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c. Will send approved P-Card applications to Purchasing & Contracting Division (P&C) <br /> Finance Department through the City Clerk. <br /> d. Will sign Council Member Cardholder Agreement form which indicates a complete <br /> understanding by the Cardholder and Mayor of the P-Card Program, accountability, and <br /> established guidelines. <br /> e. Will authorize Council Member P-Card limits and changes including temporary limit <br /> increases. <br /> f. Will enforce requirements for submitting receipts timely to ensure coding and entering <br /> transactions into the City's financial system. <br /> g. Will recommend any suspension or cancellation, as needed, of Council Member P-Cards <br /> to P&C through the City Clerk. <br /> h. Authority for the aforementioned responsibilities pass to the Mayor Pro Tem when the <br /> Mayor is the Cardholder. <br /> .2 Council Member Cardholder <br /> a. Will adhere to this policy, ethics policy, and adopted resolution(s) on Council Member <br /> expenses. <br /> b. Will ensure to the extent possible that no unauthorized purchases are made. <br /> c. Will attend initial P-Card training and demonstrate competence and understanding by <br /> successfully completing a written examination. <br /> d. Will acknowledge by reading and signing the Cardholder Agreement form prior to <br /> receiving a P-Card. <br /> e. Will attend refresher training every two (2) years and demonstrate understanding of <br /> the process by successfully completing a written examination. <br /> f. Will secure card number and personal information. <br /> g. Will upload receipts for emailing to City Clerk or provide hard copy receipts for <br /> transactions to the City Clerk within one week of the transaction. <br /> h. Will be responsible for reimbursement to the City for items purchased without <br /> supporting documentation. <br /> L Will immediately report lost or stolen cards to the financial institution toll-free <br /> number, and to the Mayor and P&C through the City Clerk by email. <br /> j. Will make every reasonable effort to resolve disputed purchases with the vendor and <br /> provide documentation of such efforts. <br /> k. Will immediately report all unresolved disputed purchases to Mayor and P&C through <br /> the City Clerk by email. <br /> I. Have a Backup Plan. Vendors and the Credit Card Merchant may experience <br /> operational or technical problems from time to time. These unfortunate occurrences <br /> are not the fault of the City or the Cardholder. It is advised that the Cardholder have <br /> a backup plan such as a personal credit card or cash, should this occur. <br /> .3 City Clerk <br /> a. Will work with P&C I Finance Department to maintain and update City Council P-Card <br /> policies and procedures. <br /> b. Will keep City Council apprised of any updates to the City Council P-Card policies and <br /> City Council P-Card Policy 07.06.22v Page 2 of 7 <br />