Res 2022-170R/adopting a City Council Procurement Card Policy

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A City Council Procurement Card Policy >''aA MARCOS Effective Date Revision Date(s) August 2, 2022 10 Purpose The purpose of this policy is to provide guidelines and procedures to Council Members for utilizing the Procurement Card (P-Card) for expenses in fulfilling the duties of the office in an ethical and transparent manner. Issuance of a P-Card represents public trust in the Council Member to act as a responsible fiduciary agent to safeguard and protect the City of San Marcos and public funds. Proper documentation of purchases is essential for transparency, accountability, and auditing purposes. 2.0 Policy and Procedure Statement Council Members are responsible for using discretion and good judgement in making purchases of eligible and authorized expenses as set forth herein. .1 Obiectives — Minimize the City's financial risk while providing an efficient cost-effective method of making small purchases required to carry out the duties of the office while ensuring the following procedures: a. Implementing policy and procedures for the acceptable use of the P-Card which supports a public purpose and the core values of the City of San Marcos. b. Encouraging an alternate Travel Card program if a Council Member elects not to have a P- Card. c. Defining roles and responsibilities. d. Providing mandatory and refresher trainings for Cardholders. e. Providing procedures for monitoring the use based on adopted resolution(s) for Council Member expenses and the City's Ethics Policy. f. Implementing controls and disciplinary actions for fraud, misuse, or misappropriation of public funds. 3.0 Roles and Responsibilities .1 Mayor a. Will oversee and implement compliance with this policy. b. Will approve and process applications for the issuance of Council Member P-Cards. City Council P-Card Policy 07.06.22v Page 1 of 7