4C, Motion to Authorize Agreement With US Bank

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PURCHASING CARD OVERVIEW Welcome to the City of Arden Hills' Purchasing Card System (Purchasing Card). The Purchasing Card is a card based system used to purchase items and services. Most small purchases that now are processed using blanket purchase orders, check requests, petty cash or purchase orders are candidates for the Purchasing Card. BENEFITS The Purchasing Card concept is to delegate the authority, responsibility and capability to make these purchases directly to the cardholder. Cardholders will be able to obtain goods and services in a quick and convenient way within the system's controls. Speed in obtaining materials will promote better service. Paperwork and processing will be reduced. RESPONSIBILITIES The success of the Purchasing Card System depends on both cardholders and supervisors. The following are several key areas that are required of cardholders: • Responsibility lies with the cardholder to be informed of all purchasing policies and procedures and to be knowledgeable about the public purpose expenditure definition. • Sign the back of the card. • Ensure that the Purchasing Card is used for appropriate City purchases and that the purchase meeis the public pu� pose �eq�i�emeni. • Ensure that the Purchasing Card is kept secure and that all card transactions are signed for by the Purchasing Card holder. • Ensure that charges are not split to avoid the single-purchase dollar limit. • Ensure that problems with a billing are resolved with the vendor. • Retrieve, review and verify weekly printouts and monthly statements. • Ensure that the original detailed receipts are attached to the appropriate weekly statement. • Sign your weekly printout, get first and second level approvals, and return it, with detailed receipts attached and a brief purpose description, to the Finance Division by the Wednesday of the week following the t�-ansactions. The City of Arden Hilis Page 1 10/7/2008