Sec. 2-172Credit card and purchasing card policy

The city has adopted a policy regarding government credit card or/and purchasing card usage. Any employee or official who uses or possesses a government credit card should abide by the terms of this policy when using the government credit card for purchases.

CREDIT CARD AND PURCHASING CARD POLICY

A. Purpose. The purpose of this policy is to set requirements and standards for the City of Ashburn's Government Credit Card and/or Purchasing Card. The policy is not intended to replace current State of Georgia statutes but is intended to comply with such state laws and establish more efficient guidelines for elected officials using such purchasing cards. At no time should a city issued purchasing card or credit card be used for personal purchases regardless of the circumstances. Utilizing the purchasing card or credit card for personal use or for any item or service not directly related to such official's public duty may result in disciplinary action including, but not limited to, felony criminal prosecution. All purchases made utilizing a government purchasing card or government credit card must be in accordance with these guidelines and with state law.

B. Scope. This purchasing card policy, as required by state law under O.C.G.A. § 36-80-24(c), applies to the use of government purchasing cards or government credit cards used by authorized elected officials and employees. The below list of officials have been authorized by the government authority of the City to use such government purchasing cards or government credit cards and must abide by all of the applicable state laws and this purchasing card policy.

1. Mayor

2. Clerk

3. City Manager

4. Police Chief

5. Fire Chief

6. Head of Public Works Department

7. Heads of Utility Departments

8. Council Members

C. Public Inspection. In accordance with O.C.G.A. § 36-80-24(b) any documents or other records related to purchases made using government purchasing cards or government credit cards incurred by elected officials shall be available for public inspection.

D. Transaction Limits. Transaction limits are hereby established to insure compliance with state purchasing laws, maintain proper budgetary controls, and to minimize excessive use of any individual credit line. Individual monthly card limits cannot exceed those established by the municipal governing authority. The established single transaction limit for each card must be less than $2,000.00. The established monthly card limit is based upon the city's budgetary constraints and is not to exceed $10,000 per month. Any exceptions to the standardized limits must have express written approval by the municipal governing authority and must be added to this policy by amendment or addendum.

E. Purchasing Restrictions.

1. Elected Officials may not use a government purchasing card or government credit card for the following:

a. Any purchases of items for personal use.

b. Cash refunds or advances.

c. Any transaction amount greater than the transaction limits set for by this policy.

d. Items specifically restricted by this policy, unless a special exemption is granted by the municipal governing authority.

e. Alcohol or liquor of any kind. Such purchases should not be made with the purchasing card and may not be reimbursed by the City.

f. Purchases or transactions made with the intent to circumvent the City purchasing policy, transactional limits, or state law.

g. Food, fuel or non-alcoholic beverages. Such purchases should not be made with the purchasing card and may not be reimbursed by the City.

2. Elected Officials may use government purchasing cards or government credit cards to purchase goods and/or services not prohibited by this policy or state law. Such purchases include, but are not limited to:

a. Purchases of items for official city use which fall within the transactional restrictions of this policy.

b. Purchase of lodging, education and training materials while on city business.

c. Emergency purchases necessary to protect city property.

Notwithstanding the above, the City prefers payment of expenses by check.

F. Training and Travel Expenses.

1. Officials may use the City card to pay transportation costs for to and from training approved by the Mayor and Council. This includes but is not limited to any airline reservations, gas purchases, taxi fees, baggage handling fees, and parking fees.

2. Lodging. The credit card may also be used to pay reasonable lodging accommodations while on official travel. Copies of hotel or motel receipts shall be returned to the City.

3. Meals. The City card may be used to purchase meals while on official travel at a maximum rate of up to of $150.00 per day for all meals. At no time should the City card be used for the purchase of alcohol.

G. Administrator. The City designates the City Clerk as the program administrator of government purchasing cards or government credit cards. Such administrator shall:

1. Serve as a liaison between the city's cardholders and the issuers of such cards.

2. Maintain the cardholder agreement for all cardholders.

3. Provide instruction, training, and assistance to cardholders.

4. Maintain account information and secure all cardholder information.

5. Keep cardholders up-to-date on new or changing information.

6. Upon receipt of information indicating fraudulent use or lost/stolen cards immediately report it to appropriate parties, including the issuer.

7. Ensure all card accounts are being utilized properly as set forth by state law and this policy.

8. Define the city's policy and procedures for proper documentation and storage of receipts, logs, and approvals required under this policy.

9. Identify any changes to named persons authorized to use a government purchasing card or government credit card.

10. Any other duties assigned by the municipal governing authority.

H. Accounting and Auditing. The Administrator, in an effort to ensure compliance with City policy and state law, will conduct quarterly reviews and audits of all government purchasing card or government credit card transactions. The review is designed to ensure compliance, identify non-compliance issues and misuse, and through corrective measures, assist the city with improving compliance. The quarterly review and audit should happen within 30 (thirty) days of the start of a new quarter. After completing the quarterly audit the Administrator shall notify cardholders of any violations or questions the Administrator has relating to spending within that quarter. Depending on the severity of the violation, the Administrator may suspend or revoke the use of the government purchasing card or government credit card after notification to the cardholder and to the municipal governing authority, but only after consultation with the City attorney. Any unresolved violations should be reported of the municipal governing authority and the City attorney in writing within 10 (ten) business days.

I. Violations. The use of a government purchasing card or government credit card may be suspended or revoked when the Administrator, after consultation with the city attorney, determines that the cardholder has violated the approved policies or state law regarding the use of the government purchasing card or government credit card. The government purchasing card or government credit card shall be revoked whenever a cardholder is removed from office with the City and shall be suspended if such elected official has been suspended from office.

Misuse of a government purchasing card or government credit card may result in the loss of employment or referral to appropriate law enforcement officers.

J. Agreement. Before being issued a government purchasing card or government credit card under this policy and state law, all authorized users of government purchasing cards, or government credit cards shall sign and accept below indicating that such user will use such cards only in accordance with the polices of the City and with the requirements of state law.

The City has adopted a policy regarding government credit card or/and purchasing usage. Any employee of official who uses or possesses a government credit card should abide by the terms of this policy when using the government credit card for purchases.

_____ Name Printed

_____ Signature

Title: _____

Date: _____

 

History: (Ord. No. 2015-11, § 1, 12-3-2015)