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1 <br />Page 4 <br />Tavel, Training, Meeting, Expense; <br />and Use of Credit Cards Policy <br />IV CREDIT CARDS <br />The Travelers travel expenses, to the extent possible, should be charged on a City credit card. This will <br />ensure that all travel is consistently handled, eliminate multiple systems for administering travel <br />expenses and minimize the travel advances required. Additional credit card benefits include; accident <br />insurance, baggage insurance, no liability for fraudulent charges, 24-hour lost/stolen card replacement <br />and confirmed reservations. All credit cards shall be safeguarded in the Finance Department vault <br />except for the City Council's, City Manager, Fire and Police Department. <br />Any/All credit card charges are the use of public funds. Therefore, an audit trail must be established to <br />support all expenses. An approved "Claim for Reimbursement and Expense Report" is required prior to <br />the release of a credit card from the Finance Department vault. <br />The use of City credit cards must comply with the following: <br />A. RECONCILIATION OF CREDIT CARD STATEMENTS: It is the responsibility of the cardholder to <br />reconcile his/her own credit card statement. <br />B. CREDIT CARD RECIEPTS: Monthly statements must be submitted to Finance and accompanied <br />by applicable receipts. Any charge not substantiated by receipt will result in the cardholder <br />reimbursing the City or if no reimbursement is made to the City, it may result in the issuance of an <br />IRS 1099 form to the Traveler. <br />C. CASH ADVANCES: No cash advances are allowed on city issued credit cards. <br />D. THE CARD IS TO BE USED FOR CITY BUSINESS PURPOSES ONLY. <br />E. NO MEAL CHARGES: No meals are to be charged on the credit card except in emergency <br />situations. Per diems will <br />be issued for this purpose. <br />1. An emergency is defined as after hours work required on the part of police, fire or <br />utilities to ensure public safety. <br />F. SUSPENSION OF CREDIT CARD PRIVILEGES: Any abuse of this policy will result in the <br />suspension of credit card privileges to the cardholder for a minimum of six months. <br />G. LETTER OF REPRIMAND: In addition, abuse by a Traveler may result in but will not be limited to a <br />letter of reprimand in the individual personnel file. Notification to the City Council shall be made of <br />any abuse by all other card users. <br />H. DISTRIBUTION OF CREDIT CARD STATEMENT: The monthly credit card bank statement will be <br />distributed to the Mayor and City Council as an informational item. <br />Attachment: Claim for Reimbursement and Expense Report. <br />