Section 104-b of the General Municipal Law, effective January
1, 1992, required all municipalities and districts therein to adopt
procurement policies for goods and services which are not required
by law to be publicly bid. This regulation sets forth standard City-wide
procedures for ordering and purchasing services and supplies.
[Added 6-16-2008 by Ord.
No. 5-2008]
A. Subject to the approval of the City Attorney as to form and content,
the City Manager is authorized to enter into contracts with banking
institutions or credit card companies to secure the issuance of credit
cards in the name of the City of Ogdensburg. Further, subject to the
approval of the City Attorney as to form and content, the City Manager
is authorized to take such incidental action as may be necessary to
carry out the terms of this regulation, including the execution of
any agreements or extension agreements or continuing agreements with
a bank or credit card issuer that may be necessary. Said cards shall
be available for use by designated persons as hereinbelow set forth.
B. The City Comptroller shall have control of any and all credit cards.
All credit cards will be kept under the direct supervision of the
City Comptroller and shall be made available to officials/employees
deemed appropriate by the City Manager or the City Comptroller.
C. The City Manager of the City of Ogdensburg or the City Comptroller
shall have the authority to authorize the use of credit cards for
purchases and expenditures set forth herein and such other purchases
and expenditures authorized by the City Council of the City of Ogdensburg.
D. Subject to the further authorization of the City Manager or the City
Comptroller, City credit cards are approved for use to satisfy the
expenses associated with the purchase of the following goods, supplies,
services and expenditures:
(1)
Office supplies and forms.
(6)
Maintenance, repair and operating expenses.
(8)
Travel, travel reimbursement and meal/lodging expenses.
(9)
Any other expenses authorized by the City Manager of the City
of Ogdensburg not exceeding $1,500 per purchase.
E. The following are unauthorized credit card purchases:
(1)
Any single transaction exceeding $1,500 in value.
(2)
Aggregate monthly purchases exceeding $10,000 per billing cycle.
(3)
Purchase of items for personal use.
(4)
When used for any product or service inappropriate for purchase
with City funds.
F. Use of City credit cards shall be subject to the following:
(1)
City credit cards may only be used when there is no alternative
method of payment available or when use of the credit card will result
in a discounted purchase price.
(2)
Officials/employees shall retain all receipts for the items
purchased and, immediately upon purchase, provide the same to the
City Comptroller.
(3)
Officials/employees shall insure that all transactions are legitimate
purchases made on behalf of the City of Ogdensburg.
(4)
Officials/employees shall be required to complete all requests
for authorization for expenditures and submit the same to the supervisor
together with claims and adequate supporting documentation that the
expenses were incurred in accordance with City policy.
(5)
Any illegal, inappropriate, improper or unauthorized use of
a credit card shall require payment by the official/employee incurring
the expense and may result in disciplinary or other action against
the official/employee.
(6)
Purchases, payments, travel and other actual and necessary expenses
for which a credit card is used shall be incurred in accordance with,
and shall be subject to, all laws, rules, and regulations applicable
to municipal charges incurred by the City of Ogdensburg, its officers
and employees.
(7)
If the City Comptroller determines that charges are appropriate
as submitted, the credit card statement shall be processed for payment
in a timely fashion so as to avoid any finance charges. If the City
Comptroller shall determine that there are improper, illegal or unauthorized
charges, he/she shall immediately notify the City Manager who shall
investigate and take appropriate action.
(8)
Officials/employees using City credit cards shall document each
purchase with supporting receipts and a detailed itemization of all
charges, noting the official/employee who has incurred said charges
and the official/employee who authorized said charge.
(9)
Any lost or stolen credit cards shall be reported immediately
to the City Comptroller.
(10)
For any orders placed by phone, fax, mail or e-mail, a receipt
must be requested detailing the merchandise purchased, price, freight,
shipping, etc., and must be included with the goods mailed or shipped.