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

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responsibility of the Council Member. e. Reporting Violations:Any Council Member having knowledge of violations of this policy and its procedure or any other procedure or policy governing the use of the P-Card must immediately report such activity to the Mayor or the City Manager. If appropriate,a Council Member may instead report anonymously to the City's Abuse/Fraud hotline at 1-800-398- 1496. 8.0 Sanctions Sanctions provide a framework to address program violations. Non-adherence to these requirements will result in a notification of infraction with temporary revocation of individual Cardholder privileges or permanent revocation of the P-Card. LEVEL ONE- NOTIFICATION A P-Card Audit Memo notification will be sent to the Cardholder and the Mayor in the form of an email which will outline the transaction in question. The Cardholder will be required to provide a thorough explanation of the transaction as well as a plan of action for resolution, if applicable. If an action plan is required,the Cardholder must provide all requested documentation by the deadline stated in the audit memo. First-time occurrences resulting in Level One sanctions include, but are not limited to,the following: • Purchasing items for personal use. • Purchasing items which are prohibited by this Policy, City policies, or by law. • Failing to comply with the guidelines set forth in these policies and procedures. • Failing to provide requested documentation to the City Clerk or to the Finance Department and/or Auditors by the deadline stated in the audit memo. LEVEL TWO-ACCOUNT SUSPENSION At the discretion of the Mayor (or Mayor Pro Tem when the Mayor is the Cardholder) occurrences resulting in Level Two sanctions include, but are not limited to, the following, and may result in suspension of card use for thirty(30) days: • Three (3) Level One violations within a six-month period. LEVEL THREE -ACCOUNT CLOSURE Level Three violations are typically a result of multiple instances of lower-level violations found in consecutive reviews/audits or within the same fiscal year.The P-Card account will be closed,which may include the Cardholder no longer being eligible to obtain a P-Card. • More than three (3) Level One violations within a fiscal year or in consecutive reviews/audits. • Three (3) occurrences of losing P-Card within a fiscal year. City Council P-Card Policy 07.06.22v Page 6 of 7