2019-045 Resolution - Laserfiche WebLink

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EXHIBIT -A ----------- ------- SECTION 5.5 CREDIT CARD USAGE A. INTRODUCTION The City has provided credit cards to various departments and divisions as a means to make purchases that cannot be obtained through normal purchase order procedures. It has become a better payment source for travel -related expenses than using a personal credit card, which can then be requested in a public records request. Also, with online internet purchases, some vendors do not accept purchase orders and only a credit card can be used to obtain the merchandise. Some emergency purchases may need a credit card for the purchase as well. All of the City's standard procedures for purchases are still in force, even though a credit card is being used. B. CARD LIMIT; SECURITY; AND EXPIRATION Each department or division has their own credit card(s) with an identifying number, under the umbrella of the City's main account number. "The credit limit varies for each based on past expenditures and the list of cards and related credit limits are maintained in the office of the Director of Finance. If a credit limit needs to be temporarily increased for a special, approved purchase, please contact Finance. 2. It is the department or division's responsibility to safeguard the credit card and the credit card account number at all times. The credit card(s) must be kept in a secure location (example: safe or locked drawer) and should only be used to process transactions by authorized employees of that division. In order to prevent exposure to fraud, the full credit card account number should not be recorded electronically or on paper. If the number must be recorded, it should be truncated to the last six digits. Please pay attention to the expiration date so as not to attempt to charge something beyond that date. New cards will be issued prior to the expiration and the older card should be destroyed, not just thrown away. C. LOST, STOLEN OR DAMAGED CARD If a credit card is lost, stolen or damaged, during normal business hours, please notify the Finance Department immediately so it can be reported to the bank. If it is lost, stolen or damaged after normal business hours, please notify the bank immediately at 1-888-449-2273 and Finance during business hours. Fraudulent transactions must be reported to the bank within sixty (60) days of the date of occurrence in order to recover losses. After the notification procedures have been completed, a new credit card will be issued after receiving proper approvals. SECTION 5.5 — CREDIT CARD USAGE