HomeMy WebLinkAboutRESOLUTION NO. 2018-64 RESOLUTION NO. 2018-64
A RESOLUTION TO APPROVE THE
CREDIT CARD POLICY
WHEREAS, the City of Fairfax, Iowa desires to have a credit card policy; and
WHEREAS, the City of Fairfax, Iowa, has drafted the attached credit card policy.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax,
Fairfax, Iowa, that they adopt the attached 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 1 lth day of September, 2018.
AYES: Daly, Kell, Volk, and Wainwright
NAYS: None
ABSENT: Otto
Ifiurnell G. Frieden, Mayor
ATTEST:
Cy thia K. Stimson, City Clerk/Treasurer V->}
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CITY OF FAIRFAX
CREDIT CARD POLICY
Please read this policy and return the "acknowledgement of receipt of credit card policy" to the
Fairfax City Hall. Retain the policy for your reference.
Cardholder Responsibilities:
a. Ensure that the credit card is used in compliance with the city's purchasing policies.
b. Only authorized employees of the City of Fairfax will be issued and may use a municipal
credit card. This includes the mayor, all full-time employees, and the fire chief.
c. The credit card may be used for the purchase of the following:
1. Purchase requiring immediate payment where City is unable to issue a check for the
purchase.
2. Meal expenses when on City business, if no per diem for food during the City
business has been or will be issued.
3. Employee training and/or travel expenses including lodging when applicable.
4. On-line purchases requiring a credit card and no other payment or billing option is
available.
d. The employee using the credit card must submit receipts, documentation detailing the goods
or services purchased, cost, date of purchase and official business explanation thereof.
e. Above said receipts and documentation must be submitted to the Fairfax City Hall in a
timely manner to reconcile against the monthly credit card statement.
f. The employee issued the card is responsible for its protection and custody and 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 purchase not
permitted 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 reported missing or stolen.
Internal Control Procedures:
The Mayor is the administrator of this policy and shall be responsible for the issuance, credit limit
assigned to the employee, and retrieval of the assigned credit card to the employee and generally for
overseeing compliance with this policy.
The City Clerk/Treasurer shall be responsible for the accounting and payment of the expenses. All
documentation must accompany invoices before payment is made.
ACKNOWLEDGEMENT OF RECEIPT OF CREDIT CARD POLICY:
I acknowledge that I have received and reviewed the credit card policy for the City of
Fairfax, Iowa, adopted by the City Council by RES 2018-64. I understand the terms
of the agreement and will abide by what is set forth.
Employee Signature
Date