Legal Documents of Rocky Top

It is important to remember that when using the card, you are expending taxpayer funds and that all credit card purchases must comply with city policies, including this policy, the purchasing policy and the internal financial controls policy. Your expenditures are held to the highest degree of trust and accountability.

Cardholder privileges and procedures are contingent upon the following:

1. You must obtain and preserve all receipts. Turn in all receipts to accounts payable regularly but at least monthly so that it may be compared with your credit card statement. Failure to produce adequate legible receipts will be subject to strict scrutiny by the finance department and city auditors. Proper forms of transaction documentation include an invoice with detail of items purchased, cash register receipt with detail of items purchased, sales slip with details of items purchased, or handwritten receipt signed by an employee of the supplier/merchant that includes detail of items purchased. In the event a receipt is lost, you must subject a "missing receipt affidavit" in lieu of the receipt.
2. If a cardholder fails to turn in a receipt, he/she must sign the document set forth on the following page of these policies. Multiple failures to provide receipts may result in cancellation of the card and other disciplinary action.
3. Cash back, cash refunds or rebates may not be received by the cardholder.
4. Splitting of transaction is not allowable (making one (1) purchase into two (2) or more for the purpose of staying within your limits). (Ord. #468, Feb. 2012)