Laserfiche WebLink
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). <br />b. Ensure that all City purchasing procedures are followed, including guidelines with <br />respect to quotations and bids. <br />C. Ensure that the card is used only for legitimate City business expenditures in <br />accordance with the cardholder's job duties. <br />d. Ensure that no one else uses the card unless specifically authorized by the card holder. <br />e. Maintain all supporting documentation associated with credit card purchases (receipts, <br />confirmations, purchase orders, etc.) with expenditures properly coded and approved <br />by the department. <br />f. Submit credit card form and documentations in a timely manner to the Finance <br />Department for payment processing. <br />g. Surrender the credit card to Finance Department upon separation from the City of <br />Orono. <br />h. Any personal charges made inadvertently must be reimbursed to the City at the time <br />the documentation is submitted to the Finance Department. <br />6. Administration. Credit limits will be established by the Finance Director for each cardholder <br />on an individual basis and will be programmed into the card. Cash withdrawals will not be <br />allowed with the cards. The employee shall be personally responsible financially for any <br />improper or unauthorized use of the credit card, as specified in Minn. Stat. § 471.382. The <br />Finance Department will administer the issuance of cards and compliance with the above <br />policies and procedures. Policy violations will result in the cancellation of an individual card. <br />Intentional or negligent misuse of a City credit card will subject the employee to disciplinary <br />action, up to and including dismissal, and/or garnishment of wages if necessary to recover City <br />funds. Cards must be returned to the City at the time of separation. <br />7. Termination. A City credit card held by a employee separating from service must be turned <br />into the Finance Department on the last day of employment. If the card is not retrievable, the <br />responsible Department must notify Finance Department immediately and the card will be <br />deactivated. <br />Page 132 of 151 <br />228 <br />