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<br />E. <br /> <br />Finance DepAent <br /> <br />e <br /> <br />Activity Review, The Finance Department can review all charges made on City <br />Credit cards. Finance has the authority to investigate and request information <br />regarding any purchases made on a City credit card, <br /> <br />Cardholder Statements. The Cardholder or Department Representative receives <br />all cardholder statements, reconciles for accuracy, and prepares a Check <br />Requisition. All appropriate documentation is attached, and the packet is forwarded <br />to Accounts Payable for processing, After receipt of an approved Check <br />Requisition, Accounts Payable will route through the Finance Approving Official, <br />process for payment, and remit to the appropriate Vendor. <br /> <br />III. POLICIES <br /> <br />A. Personal Use: The credit card is to be used for City business only, <br /> <br />B. Travel Policy and Limits: All City travel policies and procedures shall be <br />followed when using the credit card system, The total amount of credit card charges <br />shall not exceed credit limits established for each Cardholder. The Authorizing <br />Official will establish credit limits, <br /> <br />C. Documentation: The signed credit card charge slip, a cash register receipt, or <br />invoice is required for each charge. If the credit card is used for travel, copies of <br />receipts related to particular trips will need to be attached to the Travel Expense <br />Report for the respective trip. The Documentation of Credit Card Expenditure <br />Form (DCCE) must be used, but can be utilized for multiple charges. <br /> <br />D. Restrictions: Credit Cards SHALL NOT be used for (1) Personal Items and/or <br />expenses not related to the City; (2) Purchases of goods and/or services; (3) Contract <br />Items; (4) Capital Items; (5) Alcoholic Beverages; and/or (6) any other non-business <br />related expense. <br /> <br />E. Credit Card Retrieval. In the event a cardholder changes employment status <br />(resignation, termination, promotion, transfer, etc.) with the City, cards should <br />ultimately be returned to the Program Administrator (Director of Finance). "Credit <br />Card" should be included on the Human Resources Checklist of items returned to <br />them. In the event of a resignation, it will be Human Resources responsibility to cut <br />the card in half (in the presence of the employee), and return the card to the Program <br />Administrator, If it is a termination, the card should be cut up in the presence of the <br />employee by the highest-ranking City Official involved in the termination meeting; <br />who will then advise Human Resources that it has been retrieved, and forward it to <br />the Program Administrator. <br /> <br />F. Fraudulent use or Misapplication of the Credit Card. In the event a Cardholder <br />has used the card fraudulently, either Approving Official shall immediately report the <br />misuse to the Program Administrator and retrieve card. <br /> <br />4 <br />