Financial Policy Handbook 2017

b. Ensuring that funds have been properly budgeted and are available to pay for the items and/or services being purchased. c. Keeping informed about policy and procedure revision information. d. Verifying that the quantity and quality of the items and/or services purchased are in compliance with the agreement, whether verbal or written, with the vendor. e. Notifying the vendor, when applicable, that the purchase is tax exempt and to ensuring that such taxes are not added to the prices of items and/or services purchased. f. Indicating in writing on the transaction receipt, or attachment thereto, the names of the persons and the business purpose of the meal when purchasing meals for others. g. Indicating in writing on the transaction receipt, or attachment thereto, the program for which items or services are purchased. h. Reporting any variances from program policies to the program administrator. i. Resolving all disputes on his or her account in accordance with the program guidelines. j. Retain and submit all detailed transaction documentation (receipts, invoices, etc.) to the department director for monthly reconciliation to the statements. k. Ensure that purchasing cards are not be used by anyone other than the assigned cardholder. The authorized cardholder can make purchases for other employees, but shall not “loan” their card to anyone. It is the cardholder’s responsibility to ensure that their card is kept in a secure area to avoid access by those not authorized to use it. SECTION 3 - APPLICATION AND CARD ISSUANCE 1. City employees and elected officials may apply for a purchasing card by submitting a completed application to the program administrator. a. If the applicant is an employee other than a department director or the City Manager, the application must be approved by the applicant’s department director. If the applicant is a department director, the application must be approved by the City Manager. If the applicant is the City Manager, the application must be