure process with authorization and security levels pre-determined for each cardholder. Cardholders will be able to obtain goods and services in a quick and convenient way within the system’s controls. The System Administrator is: The Finance Director The Alternate Administrator: The Finance Accountant The Program Administrator for the City of Lino Lakes is: The Finance Director RESPONSIBILITIES The success of the Purchasing Card System depends on both cardholders and supervisors. The following are several key areas that are required of cardholders: • Responsibility lies with the cardholder to be informed of all purchasing policies and procedures and to be knowledgeable about the public purpose expenditure definition. Cardholder should be cognizant of the annual departmental budget and understands the limitations of the City purchasing policy. • Sign the back of the card. • Ensure that the Purchasing Card is used for appropriate City purchases and that the purchase meets the public purpose requirement. • Ensure that the Purchasing Card is kept secure and that all card transactions are signed for by the Purchasing Card holder. • Ensure that charges are not split to avoid the single-purchase dollar limit. • Ensure that problems with a billing are resolved with the vendor. • Retrieve, review and verify weekly printouts and monthly statements.