O-2002-2578 - Laserfiche WebLink

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e e . Any receipts for food items purchased at a restaurant or grocery store require a brief summary of the business purpose, name of business relationship and a list of those people in attendance. This includes all meal expenses not listed on a travel expense report that are related to training. This information should be recorded on the Documentation of Credit Card Expenditure (DCCE) Form, 4. General guidelines for use of credit cards for business meal purposes are: (1) Participants involving a City official(s) and an outside party, i.e. professional consultant, vendor, official form another city or professional association. Other attending city officials shall be of management level. ( 2) Participants involving the City Manager, a department head and/or other city officials and/or Mayor or City Councilperson, (3) Participants involving an established employee recognition program (i.e, employee of the quarter, manager of the year). 5. In the event of an emergency and the card has to be used to make a purchase, the cardholder should determine purchase needs and present their credit card to the vendor. Indicate to the vendor that this is a tax-exempt City purchase, Under these circumstances, the cardholder is responsible for coordinating returns with the vendor and ensuring that proper credit is made on their Credit card account. No cash refunds are allowed. C. Record-Keeping The Cardholder is responsible for retaining all charge slips and receipts or submitting them to their Credit Card Department Representative, Receipts need to be attached to the appropriate statement before submitting to Department Approving Official. If the charge is not recorded on the first statement after a purchase is made, retain the slips for the next statement. T he vendor should be contacted to secure a copy of a missing receipt. 6