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RESO 24-075 - Adopting Purchasing Card PolicyRESOLUTION NO. 24-075 RESOLUTION FOR ADOPTION OF PURCHASING CARD POLICY WHEREAS, the City of Golden Valley is committed to safeguarding public funds and ensuring compliance with public purpose expenditures; and WHEREAS, the City’s Finance Department is responsible for the creation, implementation, and enforcement of policies designed to protect public funds and guide proper purchasing; and WHEREAS, the City of Golden Valley recognizes that the use of purchasing cards is a convenient form of payment that, when used appropriately, is as secure and controlled as other forms of payment. NOW, THEREFORE, BE IT RESOLVED that the City Council for the City of Golden Valley adopts the Purchasing Card Policy attached hereto as Exhibit A. Adopted by the City Council of Golden Valley, Minnesota this 3rd day of December 2024. Roslyn Harmon, Mayor ATTEST: Theresa Schyma, City Clerk Docusign Envelope ID: 7C55E7DC-582D-4BE4-9CA1-DBF67B86DAAE O FFICIAL C ITY P OLICY C ITY OF G OLDEN V ALLEY General Informa�on Policy Title: Purchasing Card (P-Card) Policy Department: Finance Policy Owner (job �tle): Finance Director Policy ID: FIN PCARD Council Approval Date: December 3, 2024 Resolu�on Number: 24-xx Effec�ve Date: December 3, 2024 ☒New ☐ Updated Policy Overview Policy Descrip�on: The City issues P-Cards to certain departments and employees to allow for more efficient purchasing. All City employees must abide by this policy to assist the Finance Department in ensuring consistency, accuracy, and thoroughness for credit card use. Purpose & Scope: The purpose of this policy is to ensure that P-Cards are used appropriately by authorized City employees so specific categories of goods and services may be procured on behalf of the City in an efficient and cost-effec�ve manner. The use of the P-Card is an alternate means of payment and must not circumvent the use of state contracts, purchasing laws, rules, policies, or procedures. This policy applies to all City employees. Defini�ons: •Cardholder: an authorized City employee to whom a P-Card has been issued and who has completed all requirements under this policy •Emergency: an unforeseen combination of circumstances that calls for immediate action to prevent a disaster from developing or occurring and/or has been duly declared by the Governor or Mayor under Minnesota Statutes, section 12.01 et. Seq. See City’s Public Purpose Policy for additional explanation of use of public funds during an emergency •Program Administrator: City employee appointed by the Finance Director and responsible for overall administration of the P-Card program consistent with state law and the City’s internal policies and controls •Purchase on Behalf of: a purchase that is made for someone other than the P-Card Cardholder •P-Card: City-issued credit card Related Documents, Materials, & Resources: •Public Purpose Expenditure Policy •Authorized User P-Card Acknowledgement and Use Agreement •Credit Card Authoriza�on Form •Excep�on Authoriza�on Form •Declara�on of Expenses Paid Form •Sales Tax Exemp�on Form •P-Card Training Materials •Minn. Stat. § 471.382 •As a part of this Policy, the City has published Purchasing Card Standard Opera�ng Procedures (“P-Card SOPs”). The P-Card SOPs are incorporated into this policy and include details about obtaining a P-Card, coding purchases, purchase authoriza�on procedures, permissible purchases, transac�on limits, consequences of improper use, and other P-Card related processes and procedures. Exhibit ADocusign Envelope ID: 7C55E7DC-582D-4BE4-9CA1-DBF67B86DAAE Purchasing Card (P-Card) Policy A. Scope of Use Department heads, supervisors, and full-�me regular employees are eligible to obtain a P-Card. P-Cards may not be issued to part-�me, temporary, or seasonal employees. P-Cards may only be issued to City employees a�er the employee: • is recommended and approved by their supervisor and department head • signs a statement acknowledging the use restric�ons and consequences for misuse of the P-Card • receives documented training on card use polices and procedures from the Program Administrator B. Acceptable Card Uses Cardholders may only use P-Cards to purchase goods or services for use in conduc�ng official City businesses. Examples of allowed purchases include: • small, non-recurring purchases • minor equipment, repairs, or replacement parts • official travel -related expenses, such as airfare, hotel, travel expenses, etc • professional membership dues and subscrip�ons • conference, seminar, and con�nuing educa�on registra�on fees • office supplies • other business-related goods or services not otherwise prohibited by this policy C. Prohibited Purchases Cardholders shall not use P-Cards for any prohibited or non-City business, or any items not budgeted and authorized by the City’s Public Purpose Expenditure Policy. Purchase of the following items with a P-Card is strictly prohibited: • personal items • cash, cash advances, ATM withdrawals, or extensions of credit • explosives • weapons of any kind, including firearms and ammuni�on • alcohol or other intoxica�ng substances • cannabis or cannabis products • tobacco or tobacco products • fuel (for personal vehicles or use) • construc�on services • consul�ng or professional services not authorized in paragraph I(g) herein • high-risk services • gi� cards (unless purchased by Finance or Human Resources for expenses authorized by the Public Purpose Expenditure Policy) • purchases on behalf of anyone other than the Cardholder or the Cardholder’s department D. Rewards, Loyalty Programs, and Other Incentives All rewards, loyalty programs, rebates, incen�ves, and similar promo�onal programs that are offered or accrue as a result of City-funded purchases are the property of the City of Golden Valley and may not be credited to the benefit of any employee, group of employees, or individual. Monetary awards must be treated as a cash receipt and must be submited to accounts receivable in the Finance Department. Credit card related rebate/point programs shall be monitored and overseen by the Finance Docusign Envelope ID: 7C55E7DC-582D-4BE4-9CA1-DBF67B86DAAE Department. Awards whereby credits accrue to or are provided to a purchaser for future purchases with a vendor or other retail establishment must be turned into the director of the City department for which the purchase was made. Directors shall ensure that credits and benefits of material amounts (more than $5) are properly administered and used only toward future purchases of the City. If the method of credit prohibits turning such assets over to the City, including when an employee charges the costs to a personal credit card and seeks reimbursement from the City, the credits must be retained in such a manner so as to keep them separate from the purchaser’s own personal account and must be used only toward future purchases on behalf of the City. The credits or benefits may only be used for an individual’s own personal benefit if the individual pays the City for the value of the credits or benefits. For purposes of this paragraph, the Finance Director shall determine the value of the credits or benefits. Awards of tangible goods are considered gi�s from vendors. Minnesota Statutes, sec�on 471.895 prohibits government employees from receiving gi�s except where they are included in the cost of a product, good, or service (such as a meal provided as part of the cost of atendance at a conference), or unless they fall under another specific statutory excep�on. E. Use of Financial Service, Pay Pal The use of a financial service such as Pay Pal is discouraged and should only be used in cases where it is the only means to make a valid, authorized City business purchase. Cardholders should make every effort to make purchases by other means before resor�ng to using a financial service. (Note: Some�mes when purchasing from an online vendor or website, it appears to the purchaser that you are purchasing from the manufacturer or reseller directly, but the transac�on is really going to Pay Pal, and their presence is hidden from the purchaser. These cases, in which the purchaser is not aware of using Pay Pal, cons�tute an excep�on. These situa�ons should be documented when discovered and when submi�ng transac�ons for approval.) P-Card transac�ons with a financial service must be for the exact amount of the purchase price from the vendor. Transac�ons with a financial service are for just one purchase at a �me, and only at the �me you make the purchase. The Cardholder must obtain a receipt from both the financial service and from the merchant providing the product. The merchant receipt must show the item descrip�on, the quan�ty, and the price of the product purchased. Both receipts must be kept together and with the P-Card log. Receipts must be handled per the City policy. Financial services such as Pay Pal must not be used: • if the vendor accepts the City P-Card • if the vendor will accept a City purchase order • if the Visa transac�on has been declined due to a blocked MCC code • if the purchase is prohibited by this policy • if the purchase is over $2,500 (even if the Cardholder has a higher transac�on limit) • if the purchase is for professional/technical services or other services F. Emergency Use When the City Council has declared a Local Emergency or when a situa�on arises that meets the defini�on of emergency under this policy or the City’s Public Purpose Expenditure Policy, the Council may elect to suspend certain rules and regula�ons contained in this policy as part of its emergency declara�on. The Finance Director shall document any emergency rules and procedures authorized by state statute or Council resolu�on and communicate these temporary rules and procedures to affected Cardholders. G. Services P-Cards may be used for the purchase of simple services. Simple services are services where the vendor does not come on City property, insurance is not required, and the City determines it is low risk. Examples of simple services include, but are not limited to, film processing, news clipping services, and car washes. Docusign Envelope ID: 7C55E7DC-582D-4BE4-9CA1-DBF67B86DAAE P-Cards shall not be used for the purchase of a service if the service is performed on City property or when, in the opinion of the City Atorney or Finance Director, insurance should be required to protect the City from poten�al liability. P-Cards may not be used to purchase construc�on services, professional/technical services, or high-risk services. H. Sales Tax In many instances, the City is not required to pay sales tax on purchases. The Finance Director maintains a copy of the City’s tax exempt form which cardholders may request to provide to a business to avoid paying unnecessary sales tax on purchases. I. Consequences of Improper Use If a P-Card is used in viola�on of this policy or law, the Cardholder shall report the mater to the Program Administrator no later than the next business day. Viola�ons of this policy could result in consequences including, but not limited to, discipline or termina�on of employment. In the case of a prohibited purchase, the Cardholder shall immediately reimburse the City for the prohibited purchase. If a Cardholder makes or directs an unauthorized purchase, the Cardholder is personally liable for the amount of the purchase. J. Fraud Pursuant to Minn. Stat. § 609.456 subd. 2, all suspected fraud with a P-Card issued by the City must be reported to the Office of the Legisla�ve Auditor This requirement includes those instances when a City-issued P-Card account number has been compromised or unauthorized use of the account is discovered either by the P-Card contract vendor or a City employee. K. Card Spending Limits P-Cards are subject to the following limits: Single Purchase Limit Payment Cycle Credit Limit Department Heads $10,000 $10,000 Supervisory Employees (excluding department heads) $5,000 $5,000 All Other Cardholders $2,500 $2,500 If a P-Card is used for a transac�on in excess of an established limit or approved excep�on, the transac�on will be automa�cally declined. Spli�ng a purchase into more than one transac�on to avoid exceeding an established purchasing limit is strictly prohibited. If a need above an established limit occurs, the Cardholder must contact their supervisor and the Program Administrator to request an excep�on. L. Exception Authorization Process Purchases other than those permissible under this policy require advance approval from the Program Administrator. M. Retention of Receipts All Cardholders must obtain receipts for all transac�ons. Receipts must be: • itemized • readily available during the payment process to assist in verifying correct payment • maintained pursuant to the City’s records reten�on schedule for these records (by Finance Department) If the Cardholder cannot obtain a receipt from the merchant at the �me of sale because of mechanical or technical difficul�es, the Cardholder user must complete, sign, and have notarized a ”Declara�on of Expenses Paid,” which is available from the Program Administrator. Docusign Envelope ID: 7C55E7DC-582D-4BE4-9CA1-DBF67B86DAAE