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

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followed up with Cardholder training within two (2) weeks. (Exceptions must be approved by the Purchasing Manager.) The approved Cardholder will receive an invitation for this training sent to their City email. Training is required before the Council Member is provided a P-Card. Upon receipt of the card, the Cardholder is required to sign the P-Card Policy Acknowledgment Agreement and successfully complete a written examination. .3 Cardholders must participate in initial training and in refresher training every two (2) years. An examination will be administered after both the initial training and refresher training to ensure knowledge and understanding of policies and procedures of the P-Card program. .4 P-Card Activation: Prior to the initial use of the P-Card, the Cardholder must activate the card. Activation procedures are provided at the mandatory Cardholder training. If the P-Card has not been picked up from the Program Administrator after thirty (30) days from the date of notification that the P-Card is ready for pick-up, the P-Card will be cancelled, and a new application will be required. It is the sole responsibility of the Cardholder to set the PIN as well as maintain the PIN. The Cardholder will contact the Credit Card Merchant to resolve any PIN issues. 6.0 P-Card Coding and Deadlines .1 Every Monday, transactions are imported into the City's financial system by the Accounting Division. .2 On a weekly basis but no later than Friday of each week, Cardholder is responsible for submitting all receipts to the City Clerk, so transactions are coded in the City's financial system, including attaching supporting documentation and ensuring appropriate GL. 7.0 Misuse/Non-Compliance with P-Card Policy .1 The P-Card is for official City Council use in carrying out the duties of the elected position, must have a public purpose, and must support the core values of the City of San Marcos. The P- Card must never be used for personal transactions. a. Repayment: Council Members will be required to repay the City of San Marcos for any unauthorized transactions. b. Fraud or Illegal Activity: A P-Card may be suspended or terminated if Cardholder is suspected of fraud, theft, or illegal activity. The rules of personal conduct and ethical standards set forth in the Ethics Policy will be followed. If the Cardholder suspects illegal or fraudulent transactions have occurred on their P-Card, they should call the 1-800 number on the back of the card immediately. c. Misuse: The rules of personal conduct and ethical standards set forth the Ethics Policy will be followed. d. Separation from Elected Position or End of Term: It is important to cancel a P-Card immediately upon end of term or separation from position. The City Clerk will notify P&C to cancel a Card. Any undocumented charge remaining on the card will be the sole City Council P-Card Policy 07.06.22v Page 5 of 7