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Home My Public Portal AboutADM-106_Credit Card Policy_Effective 08-24-2018 City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES CREDIT CARD USE POLICY Policy Number Effective Date Last Revision Page No. ADM-106 8/24/18 Page 1 of 4 Approved by: City Manager Shaun Mulholland SECTION 1.0: PURPOSE The purpose of this policy is to establish procedures for the use of credit cards issued to City employees for City business. SECTION 2.0: SCOPE All departments and/or functional areas of the City that utilize credit cards. SECTION 3.0: DEFINITIONS CREDIT CARD- a card issued by banks, businesses, etc., enabling the holder to obtain goods and services on credit. This definition also includes lines of credit that operate in a similar fashion that do not actually require the use of a card. SECTION 4.0: POLICY DETAIL 4.1 Authorized Card Holders The City Manager shall determine which employees of the City will be issued a credit card. Only those persons designated by the City Manager may utilize credit cards on a City account. 4.2 Authorized Credit Card Accounts The City Manager is the only official of the City who is authorized to approve credit card accounts or lines of credit. Authorization for new credit card accounts or lines of credit must be obtained in advance of applying for said card or line of credit. Credit cards and lines of credit that were issued prior to the implementation of this policy must be formally authorized by the City Manager within 30 days of the effective date of this policy. The City Manager must approve authorized dollar limitations on accounts as well as limitations of what products and services can be purchased. City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES CREDIT CARD USE POLICY Policy Number Effective Date Last Revision Page No. ADM-106 8/24/18 Page 2 of 4 Approved by: City Manager Shaun Mulholland 4.3 Security of Credit Cards Authorized card holders are responsible for ensuring the security of cards or accounts issued to them. It is incumbent upon those cards holders to ensure that they take appropriate steps to ensure the security of the card and account information is protected from fraud. Lost or stolen cards must be immediately reported to the credit card company and the Finance Department. SECTION 5.0: PROCEDURES 5.1 Utilization of Credit Cards Credit cards shall only be used for the official business of the City. A purchase made with a credit card may be made in-store, by telephone, fax, internet or U.S. mail. Employees who make unauthorized purchases utilizing City credit cards are subject to payment of those unauthorized purchases and related expenses. Credit cards must never be used to purchase items for personal use or for non-City purposes, even if the cardholder intends to reimburse the City. The use of credit cards to make purchases of goods and services must conform to the latest revised version of the Purchasing Policy. A. Maintenance of Receipts 1. Authorized card holders must provide a receipt that shall be submitted to the Finance Department prior to the end of the billing cycle. 2. In situations where receipts are lost or not issued the employee making the purchase must submit an affidavit in lieu of a receipt detailing the purchases made and the circumstances surrounding the lost receipt or non-issuance of a receipt. 3. The receipts of transactions must have the card users printed name and signature on it. B. Cash Advances - Credit cards shall not be used for cash advances. City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES CREDIT CARD USE POLICY Policy Number Effective Date Last Revision Page No. ADM-106 8/24/18 Page 3 of 4 Approved by: City Manager Shaun Mulholland 5.2 Cancellation of Credit Cards The City Manager, or Finance Director in the absence of the City Manager, may take immediate action to cancel credit card accounts to protect the City from fraud or violations of this and related City policies. If a credit card that has been issued to you is cancelled for any reason, you must seek re- authorization from the City Manager before it is reissued. 5.3 Returns If a return or exchange is required, Department Heads shall verify that proper credit was received from the vendor and submit the appropriate paperwork to the Finance Office to accompany the billing statement. In no case shall a cardholder accept cash in exchange for a returned item. 5.4 Disputed Items Should there be an item(s) on a statement that does not have the proper backup or is in dispute, the appropriate Department Head will follow through with any corrective action that may be needed. This can include, but is not limited to, contacting the credit card company, getting a copy of the receipt, and any other action necessary to resolve the dispute. SECTION 6.0: REFERENCES (Charter/Code/State Statues) 1. City of Lebanon, Charter C419:35 Purchasing Procedure 2. City of Lebanon, Charter C419:37 Financial Control 3. City of Lebanon, Charter C419:38 False Certification, Penalty 4. City of Lebanon, Charter C419:39 Unauthorized Payment, Penalty 5. City of Lebanon, Purchasing Policy #08-02-A 6. City of Lebanon, Travel Expense Policy ADM-107 City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES CREDIT CARD USE POLICY Policy Number Effective Date Last Revision Page No. ADM-106 8/24/18 Page 4 of 4 Approved by: City Manager Shaun Mulholland SECTION 7.0: POLICY & PROCEDURE REVISION HISTORY Section Revisions Date Original Adoption 8/24/18 Amendment Amendment Amendment City of Lebanon New Hampshire ADMINISTRATIVE POLICIES & PROCEDURES I, hereby acknowledge receipt of this policy. I have read and understand the provisions of the policy. I agree to comply with the provisions of this policy as written. Signature Date