O-2002-2578 - Laserfiche WebLink

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If a receipt is .tted from the statement and either A_ing Official has not been alerted of the missing receipt, the cardholder will be notified, If the receipt is not received within 10 days, the Authorizing Official (City Manager) will be notified and the incident will be noted in the Quarterly Report to the Audit Committee, The cardholder also may be required to turn in their card for a 60-day probationary period. In order to retrieve the card after the probationary period, they will be required to receive credit card procedure training again. This is only after approval has been received from the Authorizing Official (City Manager) and/or Audit Committee to reissue the card. If any further violations occur, the card may be permanently cancelled. D. Cardholder Statement of Account and Payment Procedures The monthly Statements 0 fA ccount for all City credit cards will be received by Department Representative. Credit Card Statements are to be forwarded to Accounts Payable in a timely manner (within 7 days of receipt), signed and with all appropriate documentation, A notification will be sent to the cardholder and the Authorizing Official i" f a Check Requisition is not received by Accounts Payable within 10 days of receipt by the Department. If the statement is not received in Accounts Payable within 10 days of receipt the Authorizing Official will be notified, Repeated offenses may result in the cardholder being required to turn in their card for a 60-day period. In order to retrieve the card after the probationary period, they will be required to receive credit card training again, This is only after approval has been received from the Authorizing Official to reissue the card. If any further violations occur, the card may be permanently cancelled. Cardholder. Each Cardholder is responsible for maintaining receipts and reconciling statement when received or forwarding receipts to their Credit Card Department Representative. If credit card is used for travel, receipts will need to be duplicated and attached to Travel Expense Report and processed according to the Travel Policy. A minimum of two signatures is required on every statement. Be sure to attach only receipts for purchases listed on that particular statement. Credit Card Department Representative, When the Department Representative receives their statements, they will audit them by comparing all receipts to the itemized purchases listed on the statement. Clearly mark any disputed charges or lost receipts on your statement, and follow the procedures for disputed charges or for replacing lost receipt. In the absence of the Department Approving Official or designee, the Department Representative may sign statement as second required signature (see Signatures section). 7