HomeMy WebLinkAbout 15-43 Adopting Updated Travel, Purchasing and CC PoliciesRESOLUTION NO. 15- `3
A RESOLUTION ADOPTING UPDATED PURCHASING, TRAVEL AND CREDIT CARD
POLICIES FOR THE TOWN OF FIRESTONE
WHEREAS, the Town of Firestone has previously adopted a set of purchasing policies
and procedures for the Town as well as policies governing reimbursement of travel expenses and
the use of Town -issued credit cards; and
WHEREAS, the Board of Trustees finds that such policies and procedures should be
amended in order to revise references therein from director of finance to director of corporate
services, and that the adoption of such amended set of current and comprehensive purchasing,
travel and credit card policies will promote and support the efficient and effective use of Town
resources and promote the best interests of the Town; and
WIIEREAS, there has been presented to the Board of Trustees for adoption an amended
set of purchasing, travel and credit card policies, which policies have been developed through the
collaborative efforts of the Finance Committee, Town Manager, Director of Corporate Services
and other Town department heads, supervisors, staff and consultants; and
WHEREAS, the amended purchasing policy also includes provisions regarding
cooperative purchasing as authorized by Article 110 of Title 24 of the Colorado Revised Statutes
which states the Town may enter into such cooperative purchasing relationships, and the Board
of Trustees finds that the adoption of such policies is authorized by law; and
WHEREAS, the Board of Trustees fords that the proposed purchasing policy and
cooperative purchasing provisions included therein are solely in support of the Towns fiscal
responsibilities, including administration of annually appropriated funds, and solely for the
benefit of the Town of Firestone, and confer no rights, duties or entitlements to any bidders or
proposers, and
WHEREAS, the Board of Trustees by this Resolution to desires to adopt said policies;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF TRUSTEES OF THE
TOWN OF FIRESTONE, COLORADO:
Section 1. The Board of Trustees hereby approves and adopts the Town of Firestone
Purchasing Policy, the Town of Firestone Travel and Expense Reimbursement Policy, and the
Town of Firestone Town -Issued Credit Cards Policy which are attached to this Resolution
Section 2. The Policies approved and adopted by this Resolution shall take effect
September 1, 2015.
Section 3. All other resolutions and policies or portions thereof previously adopted that
are inconsistent or conflicting with the policies adopted by this Resolution are hereby repealed to the
extent of such inconsistency or conflict. Without limiting the foregoing, there is hereby repealed in
its entirety Resolution No. 14-21, entitled "A Resolution Adopting Updated Purchasing, Travel and
Credit Card Policies for the Town of Firestone" adopted March 26, 2014.
PASSED AND ADOPTED THIS �2-"'DAY OF�,lia'� 2015.
ATTEST:
Town Clerk
TOWN OF FIRESTONE, COLORADO
F��:6°S TO
TUwN Paul Sorensen, Mayor
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„. •
This policy and the award of bid and other provisions herein are promulgated solely
in support of the proper exercise of the Town's fiscal responsibilities, including
administration of annually appropriated funds, and solely for the benefit of the Town
of Firestone, and confer no rights, duties or entitlements to any bidders or proposers.
Amount
Required Procedures
Petty Cash & Small Non -Bid Purchases
Less than $50.00
Complete a "Petty Cash" request form. Petty
cash requests require approval from the
Branch Head. Receipts and excess petty
cash must be returned to the Finance
Department within three business days of
purchase.
$50.00 to $10,000,00
Purchases within these amounts must be
approved in advance by the Branch Head,
Financial Planning and Analysis Director, or
Town Manager, and require the vendor
invoice and receiving document when the
items are received. In this purchasing level,
the Communications and Community
Outreach Coordinator may approve
purchases within his or her program area.
Informal Bidding
$10,000.00 to $25,000,00
Purchases within these amounts must be
approved in advance by the Branch Head,
Financial Planning and Analysis Director, or
Town Manager. Telephone quotations are
required from a minimum of 3 vendors.
$25,000.00 to $50,000.00
Purchases within these amounts must be
approved in advance by the Branch Head,
Financial Planning and Analysis Director,
and Town Manager. Written quotations are
required from a minimum of 3 vendors.
Formal Bidding
$50,000.00 and above
Purchases of $50,000 and above must be
approved in advance by the Board of
Trustees. Written quotations are required
from a minimum of 3 vendors and the
procurement must follow applicable
provisions of the "Formal Bidding
Requirements." The Board of Trustees may
reduce the number of required quotations
and waive otherwise applicable formal
bidding requirements if it is determined that it
is not practical or advantageous to the
interests of the Town.
Please note: All purchases for goods or services under $50,000 require approval from the
Branch Head, Financial Planning and Analysis Director, or Town Manager, unless noted
otherwise. All purchases of goods or services over $50,000 require approval from the Board
of Trustees. The Board of Trustees and/or Town Manager may direct the use of a higher
level bidding process on the purchase of any product or service without consideration of
dollar amount. In addition to the appropriate approvals, all purchases shall be supported by
appropriated funds within the program area.
Purchasing
A petty cash request, check request or vendor invoice serves to inform the Financial
Planning and Analysis Director or designee of the needs of the departments,
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correctly identifies a material or service requested for the department's operations,
and identifies the expenditure account number to which the purchase is to be
charged.
Petty Cash: The petty cash fund shall be used to pay for small obligations which do
not exceed $50.00. Petty cash requests will be granted under the following
circumstances:
• An employee is requesting a cash advance for expenditures relating to
Town business (sales receipt and any excess petty cash must be
returned to the Finance Department within three business days).
• An employee is requesting a reimbursement for expenditures relating to
Town business (receipts must be attached to the requisition).
It is the responsibility of the employee using the petty cash fund to obtain and use
the Town's tax-exempt identification number. Tax paid will not be reimbursed or
otherwise covered by the Town.
Bidding
Bidding procedures are used to provide vendors the opportunity to bid, to elicit
greater vendor response, to meet competitive bid requirements when imposed by
state or federal law, and to promote competitive prices from vendors for the purchase
of capital equipment and other items of significant monetary value. The Board of
Trustees and/or Town Manager may direct the use of a higher level bidding process
on the purchase of any product or service regardless of the amount to be spent. As
used herein, "bid" and "bidding" shall include requests for bids, requests for
proposals, or requests for qualifications. The responsible department director, in
consultation with the Financial Planning and Analysis Director, shall determine when
bidding procedures shall utilize a request for bids, request for proposals or request
for qualifications, as appropriate.
All purchases of goods or acquisition of services of $50,000 and over and all
purchases of cars, trucks, and heavy equipment shall require formal bidding
procedures unless otherwise required by statute or the Firestone Municipal Code.
All purchases of any water rights or any interest in land require approval by the
Board of Trustees regarding of the amount to be spent. Contracts for the purchase
of property, liability and other insurance coverage, and contracts for the purchase or
administration of employee health, welfare or insurance benefits shall be subject to
formal bidding no less frequently than once every four years; however, the foregoing
shall not limit the authority of the Board of Trustees and/or Town Manager to direct
the use of formal bidding for any renewal.
Types of Bids
Informal Bids
All purchases within the financial parameters of $10,000.00 to $50,000.00 shall
require informal bidding procedures.
• For purchases between $10,000.00 and $25,000.00, the requesting
department shall obtain and document a minimum of three (3) verbal
quotations.
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® For purchases between $25,000.00 and $50,000.00, the requesting
department shall obtain and document a minimum of three (3) written
quotations.
Steps to complete an informal bid: (unless otherwise stated, responsibility falls on
requesting department):
1) Develop specifications. Upon finalization of the specifications, prepare any
documents required by the informal bid.
2) Disseminate specifications to identified vendors, including dissemination by e-
mail, mail or other method as appropriate.
3) Evaluate the bid results and determine which bid serves the Town's best
interests.
4) Prepare a Purchase Requisition and obtain required approval for the level of
purchasing.
Formal Bids
For purchases over $50,000.00, the requesting department shall follow and
document the formal bid procedures outlined below, as applicable to the particular
procurement. In presenting a formal bid procurement to the Board of Trustees, the
requesting department shall obtain and document a minimum of three (3) written
bids. The Board of Trustees may reduce the number of required quotations and
waive otherwise applicable formal bidding requirements if it is determined that it is
not practical or advantageous to the interests of the Town.
Requests for formal bids shall be distributed to qualified/identified vendors in the
manner determined by the requesting department. In the discretion of the requesting
department, or if directed by the Town Manager or Board of Trustees, requests for
formal bids may be posted to the Town website and may be published in a
newspaper of general circulation in the Town, in other publications of limited
circulation, or in trade journals, but such publication is not required by the Policy. If
publication of a request for formal bids is required for a particular procurement by
federal or state law or by a funding agency, the requesting department shall prepare
and arrange for publication of the required notice.
Notices, general instructions, conditions, and specifications shall be mailed, posted
to the Town website or otherwise made available to qualified/identified vendors.
All requests for formal bids shall be reviewed and approved by the Town Manager or
designee prior to distribution.
Steps to complete a formal bid: (unless otherwise stated, responsibility falls on
requesting department)
1) Develop specifications. Upon finalization of the specifications, determine any
special requirements, such as bid, performance, and payment bonds; insurance;
retainage; and any special requirements the requesting department may need.
See bonding and insurance requirements listed below.
2) Prepare bid documents. Prepare all documents required for the request for
formal bid. Bid documents shall contain the following information, as applicable
to the particular procurement,* which shall be determined by the requesting
Branch Head, Financial Planning and Analysis Director, or Town Manager upon
consultation with the Town Manager and Financial Planning and Analysis Director:
® Where the bidder can obtain bid documents;
® Any costs of bid documents;
® Bid submittal deadline;
® Date, time and location of bid openings;
® Any bond and/or insurance requirements;
® Any special requirements;
® A statement to the effect that the Town reserves the right to reject any
and all bids, and to accept the bid deemed to be the lowest reliable and
responsible bid;
® A statement to the effect that all bids submitted become public
information upon bid opening;
® General conditions;
® Minimum specifications;
® Bid proposal form;
® Delivery date or completion date;
® Period of bid validity; and
® A statement to the effect that the bidder must submit with its bid a copy of
its current contractor/business license(s) issued by the Town of Firestone,
or obtain same prior to any award if bidder is the successful bidder.
*(For example: a request for bids for a vehicle purchase typically would not include bond and/or
insurance requirements.)
3) Determine bond, insurance, contract requirements. If any bonds, insurance, or
contracts are required or are waived, obtain Town Attorneys approval. See
bonding and insurance requirements listed below.
4) Distribute requests for bids. Make available a complete set of bid documents to
all qualified/identified vendors or request vendors to pick up bid documents.
5) Open bids. Conduct the public bid opening per the identified bid opening date.
Any bids received after the specified time will be returned to the bidder
unopened. All bids/quotes/proposals should be retained for the minimum period
required by the Town's records retention schedule (generally three years after
contract is awarded).
6) Evaluate bids. Evaluate the bid results and determine which bid serves the
Town's best interests. If the recommended vendor has not submitted the low bid,
the department must demonstrate how the higher bid serves the best interests of
the Town.
7) Prepare Board report. Prepare report to Board of Trustees for its review and
action on the proposed procurement.
8) Complete draft documents for Board packet. Obtain Town Attorneys approval
on all bid documents requiring bonds, insurance, or contracts prior to the Board
of Trustees meeting.
9) Notify vendor. Upon Board of Trustees' award of bid, notify successful bidder
and notify other bidders of the results as requested.
10) Finalize documents. Obtain signatures on all contracts and any additional
required documents from vendor. One original signed contract with all exhibits
must be submitted to the Town Clerk for central filing.
Bonding Requirements: Bonds shall be executed on forms prescribed or approved
by the Town Manager based on review by the Town Attorney as to form and State of
Colorado law. Normally, bonds are used only on critical or complex procurement
actions, such as projects for completion of public works or public buildings. Bonds
generally are not required for purchases of vehicles, equipment, or standard
commercial goods and services, particularly when the goods are not altered or
customized to unique Town specifications, but may be required if deemed by the
procuring department to be in the interests of the Town. Some examples of bonds
are:
® Bid Bonds: This bond is intended to protect the Town against a bidder's
failure to honor its bid. The bid bond requirement may be satisfied by
receipt of a certified bank check or a bid bond. The bid security is
submitted as guarantee that the bid will be maintained in full force and
effect for a period of thirty (30) calendar days after the opening of bids or
as specified in the solicitation documents. If the bidder fails to provide the
bid security with the bid when requirement by the bid documents, the bid
shall be deemed non -responsive. The bid bond should be in an amount
equal to at least 10% of the vendor's bid price.
® Performance Bonds: This bond is intended to secure performance of the
vendor's performance of its obligations. A performance bond, satisfactory
to the Town, may be required for all capital projects contracts awarded in
excess of $50,000, Unless the Town is legally required to accept a bond
in lesser amount, the performance bond shall be in amount equal to one
hundred percent (100%) of the price specified in the contract.
® Payment Bonds: This bond is intended to secure payment of
subcontractors and suppliers. A payment bond for the protection of all
persons supplying labor and material to the contractor or its
subcontractors may be required for all capital projects contracts awarded
in excess of $50,000, Unless the Town is legally required to accept a
bond in lesser amount, the payment bond shall be in an amount equal to
at least one hundred percent (100%) of the price specified in the contract.
Insurance Requirements: Contracts entered into by the Town will require the
selected contractor to carry the types and minimum amounts of insurance coverage
as required by the Town. The contracts shall also contain other provisions
regarding insurance as the Town shall require. Unless different types and/or
amounts of coverage are determined appropriate during the development of the
specifications, general conditions and/or final contract, the following are the types
and minimum amounts of insurance that should be required:
a. Workers' Compensation in statutory limits (if applicable).
b. Employer's Liability Insurance: $100,000/ each accident, $500,000/
disease - policy limit, and $100,000/ disease - each employee.
c. Comprehensive General Liability Insurance: $1,000,000/Occurrence
d. Automobile Liability or Hired & Non -Owned Vehicle Liability Insurance:
$1,000,000/each accident (if applicable).
e. Professional Liability Insurance: $1,000,000/Occurrence.
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Certain types of insurance may not be applicable to a particular contract. For
example, professional liability insurance would not be applicable to a contract for
installation of playground equipment. Whether a particular type of insurance is
applicable shall be determined by the requesting Branch Head, Financial Planning
and Analysis Director, or Town Manager in consultation with the Financial Planning
and Analysis Director and Town Attorney. Depending on the type of contract or
services to be provided, higher insurance coverages may be required.
Bid documents should state the Town's anticipated insurance and bond
requirements for the contract to be awarded. Bidders should be advised that the
successful bidder shall be required to provide certificates of insurance with the Town
named as additional insured, and that the contractor shall not commence work until it
has obtained all insurance required by the contract documents and such insurance
has been approved by Town.
Bidders List: The Town Manager in consultation with the Financial Planning and
Analysis Director may establish and maintain bidders lists as an effort to promote
competitive bidding from qualified vendors and to establish a source of suppliers.
Evaluation of Bids: In addition to the bid amount, additional factors will be
considered as an integral part of the bid evaluation process, including, but not limited
to:
• The bidder's ability, capacity and skill to perform within the specified time
limits;
• The bidder's experience, reputation, efficiency, judgment, and integrity;
• The quality, availability, and adaptability of the supplies or materials bid;
• Bidder's past performance;
• Sufficiency of bidder's financial resources to fulfill the contract;
• Bidder's ability to provide future maintenance and/or service;
• Other applicable factors as the Town determines necessary or
appropriate (such as compatibility with existing facilities, equipment or
hardware); and
• If a bid other than the lowest bid is recommended, the requesting
department must demonstrate how the higher bid serves the best
interests of the Town.
Contracts for Engineering Design and Construction Management Services
The following bidding requirements shall apply to engineering design and
construction management services for capital improvement projects:
• Under $30,000: Engineering design and construction management services
under $30,000 may be approved by the Branch Head, Financial Planning and
Analysis Director, or Town Manager, Financial Planning and Analysis Director
and Town Manager as non -bid procurements. No bids are required.
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® Between $30,000 and $60,000: For engineering design and construction
management services between $30,000 and $60,000, informal bidding
procedures shall apply, except that all purchases for engineering design and
construction management services over $50,000 must be approved by the
Board of Trustees.
® $60,000 and above: For engineering design and construction management
services $60,000 and above, formal bidding procedures shall apply.
In addition to the appropriate approvals, all purchases shall be supported by appropriated
funds for the specific capital improvement project.
State Bids are quotations or bids solicited by the through the State of Colorado (Bid
Information and Distribution System). Use of State Bids is permitted for any
equipment or vehicle purchases on items priced from $20,000 to $150,000. Use of
State Bids must be in accordance with applicable procedures and only current State
Bids may be used. Use of State Bids would override the formal bidding process and
procedures listed above, except in situations where use of competitive bidding is
required in conjunction or as a condition of receipt of federal or state funding for the
project. The determination of whether to use State Bids shall be made by the Town
Manager upon consultation with the requesting department and the Financial
Planning and Analysis Director.
Cooperative Purchasing -- National Joint Powers Alliance
C.R.S. § 24-110-201 gives the Town the authority to participate in cooperative
procurement endeavors, such as cooperative purchasing. Cooperative purchasing is
permitted on items priced up to $150,000 through the use of National Joint Powers
Alliance's ("NJPA") national cooperative contract solutions. Use of NJPA would be an
alternative to use of the Town formal bidding procedures listed above; however,
NJPA may not be used in situations where use of competitive bidding is required in
conjunction or as a condition of receipt of federal or state funding. The determination
of whether to use NJPA shall be made by the Town Manager upon consultation with
the requesting department and the Financial Planning and Analysis Director.
Use of other cooperative purchasing units as an alternative to use of Town formal
bidding procedures only if use of such cooperative purchasing unit has been
approved in advance in writing by the Town Manager. Town Attorney review shall be
obtained as needed to confirm whether the proposed use of a cooperative
purchasing unit meets statutory cooperative purchasing requirements.
Integrated Project Delivery Contracting Process
The Board of Trustees may award an integrated project delivery ("IPD," sometimes
referred to as "design -build") contract for a Town capital improvements project, or other
public project as defined in C.R.S. § 31-25A303, upon a determination by the Board of
Trustees that IPD represents a timely or cost-effective alternative for the public project.
Prior to awarding an IPD contract, the requesting Branch Head, Financial Planning and
Analysis Director, or Town Manager, upon consultation with the Town Manager and
Financial Planning and Analysis Director, shall solicit proposals for the project by
issuing a request for proposals or request for qualifications to individuals or firms that
have indicated an interest in participating in the proposed project or that have
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displayed evidence of expertise in the proposed project. Notice of the initial
solicitation for an IPD procurement shall be published in a newspaper of general
circulation within the Town. The Town may also publish notice of the solicitation in a
trade journal or post notice on the Town's website. After reviewing the proposals,
the Board of Trustees may accept the proposal that, in its estimation, represents the
best value to the Town. In the procurement and administration of an IPD contract,
the Town may utilize, without limitation, the provisions and procedures set forth in
C.R.S. § 31-25-1301 et seg.
Sole Source Purchases:
It is the policy of the Town of Firestone to recognize and solicit quotes and bids.
Sole source purchases may be made if it has been determined that there is only one
good or service that can reasonably meet the need and there is only one vendor who
can provide the good or service. These purchases should be used only if it is in the
best interest of the Town, and the following procedures shall apply:
Sole Source Purchase in the amount of $5,000.00 to $25,000.00
The requesting department shall provide written justification for the sole source
purchase and attach to the purchase requisition.
The Financial Planning and Analysis Director will review the justification for the sole
source purchase. If the sole source justification is accepted by the Financial Planning
and Analysis Director, approval will be granted. If the purchase is unwarranted, two
(2) more telephone quotations are required.
Sole Source Purchase in the amount of $25,000.00 to $50,000.00
The requesting department shall prepare a memorandum to the Financial Planning
and Analysis Director justifying the sole source purchase.
The Town Manager and Financial Planning and Analysis Director will review the
justification for the sole source purchase. If the sole source justification is accepted
by the Town Manager and Financial Planning and Analysis Director, approval will be
granted.
If the sole source purchase is not approved, the department shall obtain additional
written bids or quotes in compliance with this Policy.
Sole Source Purchase of $50,000.00 or above
The requesting department and Town Manager shall include within the materials
presented to the Board of Trustees a memorandum justifying the sole source
purchase.
Bidding procedures may be waived by the Board of Trustees when it has been
demonstrated that the requested goods or services are a sole source purchase.
If the sole source purchase is not approved, the department shall obtain additional
bids or quotes in compliance with this Policy.
Local vendor Preference
To encourage purchasing from businesses located within the Town of Firestone, it is
the policy of the Town to recognize and solicit quotes from local vendors. Whenever
such local sources exist and are competitive, purchases may be made from local
vendors; however the bidding requirements, procedures and criteria of this Policy
shall still apply.
Unless a violation of law or prohibited as a condition of a grant, bids for purchases of
goods of $5,000 or less may be awarded, as deemed appropriate solely within the
discretion of the Town, to local vendors providing their proposal or quote is within 2%
of the lowest bid. This provision applies only to purchases of goods of $5,000 or less
and does not apply to procurement of services. For purposes of this provision, a
"local vendor" is defined as any person or entity who has been a bona fide resident
of Firestone who has held a valid Town business license for at least six weeks
immediately prior to submitting a bid.
In the event of local disaster or emergency conditions declared by the Town, the
Town shall comply with this Purchasing Policy to the extent practicable. Forms
required herein for the purpose of authorizing and acquiring goods or services
necessary for the immediate preservation of life, health, safety, welfare or property
may be ratified after acquisition when a delay in acquiring the goods or services will
cause immediate risk to life, health, safety welfare or property, based upon the
determination of the Town Manager. Goods and services necessary for the
immediate preservation of life, health, safety, welfare or property during a local
disaster or emergency conditions shall not require compliance with bidding
requirements set forth in this Policy, and may be awarded on a sole -source basis.
Receiving Procedures and Check Requests
Receiving Procedures:
1) It shall be the responsibility of the receiving department to ensure that goods and
services are received as ordered and in good condition. Immediately upon
receipt of merchandise, check quantity, quality, and any specifications such as
model number, etc. to ensure that the goods have been received as indicated on
the packing slip.
2) If the goods are faulty or damaged, notify the vendor and Financial Planning and
Analysis Director or designee immediately. If damage is concealed or not
noticed at time of delivery, leave all boxes and packing lists intact and notify
vendor immediately.
3) It shall be the responsibility of the receiving department to inform the Financial
Planning and Analysis Director or designee of the delivery and acceptance of an
order by submitting the receiving documents with the check request for payment.
4) It shall be the responsibility of the receiving department to inform the Financial
Planning and Analysis Director or designee when full or partial payments are
authorized.
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4) All invoices shall be mailed by the vendor directly to the accounts payable
department.
5) The receiving department shall be responsible for notifying the vendor of any
goods received that are not in compliance with the terms of the order and any
damaged goods.
Check Requests:
Check request forms are used to request payment for materials or services. Check
requests will be granted on the following circumstances:
® Checks will be cut in accordance with the Finance Department schedule;
® Original invoice must be attached;
® All requests must be signed by the Branch Head, Financial Planning and
Analysis Director, or Town Manager;
® All check requests must be properly coded;
® Receiving documents must be attached and signed off; and
® Checks over $50,000.00 will require at least one manual signature of any
authorized account signer.
Ethics in Town Contracting
As provided in C.R.S. § 24-18-201 et seq., elected and appointed Town officials and
Town employees shall not be interested in any contract made by them in their official
capacity or by any Town body or board of which they are members or employees,
except in the circumstances described in such statute. Such circumstances generally
include contracts awarded via competitive bidding procedures, contracts with respect to
which the official or employee has complied with the disclosure and recusal
requirements of state law, and other limited situations.
Elected and appointed Town officials and Town employees involved in the procurement
process shall comply with all ethics laws governing such process.
DEFINITIONS:
Capital Asset: Tangible or intangible property, including durable goods, equipment,
software, buildings, installations, easements, and land valued at $5,000 or more.
Capital Improvement Projects (CIP) —Any projects to build, alter, regulate or maintain
necessary public buildings, streets and alleys, public parks and facilities, municipal
utilities, sidewalks, highways, parks or public grounds.
Capital Outlay —Expenditures which result in the acquisition of or addition to capital
assets ($5,000 or more).
Capital Projects — A project that is budgeted in capital accounts.
Branch Head —Town Manager, Chief of Police, Director of Corporate Services, Director
of Community Development, and Town Clerk, as applicable.
Emergency conditions - A situation in which any department's operations may be
severely hampered or a situation in which the preservation of life, health, safety, welfare
or property of employees or the public are endangered. This includes those instances
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when immediate repair to Town property, equipment, or vehicles is necessary under the
aforementioned circumstances.
Expenditures — Decreases in net financial resources. Expenditures include current
operating expenses which require the current or future use of net current assets, debt
service, and capital outlays.
Integrated project delivery ("IPD") — A project delivery method in which there is a
contractual agreement between the Town and single participating entity for the design,
construction, alteration, operation, repair, improvement, demolition, maintenance, or
financing, or any combination of these services, for a public project.
IPD contract - A contract using an integrated project delivery method.
Professional Services —Those services within the scope of the practice of architecture,
engineering, professional land surveying, industrial hygiene, legal counsel, financial
advisers, land development planners, building inspection services, information
technology services, and banking services.
Retainage - A portion or percentage of payments due for work completed on a contract
that is held back until the entire job is completed satisfactorily.
Services —The furnishing of labor, time, or effort by a contractor not involving the
delivery of a specific end product other than reports which are merely incidental to the
required performance. The term does not include professional services or integrated
project delivery as previously defined.
Sole Source Purchase - A procurement of goods or services which can only be
obtained from a single supplier capable of meeting all specifications and purchase
requirements or when it is in the Town 's best interests.
Surplus Property -Materials and equipment which are no longer necessary to Town
operations, obsolete, and/or excessively expensive to maintain.
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The Town of Firestone (Town) expense policy is designed to clarify which expenses
incurred by a Town official or employee in the course of conducting Town business are
reimbursable. To qualify for reimbursement, each expenditure must meet the criteria
described here and must be documented as described in this policy. Reimbursements
will be made only for actual, reasonable authorized business expenditures and travel.
The expense policy also covers processing and proper use of the expense report, which
is the method for requesting and obtaining reimbursement.
This expense policy document will be updated when necessary to reflect changes in
state or federal tax codes or changes in the Town's operations. Officials and employees
are responsible for making certain they apply the Town's current policies when
submitting their expense reports. For any questions about this policy or for clarification
about current requirements, contact the Department of Finance.
Any personal time used in conjunction with business travel must have the prior approval
of the employee's direct supervisor. Officials and employees are responsible for all
incidental and additional costs associated with this pre -approved personal travel.
Exceptions to the Expense Policy
The Town recognizes that some situations and circumstances may arise that could
require exceptions to the expense policy. Approval of any exceptions to the expense
policy must be made in writing by the Town Manager.
Travel Arrangements
Prior to making any travel arrangements, approval must be granted by your Branch
Head and the Director of Corporate Services or his or her designee. All travel
arrangements for Town -related air travel must be made through the Town Clerk or the
Office/HR Assistant including conference, seminar or trade show registrations. A Travel
Preference Form should also be completed prior to the travel date in order to provide
information for the staff noted above.
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All officials and employees making reimbursement requests must submit timely,
complete and accurate expense reports. Expense reports must be submitted to your
Branch Head for approval and then routed to the Finance Department for processing.
Expense reimbursements are typically processed each month, with the routine accounts
payable cycle.
Reimbursable expenditures must be supported by documentation attached to the
expense report, in a neat and orderly manner. Any revisions made to an expense report
must be initialed by the person making the change. If the Finance Department makes a
change to an expense report, the official or employee will be notified.
The Internal Revenue Code requires that reimbursable expenditures be supported by
adequate records showing clearly that they were:
• Ordinary and necessary.
• Reasonable in amount.
• Incurred for a valid business purpose.
To meet these requirements, the following information must be provided for an expense
to qualify for reimbursement:
• Identify the official or employee requesting reimbursement.
• Identify the vendor, customer, contractor, supplier or other person or business to
which the expenditure was paid.
• State the business purpose for the expenditure.
• State the identity and business relationship of any others participating in the
event covered by the expenditure.
• Attach the original itemized receipts (e.g. hotel bills, airline passenger receipts,
E-ticket confirmation, meal receipts, automobile rental invoices, parking receipts,
toll receipts, telephone bills). Include the original credit card receipt, cash
receipt, original itemized monthly credit card statement, or a copy of the canceled
check as proof of payment.
Lost Receipts
In the unusual circumstance that a receipt is lost or was not obtained, (i.e. parking
meters, tolls, tips) the official or employee must complete a section of the expense form
detailing these expenditures before that expense can be considered for reimbursment.
This section requires the same information to support the expenditure as that listed
above, including the identity of the individuals in the party, business purpose, and the
amount of the expenditure. For items that were paid for with a credit card, attach a copy
of the monthly billing statement in which the charge was included.
Cellular Phone Expenses
Reasonable expenses will be reimbursed for personal cell phone use for Town business,
with a maximum of $20.00 per month, to employees who have submitted their personal
number to be published for business use. Proper documentation will still be required to
justify receiving reimbursement up to this limit, including a copy of the bill showing the
service dates and monthly charge. The cost of purchasing a cellular phone will not be
reimbursed.
Membership fees to civic or charitable organizations or athletic or social clubs are NOT
reimbursable.
Computer Equipment and Software
Computer equipment and software is NOT an expense reimbursement item. All
computer equipment and software must be requested through the Director of Corporate
Services. Computer equipment and software will be dispersed based on availability and
need.
Conferences, Seminars and Trade Shows
Conferences, seminars, and trade shows are reimbursable only when approved in
advance by your Branch Head and I of Corporate Services or his or her
designee. Any relevant information regarding registration should be forwarded to the
staff person assisting with your arrangements.
Entertainment
Reasonable expenses will be reimbursed for business meals and entertainment.
Recreational fees and event tickets may be reimbursable if the particular activity involves
personnel from a business contact, or consultant.
Professional and Industry Conference Fees
Professional and industry conference fees are reimbursable ONLY when approved in
advance by your Branch Head and the Director of Corporate Services or his or her
designee.
Professional Licenses/Certifications
Annual fees/renewals for licenses (such as CPA, operator's certificate) are reimbursable
if related to the employee's current position and if payment thereof is approved in
advance by the employee's Branch Head and the Director of Corporate Services or his
or her designee. CDL licenses, if a requirement of the employee's position, are also
reimbursable. Exceptions MUST have prior written approval of the Town Manager.
Continuing education for licensing/certification will also be reimbursed if related to your
position and if payment thereof is approved in advance by the employee's Branch Head
and the Director of Corporate Services or his or her designee.
With prior approval from your Branch Head or designee and the Director of Corporate
Services or his or her designee, annual membership dues for professional societies
related to your position are reimbursable.
Protective Footwear
Field employees are expected to wear approved protective footwear when performing
duties that would put them at risk for a foot injury. Approved protective footwear
includes steel and composite toe boots, hikers, shoes and sneakers, meeting required
standards. Footwear is reimbursable up to a maximum of $75.00 per eligible employee
per year. This amount may be changed in writing by your Branch Head on an as -
needed basis.
Supplies
All purchases of office or other job -related supplies should be coordinated through the
Branch Head or designee.
Ul
Air Transportation
All air travel must have the prior written approval of the Town Manager. Air
arrangements can be made through the Town Clerk or Senior Administrative Specialist —
HR. Internet and direct airline reservations are also acceptable, if coordinated with the
staff noted above.
When booking air travel, cost savings opportunities are increased when a traveler
provides general departure and arrival times instead of specifying certain carriers or
flight numbers. Significant savings are realized by advance planning. Travelers are
expected to exercise good business judgment and planning to avoid last-minute ticket
purchases. All officials and employees will travel coach class.
The following guidelines apply to airline travel:
• The cost of purchasing upgrade coupons is not reimbursable.
• To take advantage of airline discounts, reservations are to be made as far in
advance as possible.
• Nonrefundable or penalty tickets provide considerable savings opportunities and
should be considered when it is highly unlikely that an itinerary will change.
• Travelers should request airline reservations according to approximate
necessary departure or arrival times rather than by specific airlines or flight
numbers to allow for the lowest logical or negotiated fare for appropriately timed
flights.
• Travelers should consider the use of alternate airports when the fare differential
represents significant savings.
• If additional costs are incurred because of changes in travel plans, such costs
are reimbursable by the Town if the reason for the changes is business related.
If the reason for changes is personal convenience, the costs will NOT be
reimbursed.
• Travelers may keep for their own use any mileage awards received from frequent
flier programs accrued from Town travel. In no case, may an official or employee
arrange a more expensive flight or circuitous routing to accumulate mileage
points.
• Report lost or stolen tickets immediately, so a lost ticket application can be
processed. The use of E-tickets is highly recommended.
• If a trip is cancelled or changed, and the traveler is in possession of unused
tickets, the traveler is responsible for returning them, in a timely manner, to the
airline for credit.
• 1 1 1• - - •-
Personal Auto Use
Officials and employees who use their personal vehicle for authorized Town business
will receive the current IRS allowable reimbursement for business miles. The current
reimbursement rate can be found on www.IRS.gov.
Any highway tolls or parking fees incurred during business travel are also reimbursable.
Mileage from the employee's home to regular assigned work is not reimbursed. If an
employee drives directly from home to another work assignment in a different location or
attends a training class/seminar, these miles will be reimbursed.
Mileage incurred while attending social events sponsored by the Town, its contractors,
or vendors is NOT reimbursable.
A Mileage log must be included with your expense report.
Automobile Rentals
Automobiles should be rented only when a Town vehicle is not available and public
transportation, taxis, or shuttles are impractical, more expensive, or not available, and
only when traveling out of the Denver/Front Range area. Vehicles up to midsize class
are customary for individual travelers. The next larger size class may be rented when
three or more people from the Town are traveling together.
Reimbursable items include the actual cost of the rental, tolls and gasoline purchases.
Although reimbursable, one-way rentals should be avoided and must be specifically
explained in the documentation attached to the expense report. Insurance coverage
provided by car and vehicle rental companies should NOT be purchased when traveling
on business. Both the vehicle and the Town official/employee are covered by insurance
purchased by the Town. Please inspect the car for damage prior to leaving the rental
car lot and notate clearly on the rental agreement with the rental car company employee
signoff.
Ground Transportation
Taxi and shuttle charges incurred during business related travel to and from airports or
in out-of-town locations are reimbursable. Reimbursement will be for the actual fare,
tolls, "extra" charges for luggage or passengers, and a maximum 15% tip for good
service.
Hotels &Lodging
The traveler should pay all hotel accommodation charges upon checkout when traveling
out of town on business. Hotel charges may not be billed directly to the Town, unless
the Town has previously authorized a direct master billing with the facility.
Travelers should stay in a single, non -concierge level room. Suites are acceptable only
when suite accommodations are the standard room type of the hotel or when the cost is
consistent with other local single room rates or the conference discount rate.
Hotel communications (internet, fax) may be reimbursed when relating to Town
business.
If a traveler has a hotel reservation and is unable to use the reserved room, it is his/her
responsibility to cancel the reservation. Most hotels require cancellations by 6:00 pm,
the day of arrival. "No-show" charges are not reimbursable without the approval of your
Branch Head or designee and the Director of Corporate Services or his or her designee,
and generally are not reimbursable unless the reason for the "no-show" is business
related or due to emergency or other unforeseen and unavoidable circumstances.
Laundry and dry cleaning may be reimbursed for stays of 4 or more days at a maximum
of $8 per day.
The following expenses are considered personal and are NOT reimbursable:
• Salon, spa or personal grooming services, such as barbers, beauticians,
manicurists, shoe shines, or massages.
• Honor bar charges or fees to use extra -cost facilities such as health clubs.
• Additional charges for room upgrades, poolside rooms, or special floors.
• In -room movies.
• Laundry or dry-cleaning services (less than 4 days).
Meals
Business Activities
The Town will reimburse an official or employee reasonable expenses for meals when
he or she is conducting Town business activities. (See also entertainment).
Receipts for meals must be included with the expense report.
If several officials and/or employees dine together when they are conducting Town
business activities, only one official or employee should pay the bill, and ONLY that
person should submit an expense report for reimbursement, listing the names of all
officials and employees covered by the charge.
Business meals should be reasonable. All parties included in the business meal should
be listed on or with the receipt.
Travel Meals —Overnight Stay
Officials and employees in travel status on Town business will be reimbursed for actual
expenses, but not more than the per diem rate for meals. Reimbursements will be made
in accordance with the Federal State Department per diem daily amounts as published
on the GSA website. Per Diem rates vary by state, city and county. For a list of current
per diem rates refer to www.gsa.gov, Policy & Regulations > Travel, Transportation, &
Relocation > Travel Management > Travel Management Policy, Per Diem > Per Diem
Rates then select the appropriate year and state.
For example, the maximum per diem for meals and incidental expenses, including taxes
and tips as of January 2011 in Washington DC $71; Denver $66; Dallas $71; and San
Diego $71.
If meals are pre -paid by the Town (i.e. as part of a conference registration) or when
meals are paid by any other source such as vendors, the per diem must be pro -rated by
deducting the appropriate amount of the meal as listed at the "meals and incidental
expense breakdown" link found at the GSA web site. For example, the per diem for San
Diego is $71 and the breakdown is $12 breakfast, $18 lunch, $36 dinner, $5 incidentals.
If travel days are less than a full day, the per diem for those days is pro -rated according
to the following table:
Time Interval
Departure
Return
Before 11:00 am
Full Day
Breakfast Only
11:00 am — 3:00 pm
Lunch & Dinner
Breakfast & Lunch
3:00 pm — 8:00 pm
Dinner Only
Full Day
After 8:00 pm
Incidental Amount Only
Full Day
Travel begins when the employee leaves her/his home or office for the trip destination.
Travel Meals —Extended Day
The Town will reimburse for meal expenses incurred during extended day travel if the
extended day is at least 12 hours, causes the traveler to be away from home during the
evening meal time and does not require an overnight stay. (Le, employee departs at
lam for a meeting in Keystone and returns home at 7pm).
Alcoholic Beverages
The Town's general policy is that it does not reimburse expenses for the purchase of
alcoholic beverages, and officials and employees shall not use aTown-issued credit
card to purchase alcoholic beverages, excepting only limited instances where a
purchase is made at or for an economic development activity where the Town is
strategically marketing itself to a third party, and then the purchase shall be only by or
with the express prior consent of the Town Manager.
Spouse/Dependent/Accompanying Person
Travel expenses for transportation, lodging, entertainment or meals for spouses or other
persons accompanying employees on Town travel will NOT be reimbursed. These
expenses, if paid by the Town for conference registrations or any reason, must be
reimbursed to the Town.
Reasonable and appropriate tips to porters, skycaps, bellhops, maid service and similar
service providers are reimbursable (i.e. $1 per bag, $3 per night). Because receipts are
not customary for such tips, receipts are not required.
Tipping is limited to 15%for wait staff, drivers, and other service personnel.
Travelers may keep points accumulated during business travel though the participation
in airline, hotel or rental car promotion programs. However, the traveler is responsible
for any fees, dues, administration costs and any other costs associated with membership
in such programs, which membership must be maintained in the person's name and not
the name of the Town. Any associated membership fees or club/lounge fees are NOT
reimbursable.
The Town DOES NOT reimburse for the following expenses:
• Airline clubs, including membership fees and related charges
• Automobile repairs, regardless of circumstances
• Babysitting, regardless of circumstances
• Charitable contributions
• Clothing, other than required safety items, or Town provided items, regardless of
circumstances
• College/university alumni dues
• Computer hardware or software, either new or upgrade
• Credit card fees, including late charges and other charges
• Gifts of any kind, regardless of recipient
• Housesitting, regardless of circumstances
• Lost luggage expense (must recoup via airline)
• Parking tickets and traffic fines, citations or violations
• Passport and visa fees
• Pet boarding/sitting
• Political contributions
• Reporter services of any kind
• Side trips
• Stationery items including books/magazines while traveling
• Spa, salon or personal grooming services
• Toiletries or medications, regardless of circumstances
• Travel accident insurance
• Non official or employee expenses
The above list is not exclusive, and please also note items specifically listed in previous
sections as being non -reimbursable.
For questions regarding whether an expense is eligible for reimbursement, contact the
Finance Department.
I ravel Preference Form
Return completed form to ,
Travelers Name:
Legal name as it appears on passport or other government issued photo ID (if different from
above):
Phone:
work
Airline Carrier Preference: _
Seat preference: Aisle
Frequent Flier Information:
Carrier:
Carrier:
Carrier:
Hotel Preference:
Smoking
Close to Elevator
Double
Other Special Room Needs:
Hotel Reward Information:
Hotel:
Hotel:
Hotel:
Special Dietary Needs:
Window
Number:
Number:
Number:
Non Smoking
King
Number:
Number:
Number:
cell
Do you prefer to travel the day prior to the event? yes no
Emergency Contact:
Name/Number/Relationship:
Additional Information:
3tTiid
AUTHORIZATION I U TRAVEL
Return completed form to the Department of Finance and Administration
IN -STATE ❑
OUT-OF-STATE ❑
Individual Requesting Travel:
Other Persons) Sharing Transportation:
Destination (s):
Conference Dates:
Date Travel Begi
Purpose of Trip:
Will Any Personal Travel Be Involved? (Please Describe):
Date Travel Ends:
Registration Fees: Conference Website (if applicable):
(Attach registration/conference information and agenda)
Approved
Disapproved
Branch Head Signature Date
Department of Finance Signature Date
Traveler's Signature Date
By signing this you are acknowledging that you have received AND read
A copy of the Town of Firestone Travel and Expense Reimbursement Policy
The goal of the Town's credit card policy shall be to ensure compliance with the
Town's Purchasing Policy and responsibility and accountability in the use of Town -
issued credit cards by Town employees.
A cardholder must be an employee of the Town of Firestone. It shall be at the
discretion of the Branch Head responsible for the department and the Director of
Corporate Services or his/her designee to determine which employees are eligible to
be cardholders.
Credit Card Limits
It shall be at the discretion of the Branch Head responsible for the department and
the Director of Corporate Services or his/her designee to establish each cardholder's
per transaction and/or per -month limits, provided that these limits are consistent with
the Town's Purchasing Policy and available credit line.
Transactions Not Permitted
The following transactions and uses of Town -issued credit cards are not permitted,
and shall be considered to have been made in contravention of this policy:
• Splitting of total purchase cost, singly or between or among cardholders
to avoid transaction limits.
• Personal purchases.
• Any non -Town use.
• Cash advances, money orders, bank drafts, etc.
• Payment for temporary help.
• Payment for maintenance contracts, long-term agreements, rentals or
leasing of equipment (with the exception of short-term vehicle rentals
required for travel purposes or equipment needed for special events).
Any unauthorized use of aTown-issued credit card will be considered an improper
use of government funds and will be subject to appropriate disciplinary action.
Alcoholic Beverages
The Town's general policy is that it does not reimburse expenses for the purchase of
alcoholic beverages, and officials and employees shall not use aTown-issued credit
card to purchase alcoholic beverages, excepting only limited instances where a
purchase is made at or for an economic development activity where the Town is
strategically marketing itself to a third party, and then the purchase shall be only by
or with the express prior consent of the Town Manager.
Cardholder Responsibilities
Each cardholder shall have the following responsibilities upon receipt of a sued credit credit card:
® Use the Town credit card in accordance with this Policy and the Town of
Firestone's Purchasing Policy.
® Ensure purchases are made in accordance with their signing authority,
area of responsibility and departmental budget.
® Ensure proper coding of expenditures.
® Notify the Director of Corporate Services or his/her designee and his/her
Branch Head if there are problems with the credit card, the card is lost or
stolen, or any other situation arises that would require notification to the
Director of Corporate Services or his/her designee and Branch Head.
® Notify the issuing financial institution immediately if their card is lost or
stolen.
® Log and report to the Finance Department any item in dispute with the
issuing financial institution as soon as possible.
® Retain and submit to the Finance Department accurate records including
transaction records and the accompanying detailed receipts. Cardholder
shall submit all receipts within three business days of charge to Accounts
Payable, with a written description of the Town business purpose and
attendees if applicable.
® Cardholders are NOT to make direct payment on the credit card account
for personal purchases made in error. If this occurs, Accounts Payable is
to be notified immediately and reimbursement is to be made payable to
the Town of Firestone.
Branch Head Responsibilities
Each Branch Head shall have the following responsibilities upon approving the
issuance of a Town of Firestone credit card within their department, to be exercised
by the Branch Head and/or his or her designees:
® Provide a written or electronic request, requesting the Director of
Corporate Services or his/her designee to obtain a credit card, within the
prescribed limits, for an employee.
® Exercise discipline in cases where a cardholder violates the provisions of
this Policy.
® Immediately inform the Director of Corporate Services or his/her designee
in those cases where abuse or irregularities are known or suspected.
® Report a lost or stolen credit card to the Director of Corporate Services or
his/her designee, and document the incident. Initiate a request for a
replacement card.
® Review and reconcile the amounts expensed under the credit card to the
appropriate account and identify any unusual transactions.
• Act as or appoint staff members) to act as the card coordinator to
monitor and control the use of all Town -issued credit cards for the
Department.
• Advise the Director of Corporate Services or his/her designee or designee
when an employee is terminated or no longer requires a credit card.
• Ensure all purchases are made in accordance with available
departmental budget and individuals are operating within authority.
• Follow up with the appropriate employee and respond to the Director of
Corporate Services or his/her designee as required on any items chosen
for random audit testing.
The Director of Corporate Services or his/her designee shall have the following
responsibilities regarding the Town -issued credit card program, to be exercised by
the Director and/or his or her designees:
• Act immediately upon receipt of advice that abuse or irregularities are
known or suspected.
• Maintain records of all cardholders.
• Where required, notify the issuing financial institution of transaction
errors/disputed charges and follow up on outstanding items on a periodic
basis.
• Ensure all card statements are reconciled by the appropriate employee,
signed off and submitted on a regular basis.
• Follow up with Branch Heads as appropriate to investigate unusual
transactions.
• Cancel a card when the cardholder is separated from employment, when
a Board Member's Board service ends, or when at any other time a
cardholder's card privileges are terminated.
• Follow up with the issuing financial institution on lost/stolen cards to
confirm the card is cancelled.
Reconciliation and Payment
A Town -issued credit card carries corporate liability. Invoices will be paid by the
Accounts Payable Department. Cardholders will not be required to pay the monthly
statement using their own funds, except that the Town may require reimbursement
for charges incurred for personal or unauthorized use.
It is required that all receipts for goods and services purchased be retained. If goods
or services are purchased via phone, mail or online, ask the vendor to include the
receipt with the goods when the product is shipped.
Process of reconciliation:
1. Statements will be received by the Finance Department and
reconciled against receipts for accuracy and proper coding.
20 All receipts will be maintained by the Finance Department
for audit purposes.
3. Although payment of the invoice will be made by Accounts
Payable, activity may be reviewed at any time.
In the event of disputed charges, or if a cardholder has any specific questions, the
cardholder should contact the appropriate vendor or financial institution directly and
notify the cardholder's Branch Head and the Director of Corporate Services or
his/her designee. In the event there are returns, the cardholder must check to
ensure credit notices are issued by the vendor, and provide the credit slip to
Accounts Payable. If a credit slip was not obtained, attach other documentation
explaining the return. If a credit does not appear by the second subsequent
statement, Accounts Payable will notify the cardholder and the cardholder must
contact the vendor or financial institution directly to rectify.
The cardholder must also advise the cardholder's Branch Head and Finance
Department if there is a dispute. The cardholder must ensure that all required steps
to register a dispute are followed.
Any charge to be disputed must be identified within 30 days of the transaction date
or when notified by Accounts Payable. The Cardholder is responsible for the
transactions identified on the statement. If a review is conducted on a cardholder's
account, receipts must be produced and/or other proof that the transaction occurred.
If an error is discovered, the cardholder is responsible to show that the error or
dispute resolution process has been resolved.
Lost or Stolen Cards
The card assigned is the property of the Town of Firestone and should be secured as
a personal credit card would be. If the card is lost or has been stolen, or if the
number becomes the knowledge of someone else, the cardholder must immediately
notify the cardholder's Branch Head and the Director of Corporate Services or
his/her designee.
Once a card is reported lost or stolen, the card will no longer be accepted. Prompt
action in these circumstances can reduce the Town of Firestone's liability for
fraudulent charges.
DEPARTMENT CREDIT CARD NUMBER: xxxx-xxxx-xxxx-
NAME OF EMPLOYEE:
Although this card ending in is issued in your name, it is the
property of the Town of Firestone and must be used in accordance with the
Town's policies, procedures, and guidelines.
By signing this Agreement you acknowledge that you have received the card
indicated above and agree to comply with the following terms and conditions.
I. This card is provided to you based upon your need to purchase business -
related goods and services in the course and scope of your duties or
employment with the Town of Firestone. This card may be revoked at any time
based on a change of assignment or location.
II. This card is for business -related purchases only. Any use of this card for
purchases of a personal nature is strictly prohibited.
II I. You are the only person entitled to use this card and you are responsible for
all charges made against it.
IV. Any unauthorized use of this card will be considered an improper use of
government funds and will be subject to appropriate disciplinary action.
V. This card must be used in accordance with all Town policies, procedures and
guidelines respecting government purchasing and the use of cards as such
policies, procedures, and guidelines may from time to time be issued and
amended.
VI. An employee must return his or her Town -issued credit card immediately
upon separation from employment, or upon request at any other time by the
Town Manager, Branch Head, or the Director of Corporate Services or his/her
designee.
As the holder of this card, you are responsible for its protection and safekeeping. If this
card is lost or stolen you are required to contact your Branch Head and Director of
Corporate Services immediately.
Signature of Cardholder