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transactions for software or technology related purchases do not require a refund to the <br /> City. (Note - Sales tax cannot be resolved through the financial institution (Citi Bank) as <br /> this is a request conducted with the vendor.)A copy of the Sales Tax Exemption Certificate <br /> is available from the City Clerk. <br /> f. Receipts: If a credit card receipt has been lost and cannot be obtained from the vendor, <br /> the Missing Card Receipt form must be completed by the Cardholder detailing the <br /> transaction,the Vendor name, and the amount. After obtaining the Mayor's signature (or <br /> Mayor Pro Tem when the Cardholder is the Mayor), submit the completed form to P&C <br /> through the City Clerk. <br /> g. Accidental Personal Use: If a personal charge is made, a Reimbursement Memo will be <br /> completed by the Cardholder.The memo will be signed by the Mayor (or Mayor Pro Tem <br /> when the Cardholder is the Mayor) and submitted to the City Clerk with a reimbursement <br /> check made payable to the City of San Marcos. <br /> .2 Allowable Purchases-Allowable purchases include the following: <br /> a. Point of sale/single vendor purchases as allowable by individual P-Card limits including on- <br /> line purchases <br /> b. Travel expenses,which must align with this policy,ethics policy, and adopted Ordinance(s) <br /> on Council Member expenses <br /> c. Professional dues and subscriptions <br /> d. Registrations for conferences, workshops, and training <br /> e. Food/Meals for business travel in conjunction with training, workshops, and conferences <br /> f. Food/Meals for business purposes <br /> .3 Prohibited Purchases-The P-Card will not be used for the following expenditures: <br /> a. Personal expenditures <br /> b. Cash advances, refunds, and gift cards/certificates <br /> c. Transactions greater than Cardholder's limit unless prior written approval four (4) days in <br /> advance of the need is obtained from the Mayor (or the Mayor Pro Tem when the Card <br /> Holder is the Mayor) <br /> d. Sales tax, except in cases where State law does not exempt local governments from hotel <br /> tax and meals or as indicated under 4.1(e) (Note: Sales tax of any kind is not reimbursable <br /> by federally funded programs.) <br /> e. Fleet vehicle gasoline/fuels unless for authorized business use of a rental vehicle <br /> f. Alcoholic beverages <br /> g. Other purchases specifically excluded by City Policy or state law <br /> 5.0 P-Card Issuance <br /> .1 Requests for Council Member P-Cards must be submitted on the P-Card Application, signed by <br /> the Mayor and emailed to the City Clerk. <br /> .2 Approved Council Member P-Card applications are entered on the 1st of each month to be <br /> City Council P-Card Policy 07.06.22v Page 4 of 7 <br />