§ 2-130.9. Eligibility and guidelines.

(a)

P-card eligibility.

(1)

A city director will recommend and receive city manager approval for an employee whose position justifies, in cost savings and efficiency within their respective departments/division, the issuance of a P-card.

(2)

Employees on probation and temporary employees are not eligible, unless approved by the city manager.

(3)

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

a.

Will the employee's use of the P-card enhance productivity?

b.

Will the employee's use of the P-card reduce paperwork?

c.

Will the employee utilize the P-card regularly for the purchasing of authorized (budgeted) goods and services?

d.

Will the employee's use of the P-card expedite travel expense reporting?

(b)

Acceptable P-card uses. P-card use is primarily intended for low-value supplies and services. Examples of the type of purchases the P-card should be used for include:

(1)

Any transaction that does not exceed two thousand nine hundred ninety-nine dollars ($2,999.00), or the cardholder's transaction limit, whichever is less.

(2)

Over-the-counter type retail purchases (e.g., Wal-Mart, Office Depot, OfficeMax, HEB, Home Depot, etc.).

(3)

Petty cash purchases.

(4)

Hotel reservations.

(5)

Registration for seminars.

Note: All other purchases over two thousand nine hundred ninety-nine dollars ($2,999.00) are to be made using the standard purchase order requisition process.

(c)

Restrictions.

(1)

Use of this P-card is restricted to authorized employees whose authority is obtained via the purchasing officer's P-card training program.

(2)

The P-card is for official city business only and may not be used for personal purchases. Employees utilizing P-card for non-city business transactions will be subject to disciplinary action and may become ineligible to participate in the city's P-card program.

(3)

P-card purchases are not to be split into two (2) or more smaller purchases or combined with other P-cards to circumvent the established purchasing limits and policy.

(4)

The P-card shall not be used for:

a.

Personal use.

b.

Cash advances.

c.

Cash refunds. Merchandise returns or other adjustments must be applied back to the same card.

d.

Purchases exceeding the assigned dollar limit.

e.

Capital outlay items (unless prior approval from city manager or assistant city managers).

f.

Bars, taverns, nightclubs, cocktail lounges, alcoholic beverage package stores, beer, wine, and liquor.

g.

Purchases from any source in which the purchaser has a direct or indirect financial interest.

h.

Travel meals (these include meals that will be reimbursed per the city's per diem rates, via the submittal of an expense report).

i.

Fuel (except for rental cars).

(d)

Consequences for failure to comply with program guidelines.

(1)

Temporary/permanent revocation of the P-card will be determined by the city manager.

(2)

Disciplinary measures that may include termination, legal action, and may become ineligible to participate in the city's P-card program.

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