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<br /> <br />124 <br />221698v1 <br /> <br />City of Orono Credit Card Policy <br /> <br />1. Purpose. The purpose of this policy is to establish guidelines for the City of Orono to <br />provide for the issuance of credit cards to personnel. Credit card is intended for purchases needed <br />for City operations. Use of the credit cards would provide efficiencies, such as: <br />a. Less time required at the point of sale with retailers <br />b. Purchases made over the Internet, resulting in lower costs. <br />c. The total number of checks written is reduced. <br /> <br />2. Authority. The City of Orono is authorized to use credit cards for official City of Orono <br />purchases and the Finance Director will determine which personnel will be assigned credit cards. <br />Credit cards will be issued only when it is clear that they will create efficiencies in the normal <br />purchasing process. Each card issued will bear the name of the City of Orono and the individual <br />card holder. The employee whose name is on the card is the only one authorized to use that card, <br />unless the employee specifically temporarily authorizes a subordinate to use the card for a <br />specific purchase. The City credit card (not a personal card) should be used for City business <br />requiring the use of a credit card. <br /> <br />3. Authorized Card Use. Cardholders are authorized to use the card to purchase merchandise <br />or services required as a function of their duties at the City of Orono. This includes the purchase <br />of food and/or non-alcoholic beverages for business meetings and public events. A purchase <br />made with a credit card may be made in -store, by telephone, fax, internet or U.S. mail. All <br />purchases that are not picked up in-store should be shipped directly to City facilities, unless prior <br />authorization for a home delivery is given by the Department Head or City Administrator. <br /> <br />4. Unauthorized and/or Inappropriate Card Use. Credit cards must never be used to <br />purchase items for personal use or for non-City of Orono purposes, even if the card holder <br />intends to reimburse the City of Orono. In the event of accidental use of a City credit card, the <br />cardholder will reimburse the City for the full purchase price, plus any applicable fees, within <br />five (5) days of the accidental use, or notification by the Finance Department of the accidental <br />use. Unauthorized and/or inappropriate card use includes, but is not limited to: <br /> <br />a. Items for personal use; <br />b. Items for non-City of Orono purposes; <br />c. Cash or cash advances; <br />d. Alcoholic beverages (except authorized Golf Course purchases); <br />e. Weapons of any kind or explosives (except authorized Police Department purchases); <br />f. Relocation expenses; <br />g. Personal entertainment; and <br />h. Recreation. <br /> <br />5. Responsibility & Accountability. It is the responsibility of the individual cardholder to: <br /> <br />a. Safeguard the credit card and credit card account number at all times; lost or stolen <br />credit card must be immediately report to the Finance Department (or the credit card <br />company during off-hours).