Financial Policy Handbook 2017

FINANCIAL POLICY AND PROCEDURES MANUAL

Title: FINANCIAL POLICY

Date of Version: 10/16/2017

Section: CREDIT CARD & CHARGE ON ACCOUNT

Resolution No.: 5700

SECTION 1 - CREDIT CARD POLICIES & PROCEDURES 1. Credit Card numbers shall not be retained within any Spencer electronic cash handling, email or management system at any time. This means that each time the customer shall desire to make payment by credit card they shall physically present the card to a customer service representative. 2. No payments shall be accepted over the telephone to prevent fraudulent use. If a customer is not present and wants to pay remotely, they may do so by utilizing the Credit Card Authorization form and return it via fax. 3. The City shall not provide cash back for debit card transactions. 4. Any refunds to a transaction that was originally made by credit card shall only be made through a refund check issued by the City’s Finance Department through the Accounts Payable procedure, or through the same credit card that was charged, provided all policies and regulations of the card company are made. 5. Credit Card transaction receipts and the end of day reconciliation batch report shall be submitted along with the deposit record to City Hall. SECTION 2 - CHARGE ON ACCOUNT POLICIES & PROCEDURES 1. Before credit is extended to any business customer, they shall first complete a Business Credit Application. 2. At the discretion of the City, a customer may be required to establish a payment history with the City by using city facilities regularly for ninety (90) days on a cash basis prior to being granted credit. 3. The City will only allow Charge Accounts for customers of the Transfer Station and Northern Plains Regional Landfill. No other department may extend a line of credit to any customer.