Legal Documents of Rocky Top

The City of Rocky Top has adopted and implemented this credit card policy to safeguard public funds and to provide clear instructions to city officers and employees that have been formally authorized to use city credit cards. All city officers and employees using city credit/debit cards must be specifically authorized by resolution of the city council of the City of Rocky Top and shall be subject to the requirements of this policy. For the purposes of this policy, all authorized officers and employees shall be referred to as "cardholders." This policy may be amended from time to time by the city council of the City of Rocky Top.

As a cardholder, you assume the responsibility for the protection and proper use of the card. Purchases with city credit/debit cards must not conflict with the City of Rocky Top Purchasing Policy. The card should only be used by the authorized individual whose name appears on the card and use of the card shall not be delegated to other persons. Cardholders are responsible for all charges on the cards authorized to them. Cards and card numbers must be safeguarded against unauthorized use.

All credit card transactions will be visible via secure internet reporting tools and all cardholders' purchasing activity will be monitored by the finance department and reviewed by the city auditors. Credit cards are not intended to be used for normal, recurring expenses associated with normal department operations. Business accounts should be set up for recurring activities. Receipts for all purchases by credit card shall be forwarded to the accounts payable clerk.

It is the goal of the City of Rocky Top to have all transactions sales tax exempt, when applicable. It is the cardholders' responsibility to notify the supplier, at the time of the transaction, if it will be exempt from sales tax.

The following situations are examples of misuse of the card:

1. Purchases for personal benefit of the cardholder or another employee;
2. Assignment or transfer of an individual card to another person;
3. Use of the card by an unauthorized employee;
4. Use of a card by a suspended or terminated employee;
5. Purchases that are not for legitimate city and public purposes;
6. Purchases that are a violation of the city purchasing policy;
7. Splitting a purchase to avoid a single-purchase limitation;
8. Use of the card for commodities, goods, or services at vendors with city accounts;
9. Lack of proper and timely submission of all purchase receipts.

Any violations of this policy may subject the employee to discipline, including termination. (Ord. #468, Feb. 2012, modified)