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procedures. <br /> c. Will receive transaction receipts and code transactions in the City's financial system. <br /> d. Will maintain expenditure documentation. <br /> e. Will provide pertinent forms and documentation to Council Members (P-Card Limit <br /> Change,Tax Exempt Certificate, Missing Receipt Form, Reimbursement Memo, etc.). <br /> .4 Finance Department <br /> a. Purchasing & Contracting (P&C): The P-Card Program is established through a contract by <br /> the State of Texas Comptroller of Public Accounts with a financial institution,which will be <br /> referred to in this policy as the Credit Card merchant.The P-Card program is a function of <br /> the City's Purchasing& Contracting (P&C) Division within the Finance Department. <br /> b. P&C: Will administer the P-Card Program to including setting up new Cardholder accounts <br /> and maintenance and administer limit increases or adjustments through Credit Card <br /> merchant. <br /> c. P&C: Will audit expenditure statement for compliance. <br /> d. P&C: Will administer training with the City Clerk's assistance and obtain signatures on <br /> Cardholder Agreement form. <br /> e. Accounting Division: Will process general ledger interface for monthly P-Card purchases. <br /> Coordinate any system updates needed to interface with the City's financial system. <br /> f. Accounting Division: Will review or perform necessary accounting transactions to process <br /> all departmental charges and ensure the reconciliation account zeroes out monthly. <br /> 4.0 Spending Control/ Limits <br /> .1 General Use <br /> a. Travel Expenses: Travel expenses using the P-Card must align with the Ordinance to <br /> clarifying Council compensation and set policy for reimburseable Council Member <br /> expenses. <br /> b. P-Card Limit: All P-Cards have a per cycle credit limit of$3,000. The cycle starts on the <br /> 4t" of each month. <br /> c. Temporary Limit Increases: All temporary limit increase requests will be reviewed on a <br /> case-by-case basis and approved by the Mayor(or Mayor Pro Tem when Cardholder is the <br /> Mayor). P-Card limit increases are to be submitted on the Temporary Increase Request <br /> form sent to P&C through the City Clerk. At the end of the timeframe for the temporary <br /> limit increase, spending controls will revert back to the original limit. <br /> d. Credit Limit Increases:All P-Cards have a per cycle credit limit. Cycle limits will reset on the <br /> 4th of each month. Four(4)days in advance of the need,all cycle limit requests that exceed <br /> the standard cycle limit of $3,000 MUST be submitted with an explanation detailing the <br /> need and must be authorized by the Mayor (or Mayor Pro Tem when Cardholder is the <br /> Mayor). The P-Card Limit Change Request Form may be obtained from the City Clerk. <br /> e. Tax Exempt: All purchases made with the P-Card are exempt from State of Texas sales tax <br /> (except meals, lodging, and airfare purchases). The Cardholder will inform the Vendor of <br /> tax-exempt status prior to placing an order. Sales tax up to $5.00 for individual <br /> City Council P-Card Policy 07.06.22v Page 3 of 7 <br />