HomeMy WebLinkAbout23-61 Adopting the Town of Firestone Purchasing Card Policy 05-24-2023RESOLUTION NO. 23-61
A RESOLUTION OF THE BOARD OF TRUSTEES OF THE TOWN OF FIRESTONE,
COLORADO, ADOPTING THE TOWN OF FIRESTONE PURCHASING CARD POLICY
WHEREAS, the Town of Firestone previously adopted the Purchasing Card Policy ("Policy") for the
Town; and
WHEREAS, the Board of Trustees finds that such Policy should be updated with the goal of promoting
and supporting the efficient, beneficial and effective use of the Town's resources; and
WHEREAS, the Town Manager, Director of Finance and Consultants collaborated to develop an
updated policy, which has been presented to the Board of Trustees; and
WHEREAS, the Board of Trustees finds that the proposed policy meets the goals it established and also
supports the Town's fiscal responsibilities.
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 Card
Policy in substantially the same form as the copy attached hereto and made a part of this resolution.
Section 2. All prior Purchasing Card Policies or amendments thereof adopted by the Town are repealed
in their entirety.
INTRODUCED, READ AND ADOPTED this 24th day of May, 2023.
TOWN OF FIRESTONE, COLORADO
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TOWN-
igFiO o Drew Peterson, Mayor
ATTEST:
01
1�J
s t K Bashor, CMC, Town Clerk
APPROVED AS TO FORM:
William . Hayas Attorncv
FIRESTONE
C' O L O R :k D O
MEMORANDIUM OF RECOMMENDATION
TO: Board of Trustees
FROM. Finance Committee
CC:
DATE: May 10, 2023
RE: Purchasing Card Policy
The proposed Purchasing Card Policy has been reviewed by the Finance Committee at the April 26, 2023
meeting. With a vote of _j for and 0 against, the Finance Committee of the Town of Firestone
recommends the approval of the Purchasing Card Policy.
FINANCE ITTEE
Fran A. Jimenez. ha'.
ATTEST:
Mir a Gonzalez, Secretary
TOWN OF FIRESTONE
PURCHASING CARD POLICY
ADOPTED MAY 2023
This Purchasing Card Policy ("Policy") establishes guidelines related to the use of purchasing
cards issued by the Town of Firestone ("Town") to ensure that procurement with Town -issued
Purchasing Cards ("PCard") follows the Town's Purchasing Policy and to ensure responsibility
and accountability in the use of Town -issued purchasing cards by Town employees. If the use of
your card is not in strict compliance, this may result in disciplinary action, up to and
including termination of employment. This Policy and the provisions herein are promulgated
solely in support of the proper exercise of the Town's fiscal responsibilities. This Policy
supersedes any and all previous Town -issued credit/purchasing card policies adopted by the Town.
This manual provides the guidelines under which you may utilize your PCard. Please read it
carefully. Your signature on the "Purchasing Card Agreement" (see page 4) indicates that you
understand the intent of the policy and agree to adhere to the guidelines established for the policy.
ELIGIBILITY AND PCARD LIMITS
• A cardholder must be an employee of the Town of Firestone. It shall be at the discretion
of the Department Director responsible for the department to determine which employees
are eligible to be cardholders.
• It shall be at the discretion of the Department Director responsible for the department to
establish each cardholder's per -month limits, provided that these limits are consistent vNith
the Town's Purchasing Policy and available credit line.
• In order to obtain a PCard the Department Director must request the card on behalf of the
Employee. Please use the `Purchasing Card Request" form located on the Global Drive
at Finance, Purchasing Card Does, Purchasing Card Request or page 6 of this policy.
Return the completed form to the PCard Administrator in the Finance Department.
PCARD USAGE
The following general standards apply to PCard usage:
• Use of PCard for purchases must be for the benefit of the Town and in accordance with
this Policy and the Town's Purchasing Policy.
• Purchases with PCard must be properly authorized and approved and allocated to the
correct fund/department and budgeted line item. All unauthorized expenses will not be
paid by the Town and the Town reserves the right to collect payment for unauthorized
expenditures from the employee.
• All purchases made with PCard must be supported by itemized receipts and sufficient
documentation that identifies payee, goods/services purchased, amount of purchase, date
of purchase and, if applicable, for whom purchase was made (for example, attendees for
whom meals were purchased).
• A monthly statement will be available to each cardholder for signature, and then forwarded
to your supervisor for signature. After approval of the reports, all documentation must be
turned into the Finance Department by the monthly deadline indicated on the Purchasing
Page I of 6
Card Schedule. No statement will be sent to the card administrator without ALL of the
receipts attached.
• Cardholders shall take all measures necessary to ensure the security of the PCard and the
card number. Cardholders shall not give their card numbers to any other employee or other
person to use on their behalf. The PCard is issued in your name and it will be assumed that
any purchases made against the card will have been made by you and are your
responsibility.
• It is the responsibility of the cardholder to immediately notify the issuing bank (as stated
on the card) and the PCard Administrator of any lost or stolen PCard. Once a PCard is
reported lost or stolen, the card will no longer be accepted.
• The cardholder is responsible for managing any returns or exchanges and ensuring that
proper credit is received for returned merchandise. The cardholder must check to ensure
credit notices are issued by the vendor, and provide the credit slip to the PCard
Administrator. If a credit slip was not obtained, other documentation of the return must be
given to the PCard Administrator.
• In the event of disputed charges, the cardholder must advise the Department Director of
the cardholder's department and PCard Administrator. The cardholder must ensure that all
required steps to register a dispute are followed.
• All charges will be automatically deducted from the Town's bank account. Therefore, it is
imperative that all charges are reviewed, accounted for, coded on Paymentnet website and
forwarded to the Finance Department by the 121 of every month. All receipts must be
attached and the statement must be signed.
• The Town is a municipal government exempt from sales tax. The Town's tax exempt
number is on each PCard, and the Town's tax exemption is to be used when making a Town
purchase. It is the cardholder's responsibility to ensure that sales tax is not included on the
cost of the purchase. The Town reserves the right to hold the cardholder making the
purchase personally responsible for payment of sales tax.
• It is the cardholder's responsibility to avoid processing fees charged for using a credit card
if and whenever possible.
• Each authorized cardholder must sign a "Town of Firestone Purchasing Card Agreement"
prior to receiving a PCard. Such Agreements are kept on file in the Finance Department.
• Upon separation of employment, a cardholder shall surrender his or her PCard on or before
the cardholder's last day of employment and prior to issuance of final compensation to the
cardholder.
• A cardholder shall also surrender his or her PCard to the PCard Administrator or the
Director of Finance at any such time that the cardholder's card is cancelled or card privilege
is revoked.
The following transactions and uses of PCards are not permitted:
• Splitting of total purchase costs, singly or between or among cardholders to avoid
transaction limits.
• Personal purchases of any kind. Use of PCard for any personal purchases or expenses, even
if with the intention of reimbursing the Town, is prohibited and will result in disciplinary
action.
Cash advances, money orders, bank drafts, etc.
Payment for temporary help, maintenance contracts or long-term agreements.
Page 2 of 6
• The Town does not reimburse expenses for the purchase of alcoholic beverages, and
cardholders shall not use a PCard to purchase alcoholic beverages, except only in the
following limited circumstances:
o The 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 only be
made by or with the express prior consent of the Town Manager.
o The purchase is made for a Town special event, such as the Town hosting a CML
dinner or the Town's annual holiday party.
Any unauthorized use of a PCard will be considered an improper use of government funds and
may result in the loss of the PCard and/or disciplinary action against the employee, up to and
including termination of employment, and/or referral to law enforcement.
Audit of the Program: Spot audits will be conducted periodically under direction of the Finance
Director to confirm that PCards are being utilized responsibly, receipts are being retained, and the
Cardholder's monthly statements are being reconciled on a timely basis. The external auditors
will also select cardholder transactions as part of their annual auditing process.
POLICY REVIEW
The Finance Committee and Director of Finance will be responsible for reviewing the Purchasing
Card Policy every two years and shall make recommendations for revisions to the Policy as
deemed appropriate. Adoption and changes to the Policy will require the approval of a simple
majority vote by the entire Town Board.
Drew Peterson, Mayor
Attest: Usti K Bashor, CMC, Town Clerk
Page 3 of 6
FIRESTONE
C O L O R V U U
PURCHASING CARD AGREEMENT
PURCHASING CARD NUMBER:
NAME OF EMPLOYEE
Although this PCard 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 PCard indicated
above and agree to comply with the following terms and conditions:
I. This PCard 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. The Town reserves the right
to revoke this PCard at anytime. This PCard is neither an entitlement nor
reflective of title or position.
H. This PCard is for business -related purchases only. Any use of this PCard for
purchases of a personal nature is strictly prohibited.
III. You are the only person entitled to use this PCard and you are responsible for
all charges made against it.
IV. Any unauthorized use of this PCard will be considered an improper use of
government funds and will be subject to appropriate disciplinary action,
termination of employment and/or referral to law enforcement.
V. This PCard must be used in accordance with all Town policies, procedures
and guidelines respecting government purchasing and the use of PCards as
such policies, procedures, and guidelines may from time to time be issued and
amended. The undersigned acknowledges that it has received, read and will
comply with all terms and conditions of the Purchasing Card Policy.
VI. Cardholders must comply with internal control procedures, including
retaining receipts and identifying accounts to be charged.
VII. An employee must return his or her PCard immediately upon separation from
employment, or upon request at any other time by the Town Manager or
his/her designee or the Department Director of the employee's department.
As the holder of this PCard, you are responsible for its protection and safekeeping. If
this PCard is lost or stolen, you are required to contact the PCard Administrator
immediately.
Signature of Cardholder
Date
Page 4 of 6
FIRESTONE
PURCHASING CARD REQUEST
Date Requested:
Employee Name:
Employee Service Department:
Department #:
Employee Last 4 Digits of Social Security #:
Transaction Credit Limit: $
Monthly Credit Limit: $
Default Fund #:
Default G/L #:
E-mail Address for Statement:
(This will be the contact person if Finance has any questions on this person's purchasing card.)
Employee Signature:
Supervisor Signature:
Department Director:
Town Manager:
Date:
Date:
Date:
Date:
Page 5 of 6
FIRESTONE
Unavailable or Lost Receipt Form
Name of Cardholder:
Cardholder Account Number:
Date of
Transaction Merchant Quantity
I certify that the foregoing is true and correct:
Cardholder:
Reviewed and Approved By:
Supervisor/Dept. Director:
Detailed Explanation of Item(s) Total
Purchased, Credited or Exchanged Amount
Date:
Date:
Date:
Page 6 of 6