§ 2-130.8. Overview.

The purpose of the procurement card program is to provide the city with an efficient and controllable method of making small dollar commodity, service, and travel purchases for the benefit of the city. The city will issue cards via CITI Bank. The card will be primarily used in place of petty cash, small regular purchase orders, blanket purchase orders (where sales are made over-the-counter), and emergency purchase orders. The card policy serves as a supplement to the procurement process and is not intended to replace current procurement policies and procedures.

(1)

Benefits.

a.

Users will be able to obtain goods and services with greater ease. Paperwork and processing time for accounts payable and user departments will be reduced.

b.

Purchases made on the card will be for city business only. The card is not a personal line of credit. When in doubt as to whether a purchase is allowable under city policy, the cardholder should either contact the program administrator or department before making the purchase.

(2)

Administration. The program's administrator is the purchasing officer for the city.

(3)

Controls.

a.

The P-card program uses internal management controls, as well as features and reports from CITI's GCMS to manage and audit the process to ensure that procedures are followed. Several reports are available to the city for auditing and monitoring purposes.

b.

Each card has a single transaction limit and monthly limit. If a user exceeds the limit, the transaction will be rejected when the merchant attempts to process it.

(4)

Areas of responsibility.

a.

A director is over one (1) or more departments and the list of directors may be amended as necessary to be consistent with the city's personnel improvement plan and city council authorized positions.

b.

A department head is directly responsible to a city director for the day-to-day operations of stated department and the list of department heads may be amended as necessary to be consistent with the city's personnel improvement plan and city council authorized positions.

(5)

Transaction limits.

Cardholder Class		Per Month	Per Transaction
Elected officials
	Mayor/city council (card issued to city secretary)	$5,000	$2,999
Management
	City manager/directors	$5,000	$2,999
	Department heads	$5,000	$1,499
	Other supervisory/approved personnel	$3,000	$1,000
	Non-supervisory personnel (travel purposes only)	as required for approved travel expenditures

 

After limit is exceeded, employees must utilize the regular purchase order process or a director may submit a request to the city manager for a temporary increase in transaction limits.

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