Purchasing Card Policy This policy establishes guidelines for the distribution and use of purchasing cards issued by the City of Tustin for all employees. Purchasing cards may be provided to employees in certain positions within the City as determined by the Finance Director, in consultation with the employee’s immediate supervisor.
The Finance Director is responsible for the issuance of purchasing cards, accounting, monitoring, and generally overseeing compliance with this Purchasing Card Policy.
Purchasing card limits will be determined by the Finance Director. There is no cash access feature (cash advance) on the purchasing cards. Purchasing cards must be safeguarded to prevent loss, theft of public funds or unauthorized use. In addition to following the purchasing card company’s procedures for lost or stolen cards, the Finance Director shall be notified immediately if the purchasing card or purchasing card number is lost or stolen, or in any way compromised. Purchasing cards must only be used by City employees for proper City business purposes. Use of purchasing cards for personal transactions is strictly prohibited. Employees using purchasing cards must complete a Purchasing Card Authorization Form for each purchase or credit processed on their purchasing card. The Authorization Form must be signed by their supervisor or director, depending on the dollar amount of their signing authority. An employee having a purchasing card, who also has sufficient signing authority, may sign their own Authorization Forms. The Authorization Form, along with all documentation, receipts, and packing slips, must be submitted to Accounts Payable within five (5) days of the transaction. In the case of meals and business travel expenses, each receipt must include the names of all persons involved in the purchase, and a brief description of the business purpose. Receipts are reconciled to the monthly purchasing card statement by Accounts Payable. Failure to provide receipts to the Finance Department in a timely manner could result in loss of purchasing card privileges.
The purchasing card issued in the name of the employee and the City of Tustin will be kept in a safe place and used by that employee only, under the ultimate authority of the Finance Director.
Examples of allowable uses:
Conferences/training/seminars (registration, airline/car rental, hotel accommodations, meals and fuel) Business lunch with representatives from other government agencies or consultants under contract to the City, furnishing lunch for interview panels and/or evaluation review boards Publications/manuals Providing meals, equipment and material to work crews in cases of emergency
Purchasing cards are the property of the City and must be returned to the employee’s supervisor upon termination of employment with the City.
Before being issued a purchasing card, employees must complete and sign the Acknowledgement Form stating that they understand and will comply with the City’s Purchasing Card Policy. Individuals who do not adhere to these policies and procedures risk revocation of their purchasing card privileges and/or disciplinary action. INTERNAL CONTROL – Integrated Framework The City of Tustin has adopted and implemented the Internal Control – Integrated Framework developed by the Committee of Sponsoring Organizations of the Treadway Commission (COSO), which is comprised of the following: Control Environment – Based on ethical conduct, competence, and accountability, this is the foundation for the City’s internal control system. It provides the support and structure to help the City achieve its objectives and establishes a control environment that is conducive to public accountability.
204|Page
Made with FlippingBook - professional solution for displaying marketing and sales documents online