Laserfiche WebLink
compliance with applicable state statutes, and where it is legally permissible for the City of Ramsey to <br />participate, a purchase may be though the vendor named in that contract without advertising for bids <br />or obtaining quotes. <br />(h) Credit card use. According to Minn. Stats. § 471.382, the city council may authorize the use of a credit <br />card by any city officer or employee otherwise authorized to make a purchase on behalf of the city. <br />(1) Authority for credit card holder. City staff having authority to make certain purchases will be <br />eligible credit cardholders. A department director may request a credit card for city authorized <br />purchasers when there is a demonstrated efficiency to be gained. The assistant finance director <br />must review and approve each request before the card is issued. Before any credit card is issued, <br />the authorized cardholder will be required to acknowledge and agree to the terms of use by <br />signing the form entitled "Terms of the City of Ramsey MasterCard". <br />The department director is responsible for notifying the assistant finance director when any <br />changes occur to the cardholder's status. <br />(i) <br />(2) Types of purchases allowed by credit card. A purchase by credit card must comply with all <br />statutes, rules, and city policies applicable to city purchases. Specifically: <br />a. All purchases must be made by the authorized card holder. <br />b. All credit card purchases must comply with the city's purchasing policy guidelines for quotes <br />and bids. <br />(3) <br />c. All expenditures must be within the limits established by the department budget. <br />Types of purchases prohibited. Use of a city credit card is prohibited for the following purchases: <br />a. Personal purchases of any kind. <br />b. Alcoholic purchases of any kind. <br />If a city employee makes a purchase by credit card that is inconsistent with this policy and/or is <br />not approved by the council, the employee is personally liable for the amount of the purchase. <br />(4) Procedures and documentation. Finance will receive the monthly bill and respective cardholder <br />will receive a copy of the monthly statement of charges. The cardholder is responsible for <br />obtaining and attaching detailed invoices and receipts for all charges on the statement and <br />provide a public purpose/description of the expense and submit all of the documentation to the <br />department director or designee by the due date. Payment will be made if the billing matches all <br />completed credit card invoices and receipts. <br />Public purpose expenditures. Pursuant to the statutes and laws of the State of Minnesota which <br />regulate the expenditure of public funds for public purposes, the Ramsey City Council believes it is <br />necessary and appropriate to provide assistance and guidelines to the officials, employees, and <br />representatives of Ramsey to aid in the determination of when public funds may be spent for a public <br />purpose. <br />To provide that assistance and guidance the Ramsey City Council adopted Resolution #06-11-369 <br />discretionary expenditures policy that outlined the following items that are deemed to meet the city council <br />definition of public purpose expenditures: <br />(1) Meals and refreshments. <br />a. Meals are allowed as part of a city business meeting in which the character of the meeting <br />would involve predominantly non -city employees. <br />b. When they are part of a breakfast/lunch/dinner meeting for official city business when it is <br />the only practical time to meet and when it involves non -city employee participants (i.e. <br />business developers or business representatives). Only the expenses incurred by city <br />employee(s) may be reimbursed. The city administrator is allowed some discretion regarding <br />expenditures for meals as per the personnel policy. <br />Page 6 <br />