Agenda - Council - 12/08/2020 - Laserfiche WebLink

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4.8 Funding Source Requirements Many projects are funded by federal and/or state agencies, or other governmental units that provide for specific procurement methods. Often these funding sources require that the City use a competitive procurement process for all contracts regardless of the dollar amount. It shall be the responsibility of the department head, manager, supervisor and/or employee initiating the contract request to make the Finance Director aware of the funding source and any specific procurement methods required thereby. At a minimum, the City shall comply with the procurement process mandated by the funding source. All purchases which are federally funded require full and open solicitation if valued in excess $3,000 (or $2,000 if Davis Bacon Act is required). When procuring such contracts, the City shall comply with the procedures prescribed by the Code of Federal Regulations (CFR) Part 200. All federal funds expended will be reconciled against adopted budget for each Federal Award. 4.9 Credit Card Use According to Minn. Statute 471.3 82, the City Council may authorize the use of a credit card by any city officer or employee otherwise authorized to make a purchase on behalf of the city. 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 Purchasing Card". 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 7