Responsibility

      Action

1.  Department

•    Contact the City’s Finance Director and request that a VISA credit card account be setup. 

•    Complete the Credit card authorization request form. (See form below)

•    Each card will be authorized for $5,000 unless other arrangements are made with the City’s Finance Director.

•    Send request form to the City’s Finance Director.

2. Finance Director

•    Request bank to issue credit card to the individual according to the information on the credit card request form.

•    Maintain a list of all current authorized credit cards with employee’s name, department and credit card number.

3. Cardholder

•    The credit card can only be used for official City business expenditures.

•    Keep a copy of all receipts.

•    Please make a note on the receipt of what the purpose of the expenditure was.

•    If the expenditure was purchasing a meal or entertainment, please fill out the justification form (see form below). List the individuals at the meal and the purpose.

•    Receive the monthly statement from the credit card company.

•    Review statement and attach all necessary receipts or justification form for each expenditure listed on the statement.

•    Code each expenditure with a cost center and object code as well as the project number and activity code when applicable on the statement

•    Sign the credit card statement verifying that all expenditures have been for official City business.

•    Send the credit card statement and documentation to the City’s Finance Director no later than the 12th of the month after receiving the credit card statement from the bank. 

•    It is the responsibility of the cardholder to ensure the statement is sent on a timely basis to the City’s Finance Director for payment. 

•    If the credit card statement is not received in time by this deadline, the Finance Department will charge the expenditure to a holding account and will clear that account when the credit card statement is received. 

§ The Finance Department will charge the department a fee of $20 per transaction to clear the holding account.

•    Cash advances and purchases at banks are not allowed on this card.

4.  Finance Staff

•    Verify that the credit card statement has been signed by cardholder and documentation is attached.

•    Monthly when the master account statement is received, make that payment to the bank.

•    Make any coding changes necessary to WORKS for download into IFAS.

•    Download information into IFAS from WORKS as directed by Finance Director.