HomeMy WebLinkAboutRESOLUTION NO. 2024-26R�SOLUTION NO. 2024-26
A RESOLUTION TO APPROVE TI�E
CR�DIT CARD POLICY
WHEREAS, the City of Fairfax, Iowa has a credit card policy; and
WHEREAS, the credit card policy has been revised.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax,
Fairfax, Iowa, that they adopt the attached revised credit card policy; and
BE IT FURTHER RESOLVED, by the Fairfax City Council of the City of Fairfax, Iowa,
that the Mayor and City Clerk are hereby directed to certify this resolution of approval.
Passed and approved this 9th day of April, 2024.
AYES: Nurre, Daly, Wozniak, Volk, and Wainwright
NAYS: None
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Jo Ann Beer, Mayor
ATTEST:
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C� nthia K. Stimson, City Clerk/Treasurer
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CITY OF FAIRTAX
CREDIT CARD POLICY
04-09-2024
Please t�ecad this policy cand f°et�c�i�n the "aclznowledgem�ent of receipt of c��eclit ccu�c� policy" to the
Fairfctx City Hall. Retaiiz tlze policy for yozci� i�efe��ei�ce.
Cardholder Responsibilities:
a. Ensure that the credit card is used il1 coinpliance with the city s puT-chasing policies.
b. Only authorized employees of the City of Fairfax will be issued and may use a inunicipal
credit card. This includes the inayor, all full-time employees, and the fire chief.
Tl�e credit card may be used for the purchase of the following:
l. Purchase requiring iminediate payinent where City is tuiable to issue a check foi- the
purchase.
2. Meal expenses when on City business, if no per diem for foocl dliriilg the City
business has been or will be issued.
3. Employee training and/or travel expenses including lodging when a�plicable.
4. On-line purchases requiring a credit card and no other payment or billing option is
available.
d. The einployee using the credit card inust subinit receipts, doculnentation detailing the goods
or services purchased, cost, date of purchase and official business ex�lanation thereof.
e. Above said receipts and docuinentation must be subinitted to the Fairfax City Hall in a
tiinely manizer to reconcile against the monthly credit card stateTnent.
f. The elnployee issued the card is responsible for its protection and custody ai7d shall
immediately notify the Fairfax City Hall if the card is lost or stolen.
g. The credit card may not be used for cash advances or any other type of �urchase not
pennitted by the City of Fairfax.
h. Misuse of the city's credit card, failure to secure or failure to report stolen or missing credit
card immediately upon discovering could result in disciplinary action toward the employee
and possible employment termination. Employees would not be held responsible for any
fraudulent charges to the credit card after it has been reportcd Inissing or stolen or in the
case of a data breach.
Internal Control Procedures:
The Mayor is the administrator of this policy and shall be responsible for tlle issuance, credit liinit
assigned to the employee, and retrieval of the assigned credit card to the employee and generally for
overseeing coinpliance with this policy.
The City C1erk/Treasurer shall be responsible for the accounting and payinent of the expenses. All
documentation must accompany invoices to ensure accurate posting.
ACKNOWLEllG�M�NT OF RECEIPT OF' CREDIT CARll POLICY:
I acknowledge that I have received and reviewed the credit card policy for the City of
Faitfax, Iowa, adopted by the City Council by RES 2024�. I undel-stand the terms
of the agreement and will abide by what is set forth.
Employee Signature
Date