§ 2-130.11. Duties and responsibilities.

(a)

Elected officials (mayor and city council).

(1)

The city manager will recommend to the mayor or council members whose position justifies, in-cost savings and efficiency within their respective positions, the option for issuance of a P-card. Participation in the city P-card program is optional.

(2)

The following criteria will be considered/followed when assigning a P-card:

a.

Cards will only be used for travel and training (professional development).

b.

Cards will be maintained by the city secretary's office and must be checked out for all travel and training.

c.

All cardholders must submit a budget request through the annual budget process for all travel request for the upcoming fiscal year.

d.

Responsible for immediately reporting any fraudulent use or misapplication of the P-card to the program administrator. Misuse of the P-card could lead to revocation of the card and the cardholder will be required to reimburse the city for any unauthorized transactions.

e.

Each cardholder must acknowledge receipt of the purchasing card, understand the rules of usage, and sign the user agreement.

f.

Immediately report any disputed charges and invoke the disputed charge procedures when necessary.

g.

If a card is lost or stolen, the cardholder must immediately notify the program administrator and CITI Bank.

h.

Accountable and responsible for adherence to the established limits set for their P-cards.

i.

Responsible to ensure that their purchases are properly funded, and for travel expense reporting purpose to ensure compliance with the city travel policy.

j.

Responsible for providing all original receipts immediately upon return from travel to the city secretary's office or the program administrator for reporting in accordance with the requirements outlined in this policy.

(3)

The P-card is to be used for city business only. Personal purchases, even if reimbursed, will be considered misappropriation of municipal funds, which constitutes a criminal offense and will be referred to the city manager.

(b)

Cardholder's duties and responsibilities—Excluding elected officials.

(1)

[The following criteria will be considered/followed when assigning a P-card:]

a.

Responsible for immediately reporting any fraudulent use or misapplication of the P-card to the program administrator and director/department. Misuse of the P-card could lead to revocation of the card or other disciplinary actions, and the cardholder will be required to reimburse the city for any unauthorized transactions.

b.

Each cardholder must acknowledge receipt of the purchasing card, understand the rules of usage, and sign the user agreement.

c.

Immediately investigate any disputed charges and invoke the disputed charge procedures when necessary.

d.

If a card is lost or stolen, the cardholder must immediately notify the program administrator and CITI Bank.

e.

Accountable and responsible for their P-card.

f.

The cardholder must use only his/her assigned card. Cards must not be loaned to another employee for his/her use, unless the cardholder is aware and has given his/her permission.

g.

Accountable and responsible for adherence to the established limits set for their P-cards.

h.

Responsible to ensure that their purchases are properly funded.

i.

Responsible for reconciling the transactions made, preserving the receipts, and forwarding the receipts with the card's cycle statement to the purchasing officer following the monthly review period.

j.

The cardholder is required to ensure that all goods and services purchased with the card have been received, credits received for returned merchandise, and that duplicate billings are handled by contacting the vendor for an immediate reverse/credit.

(2)

The P-card is to be used for city business only. Personal purchases, even if reimbursed, will be considered misappropriation of municipal funds, which constitutes a criminal offense and will be referred to the city manager.

(c)

Account group manager responsibilities.

(1)

To help manage their assigned group cardholders transactions for prompt reporting.

(2)

Responsible for reconciling the transactions made, preserving the receipts, and forwarding the receipts with the card's cycle statement to the purchasing officer following the monthly review period.

(3)

Must clear with cardholder that all goods and services purchased with the card have been received, credits received for returned merchandise, and that duplicate billings are brought to the cardholder's attention and that the vendor is contacted immediately for a reversal/credit of the duplicate transaction.

(4)

If receipts are missing, the group manager must first check with the cardholder and try to get a receipt. If another receipt is not possible a memo must be written to explain exactly when, where, what, and how much was charged to the P-card.

(5)

Mishandling of receipts and failure to complete reconciliation as required, may result in disciplinary action and may be declared ineligible to serve as an account group manager.

(d)

Director's/department head's duties and responsibilities.

(1)

Serve as the "approver" for each direct report and assign an approver for those non-direct report employees in the department. The "approver" is a supervisory level employee responsible for approving the cardholder's usage of the purchasing card. The approver is required to perform a monthly review of the transactions made by his/her cardholders.

(2)

Responsible to ensure compliance with the city's P-card program guidelines.

(3)

Responsible to ensure that only authorized employees utilize the department's P-card.

(4)

Responsible, in conjunction with the program administrator, to determine the single purchase limit amount.

(5)

Obtain an updated P-card expense report from the P-card administrator for terminated employee so that receipts provided by employee are reconciled to report.

(6)

Responsible for notifying the program administrator if a cardholder changes department/divisions by promotion or transfer.

(e)

Travel P-card duties and responsibilities.

(1)

Cards will only be used for travel and training (professional development).

(2)

Responsible for immediately reporting any fraudulent use or misapplication of the travel p-card to the program administrator. Misuse of the travel P-card could lead to revocation of the card and the cardholder will be required to reimburse the city for any unauthorized transactions.

(3)

Each cardholder must acknowledge receipt of the purchasing card, understand the rules of usage, and sign the user agreement.

(4)

Immediately report any disputed charges and invoke the disputed charge procedures when necessary.

(5)

If a card is lost or stolen, the cardholder must immediately notify the program administrator and CITI Bank.

(6)

Accountable and responsible for the travel P-card while in their possession.

(7)

Accountable and responsible for adherence to the established limits set for their travel P-cards.

(8)

Responsible to ensure that their purchases are properly funded, and for travel expense reporting purpose to ensure compliance with the city travel policy.

(9)

Responsible for providing all original receipts immediately upon return from travel to the account group manager for the department, or the program administrator as designated by the department head for reporting in accordance with the requirements outlined in this policy.

(f)

Program administrator's duties and responsibilities.

(1)

Maintain a listing of all authorized users by department, as well as the associated files.

(2)

Participate in program review and enhancements.

(3)

Coordinate implementation of the P-card program throughout the city, including cardholders training for employees.

(4)

Authorized signer to approve new accounts, new hierarchy data, or change requests, and act as a liaison between CITI and the cardholder.

(5)

Responsible for notifying department head/division director to resolve any problems if the department's paperwork is not timely processed.

(6)

Conduct random reviews of departments' statements of account to identify purchasing trends that may indicate split P-card purchases intended to circumvent established limits.

(7)

Conduct analyses of purchasing to identify the need to establish annual pricing agreements for repetitively obtained goods or services.

(8)

Provide administrative assistance to the departments.

(9)

Provide copies of the P-card guidelines to the director/department head and cardholders.

(10)

Provide each cardholder with a sales tax exemption form as needed.

(11)

Process requests for new cards, changes, and deletions.

(12)

Answer questions about the P-card program and the procedures and policies of CITI.

(13)

Assist departments (as a final step) in resolving billing disputes. Note: All questioned items must be communicated in writing within fifteen (15) days of the cycle date when the item originally posted.

(14)

Assist departments if cards are lost or stolen.

(15)

Assist departments in case of fraudulent use of the card.

(Ord. No. 2014-18, § 1(Exh. A), 5-6-14)