4C, Motion to Authorize Agreement With US Bank

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The procedure for verifying the weekly cardholder's printouts can be set by the departments. The end result must include review of the weekly printout for accuracy and public purpose, including the dollar amounts and the default accounting codes, the attachment of the original �ransaction receipts, a brief purpose description, the cardholder's signature, and the appropriate first and second level approval. The printout must be forwarded to the Finance Department by the Wednesday of the week following the transactions. 14. What if there is an Incorrect Billin�? If you have a problem with a billing, try to reach an immediate resolution with the supplier or merchant that provided the item. Your receipt will be the key document. The supplier or merchant should issue credit for a billing correction. This credit may appear on the next weekly statement. If an agreement cannot be reached with the supplier or merchant, the next step is to contact the Program Administrator. 1 S. What if a Receipt is Lost? If a receipt is lost, a written form, describing the transaction in detail and reason for no receipt, must be attached to the statement. This form must have the cardholder's signature and the appropriate first and second level signature approval. 16. Can Telephone Orders be Used? Orders may be made by telephone, but be as cautious as you would be if you were giving out your personal credit card number. Request an itemized receipt from the merchant. 17. What about Purchases on the Internet? Using Purchasing Cards to make transactions over the Internet has risks associated with it. Therefore, when making purchases on the Internet, be sure to order using a secure site. Request an itemized receipt from the merchant. I8. What if the Card is �ost or Stolen? Keep the Purchasing Card in a secure location. It needs to be accessible only to the cardholder. If the Purchasing Card is lost or stolen, contact U.S. Bank immediately by calling the 24-hour telephone number (1-800-344-5696). Immediately after reporting the loss to U.S. Bank, you must inform the Program Adminis�rator and your supervisor. It is ex�remely important to act promptly in the event of a lost or stolen card to avoid City liability for fraudulent transactions. 19. What if the Cardholder Leaves the Citv? The cardholder must turn in the Purchasing Card to their department head, who is responsible for canceling the card by calling the Card System Administrator and returning the card to the System Administrator. The City of Arden Hills Page 5 10/7/2008