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City of Orono Credit Card Policy <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. City issued credit card is intended for <br />purchases needed for City operations. Use of the credit cards would provide efficiencies, such <br />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. Quicker turnaround time for goods or service when needed; <br />d. Reduction in the total number of checks written. <br />2. Authority. In accordance with Minn. Stat. § 471.382, the City of Orono is authorized to <br />use city issued credit cards for official business purchases and the Finance Director will <br />determine which personnel will be assigned credit cards. Credit cards will be issued only when it <br />is clear that they will create efficiencies in the normal purchasing process. Each card issued will <br />bear the name of the City of Orono and the individual card holder. The employee whose name is <br />on the card is the only one authorized to use that card, unless the employee temporarily <br />authorizes a subordinate to use the card for a specific purchase. The City credit card (not a <br />personal card) should be used for City business requiring the use of a credit card. <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 and is subject to <br />Section 17.08 of the Employee Personnel Policy A purchase made with a credit card may be <br />made in-store, by telephone, fax, internet or U.S. mail. All purchases that are not picked up in- <br />store should be shipped directly to City facilities, unless prior authorization for a home delivery <br />is given by the Finance Director or City Administrator. <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 />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 />5. Responsibility and Accountability. It is the responsibility of the individual cardholder to: <br />Page 131 of 151 <br />04A <br />