[Ord. No. 1323, 10-2-2017]
This Chapter shall be known as the "City of Concordia, Missouri Credit Card Use Policy."
[Ord. No. 1323, 10-2-2017]
This Chapter is adopted to address Administrative and Personnel policies.
[Ord. No. 1323, 10-2-2017]
The City Administrator shall implement and maintain the following system for the distribution, authorization and control of credit cards issued to or for the benefit of the City and used by City employees.
[Ord. No. 1323, 10-2-2017]
A. 
Due to the requirements of our card provider, the cards bear the name of the City of Concordia and the name of individual employees who, in the opinion of the City Administrator, have job responsibilities that would benefit or otherwise be facilitated by use of a credit card.
B. 
City credit cards shall be stored in the vault of Concordia City Hall and made available to employees in the following manner.
Step 1: Any employee shall initiate the request for use of credit card through filing of the Credit Card Use Request, stating the date he/she will need possession of the card, the estimated amount of purchase, the fund and line item to be charged and the estimated date of return of the card. This request shall be forwarded to the City Administrator, for approval, prior to use of card. The City Administrator shall submit his/her Credit Card Use Request to the Mayor for approval and authorization prior to purchase unless the purchase can be deemed an "emergency purchase" at which time, the Administrator must present his/her Credit Card Use Request and letter of justification as an emergency expense to the Mayor within forty-eight (48) hours of said card use.
Step 2: Upon signed approval of request, the employee shall submit the signed request to the City Clerk. The City Clerk shall insure that the credit limit of the assigned card is adequate to provide for the anticipated expense and for the anticipated time of use. The Clerk shall issue the card upon completion.
The Clerk shall insure that all credit card purchases are documented in a log, attesting that the individual using the card was authorized to do so. When a purchase order is executed, the Clerk shall verify that the purchase order authorized use of the credit card and that the purchase order was executed properly and supports the purchase.
Step 3: The employee shall return the Card to the City Clerk within seventy-two (72) hours of the purchase and shall submit detailed receipts for authorized purchases at this time, attached to a Purchase Order assigning costs to line item expenses. If detailed receipts are not submitted on a timely basis, the City shall have a prior lien against and a right to withhold any and all funds payable to the employee in the amount of the purchase, interest and associated fees or penalties charged by the company which issued the credit card for the period of time that the charges were not paid. The City Clerk shall present only the submitted charges for Board of Aldermen approval for payment.
The City Clerk shall present non-detailed items to the Board of Aldermen for consideration of payment and enforcement of the City's prior lien against and a right to withhold any and all funds payable to the employee in the amount of the purchase.
Failure to submit detailed receipts for authorized purchase in the manner outlined in this procedure may result in disciplinary action, including loss of credit card privilege for that employee or potential termination of employment.
[Ord. No. 1323, 10-2-2017]
A. 
The aggregate credit limit for any individual City of Concordia credit cards shall not be more than fifteen thousand dollars ($15,000.00).
B. 
The standard credit limit for all secondary cards to the aggregate City of Concordia (those with the names of individual employees attached) credit card shall be set at twenty-five dollars ($25.00) per card, excluding the card associated with the City Administrator, which limit shall be set at two thousand five hundred dollars ($2,500.00).) All limits may be temporarily increased, as required, upon conformance to protocol presented in Section 136.040.
[Ord. No. 1323, 10-2-2017]
A. 
Appointive officials and employees who are issued cards are authorized to use credit cards for the following purchases and travel-related expenses:
1. 
Fuel (for City-owned vehicles), approved supplies, copies, equipment, subscriptions and licenses and other official City purchases and acquisitions in accordance with the City of Concordia's Procurement Policy.
2. 
Registrations for training seminars and related conferences.
3. 
Travel and training expenses including deposits to hold rooms, lodging, airline tickets, parking, gasoline and Conference-provided meals.
4. 
City-related dinners (i.e. Employee retirement, Employee dinner, etc.) with prior approval by the Board of Aldermen. Credit card shall include payment of related food costs plus gratuity, not to exceed eighteen percent (18%).
[Ord. No. 1323, 10-2-2017]
A. 
Cash advances of any nature.
B. 
Payment of invoices or statements.
C. 
Purchases where an open account would be utilized.
D. 
Personal purchases of any kind.
E. 
The purchase of meals associated with business travel or business meetings. Food which is purchased as part of a general gathering or buffet is acceptable.
F. 
Alcoholic beverages.
G. 
Tobacco products.
H. 
Prescription medications.
[Ord. No. 1323, 10-2-2017]
A. 
The City Administrator and City Clerk shall review and audit all credit card purchases for compliance with this Chapter. Any unauthorized charges discovered during the audit shall be disallowed and reportied to the Board of Aldermen for authorization to collect payment from the individual by check, U.S. currency, or salary deduction. If, for any reason, disallowed charges are not repaid before the credit card billing is due and payable, the City shall have a prior lien against and a right to withhold any and all funds of the disallowed charges and interest at the same rate as charged by the company which issued the credit card. In the event that an appointed officer or employee disagrees with the disallowance of the claim he or she may submit a request for reimbursement of the charge amount to the Board of Aldermen. Such request shall be made in a formal letter addressed to the Mayor.
B. 
Use of credit card for unauthorized purposes may result in administrative action up to and including termination.
[Ord. No. 1323, 10-2-2017]
When an appointed official or employee is no longer employed by the City of Concordia, the City Clerk shall immediately reduce the credit line of that individual's credit card to zero dollars ($0.00).