04-02-2018 Council Work Session Packet

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7 contact the Program Administrator. 15. What if a Receipt is Lost? If a receipt is lost, a written form, describing the transaction in detail and reason for no receipt, must be attached to the statement. This form must have the cardholder’s signature and the appropriate supervisor signature approvals. 16. Can Telephone Orders be Charged? Orders may be made by telephone, but be as cautious as you would be if you were giving out your personal credit card number. Request an itemized receipt from the merchant. 17. What about Purchases on the Internet? Using Purchasing Cards to make transactions over the Internet has risks associated wi th it. Therefore, when making purchases on the Internet, be sure to order using a secure site. Request an itemized receipt from the merchant. 18. What if the Card is Lost or Stolen? Keep the Purchasing Card in a secure location. It needs to be accessible only to the cardholder. If the Purchasing Card is lost or stolen, contact U.S. Bank immediately by calling the 24-hour telephone number (1-800-344-5696). Immediately after reporting the loss to U.S. Bank, you must inform the Program Administrator and your supervisor. It is extremely important to act promptly in the event of a lost or stolen card to avoid City liability for fraudulent transactions. 19. What if the Cardholder Leaves the City? The cardholder must turn in the Purchasing Card to their department head, who is responsible for canceling the card by calling the Card Program Administrator and returning the card to the System Administrator. 20. How are Purchases Returned? If a purchased item is to be returned, follow the supplier or merchants return procedures. 21. Will use Affect Personal Credit? Use of the Purchasing Card will not have any impact on the cardholder’s personal credit rating.