Agenda - Council Work Session - 10/11/2016

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Authority for Credit Card Holder City staff having authority to make certain purchases will be eligible credit cardholders. A department director may request a credit card for city authorized purchasers when there is a demonstrated efficiency to be gained. The Assistant Finance Director must review and approve each request before the card is issued. Before any credit card is issued, the authorized cardholder will be required to acknowledge and agree to the terms of use by signing the form entitled "Terms of the City of Ramsey MasterCard". The department director is responsible for notifying the Assistant Finance Director when any changes occur to the cardholder's status. Types of Purchases Allowed by Credit Card A purchase by credit card must comply with all statutes, rules, and city policies applicable to city purchases. Specifically: 1. All purchases must be made by the authorized card holder 2. All credit card purchases must comply with the city's Purchasing Policy guidelines for quotes and bids 3. All expenditures must be within the limits established by the department budget. Types of Purchases Prohibited Use of a city credit card is prohibited for the following purchases: 1. Personal purchases of any kind 2. Alcoholic Purchases of any kind If a city employee makes a purchase by credit card that is inconsistent with this policy and/or is not approved by the Council, the employee is personally liable for the amount of the purchase. Procedures and Documentation Finance will receive the monthly bill and respective cardholder will receive a copy of the monthly statement of charges. The cardholder is responsible for obtaining and attaching detailed invoices and receipts for all charges on the statement and provide a public purpose/description of the expense and submit all of the documentation to the department director or designee by the due date. Payment will be made if the billing matches all completed credit card invoices and receipts. 4.9 Public Purpose Expenditures Pursuant to the statutes and laws of the State of Minnesota which regulate the expenditure of public funds for public purposes, The Ramsey City Council believes it is necessary and appropriate to provide assistance and guidelines to the officials, employees, and representatives of Ramsey to aid in the determination of when public funds may be spent for a public purpose. To provide that assistance and guidance the Ramsey City Council adopted Resolution #06-11-369 Discretionary Expenditures Policy that outlined the following items that are deemed to meet the City Council definition of public purpose expenditures: Meals and Refreshments: 1. Meals are allowed as part of a city business meeting in which the character of the meeting would involve predominantly non -city employees. 2. When they are part of a breakfast/lunch/dinner meeting for official city business when it is the only practical time to meet and when it involves non -city employee participants (i.e. business developers or business representatives). Only the expenses incurred by city employee(s) may be reimbursed. The 6