HomeMy WebLinkAbout4C, Motion to Authorize Agreement With US Bank_ _ _.
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�.� EN HILLS
Re uest for Council Action
q
Prepared By: Council Meeting Date: October 13, 2008
Sue Iverson, Finance Director/Treasurer
A motion to authorize staff to enter into an agreement with US Bank for the One
Card Program, a corporate purchasing card program.
Budgeted Amount: Actual Amount: Funding Source:
NA NA NA
Recommendation:
Staff recommends the City Council authorize staff to enter into an agreement with US
Bank for a purchasing card program that is sponsored by the League of Minnesota
Cities. This purchasing card program will provide greater oversight, control and security
to the City over the use of credit/charge cards by employees.
Supporting Documents:
1. Memo (10/9/08) from Sue Iverson, Finance Director/Treasurer.
2. Highlights/Bullet points on the program.
3. Program Brochure.
4. City Purchasing Card System Manual.
5. Employee User Agreement.
6. Employee Application.
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N HILL
E �
� � MEMORANDUM
DATE: October 9, 2008 �
TO: Honorable Mayor and City Council
Ronald Moorse, City Administrator
FROM: Sue Iverson, Finance Director/Treasurer �s`j �,-
�
��
SUBJECT: Purchasing Card System �
Background:
The City currently has a number of credit/charge accounts such as Office depot, Taxget, Home
Depot, etc. Many times these are single accounts with one card and cardholder. This posses
problems, as the cardholder must be present to use the card. It is also hard to manage who has
authorization to use certain cards. �
Discussion:
In looking at research as staff developed the credit/charge card operating policy, staff found that
many cities use procurement cards. Procurement cards produce many benefits to the City, as
there is only one line of credit, all employees have their own card, and the City receives only one
statement with all charges. This could potentially reduce the amount of work that is involved in
the accounts payable processing and also offers fraud protection to the City of up to $100,000
per card per transaction.
US Bank has a procurement card program that is also sponsored by the League of Minnesota
Cities. The State of Minnesota uses this program, as do several other cities such as Shoreview.
This program is no cost to the City as US Bank is also our designated depository.
US Bank underwrites this program and the City n�ay restrict employees to certain types of
purchases, t�ansaction limits, and card limits. This would allow for better control of the
credit/charge cards the City issues employees and greater security.
Staff has included a summary of the program for your review and some bullet points on the
program. We have also developed a Purchasing Card Manuel for your review and application
forms for employees. Training will be done for all employees before they will be issued a
purchasing card.
Memo
City Council
Credit/Charge Card Policy
2
Staff Recommendation:
Staff recommends authorization to enter into an agreement with US Bank for the One Card
Association Program, a purchasing card program sponsored by the League of Minnesota Cities.
Here are some bullet points about the program:
- The One Card can be issued to employees and officials who purchase goods and
services or perhaps travel and entertainment
- The program decreases costs associated with processing checks, invoices, and
purchase orders
- Delivers transaction data to control and monitor activities �
- Facilitates budget, employee and vendor management
- Provides vendor data that can be used for year end reporting or data ractices
p
- Vendors receive payment for goods and services shortly after the they submit the
transaction to their merchant processor - perhaps next day
- Billed monthly for transactions based on the cycle date you establish
- Controls are built into the product to mitigate misuse.
- Monthly credit limit runs to the City
- Individuals are not required to provide SSNs to the Bank
- No longer need to use personal credit cards or perhaps share cards
- Individuals credit rating is not impacted
- The City determines which individuals who can have a card issued to them
- The City administers the spencling Iimits per month or per transaction by card
holder
- The City can restrict which merchant types the individuals can use the respective
cards
- Online management reports
- Online access for employees
- Fraud protection of up to $100,000 per card per transaction
- The City is liable for all real business charges - not liable for fraudulent activity or
employee misuse.
- Free program for the City
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�U.S. Bank Access°Online is an award-winning'�'� web-enabled reporting and program management tool offering a
feature-rich platform that can be easily configured and deployed to meet the unique needs of clients. Access Unline
enables clients to take control of their account set up and maintenance activities, and offers convenient, secure online
access to data anytime, anywhere.
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The Cit of Arden Hills
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Purchasin Card S stem
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Table of Contents
PURCHASING CARD OVERVIEW ...........................................................
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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
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SUPERVISOR
The following are several key areas that require supervisor support:
• Review and approve weekly statements to insure that all transactions and charges are
accurate, appropriate, and serve a public purpose. Note any account code reclassi�cations or
changes in account distribution.
• Ensure that the Purchasing Card is not used to make personal purchases.
• Ensure that the Purchasing Card requirements contained in this User Manual are met.
• Ensure that the Purchasing Card is used only by the Cardholder.
• The System Administrator for the City of Arden Hills is:
The Finance Director
The City of Arden Hills Page 2 10/7/2008
PROCEDURES
1. How is a Purchasin� Card Obtained?
• Complete the Purchasing Card Enrollment form.
• Provide the necessary information. Submit it to your department head for approval, setting of
con�rol limits and �ransmission to the System Adminis�rator.
• Attend a scheduled training class.
• After completion of the �raining and signing of the Purchasing Card User Agreement, the card
will be issued.
All billing, account coding, and card changes questions/requests should be referred to the Finance
Director.
2. Does the Purchasin� Ca�d need to be activated?
Yes, by calling 1-800-344-5696. The ID code is the last four digits of the cardholder's social security
number.
3. How are the Dollar Amounts and Activitv Controls S'et?
When applying for a card, the Department Head and System Administrator approve the control limits for
the:
• Dollar limit per transaction
• Dollar limit per month
• Number of transactions per day
• Number of transactions per month
• Authorized commodities, goods and services
4. For Whom can a Cardholder Make Purchases?
The cardholder may make City business-related purchases for any employee who reports to the same
department or division.
S. Commodities/Goods or S'er�vices ihat can be Purchased Usin� Purchasin� Card?
The Purchasing Card may be used to purchase only goods or services that are for the express use by the
City of Arden Hills. In addition, certain products or services may be excluded when the card is
programmed by the System Adminis�rator. Purchase of alcohol is strictly prohibited.
The City of Arden Hills Page 3 10/7/2008
6. Is Personal Use of the Purchasin� Card Allowable?
Use of the Purchasing Card for personal purchases is strictly prohibited. If the Purchasing Card is
inadvertently used for a personal purchase, call the System Administrator immediately.
7. Can the Card be S'hared?
The only person entitled to use a Purchasing Card is the person whose name appears on the face of the
card. Do not lend the Purchasing Card to another person for use. Card �ransactions can only be signed
for by the cardholder. Use by anyone other than the cardholder is prohibited.
8. Which Vendors Mav I Use?
The Purchasing Card is a Visa Card product. Any supplier or merchant who accepts Visa can accept the
Purchasing Card. There are some vendors, based on merchant category codes, which are restricted.
Please refer to the list attached for a complete listing of the excluded merchant category codes. The
Purchasing Card may be used for in-store purchases, as well as phone, fax, Internet or mail orders.
Where economically feasible, local vendors should be used.
9. What if the Vendor poes Not Accept Purchasin� Cards?
The Purchasing Card is new, in terms of governmental use, and a supplier or merchant may not accept it.
If this happens, use another method of procurement such as a purchase order, claim voucher or petty cash.
10. What are the Guidelines for S'ales Tax?
The City is, generally, subj ect to Sales and Use Tax on most items, j ust as an individual would be, except
the City is not subject to the additional �ransportation sales tax charged by metro counties.
11. What are the Delivery Instructions?
If materials are received at Customer Service, staff must know how to get the package to you. Make sure
complete shipping instructions are given when placing orders. Along with cardholder name and credit
card number, con�rm with the supplier or merchant that the department name and delivery location must
also appear on all shipping documents.
I2. What About Receipts for Memberships, Dues, S'ubsc�iptions, and Conference Re�istrations?
For purchases in which a receipt is not normally given, use a copy of the completed application or order
form as a receipt. It should clearly indicate payment was made using the Purchasing Card.
13. How are Char�es Paid?
All �ransactions processed during a weekly cycle will be indicated on a weekly statement of account.
Actual payment will be transacted automatically through elec�ronic bank transfers every month.
The City of Arden Hills Page 4 10/7/2008
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
20. How are Purchases Returned?
If a purchased item is to be returned, follow the supplier or merchant's return procedures.
21. Will use Affect Personal Credit?
Use of the Purchasing Card will not have any impact on the cardholder's personal credit rating.
22. What Transactio�cs are Unauthori,zed?
Cards may not be used for excluded categories of goods and services or purchases split to remain under
the single transaction dollar amount. The issuer provides the City with detailed transaction reports of
exceptions by cardholder. These reports list purchases that attempted to exceed the set limits and failed
the electronic authorization at the merchant's register. These reports also list purchases which may have
been split to avoid dollar control limits.
23. Can Meals be Char�ed usin� the Citv Purchase Card?
The travel policy states that City purchase cards should not be used for items covered under the per diem
for overnight travel.
24. What Would Cause Loss of Privile�es?
Failure to comply with the provisions of this User Manual may result in immediate revocation of
Purchasing Card privileges. The following are some examples of violations:
• Splitting of charges to avoid the single purchase dollar limit
• Loaning the card to another employee for use
• Failure to submit charges for payment in a timely manner
• Failure t� pro�ide detailed receipts for char�es
• The second time an inadvertent personal purchase occurs
• The second time the attached receipts do not match the item description or dollar amounts
listed on the monthly statement of account
The City of Arden Hilis Page 6 10/7/2008
PROCUREMENT CARD USER AGREEMENT
The City of Arden Hills is pleased to present you with a procurement card. It represents the City of
Arden Hills' trust in you and your empowerment as a responsible employee of the City to safeguard and
protect the City's assets.
I, , hereby acknowledge receipt of a City of Arden Hills Procurement Card, card
number . As a cardholder, I agree to comply with the terms and conditions of the
attached Associated Card Services Cardholder Agreement (Agreement) and City Credit/Charge Card
Policy. I acknowledge receipt of the Agreement and Policy and confirm that I have read and understand
its terms and conditions.
As the holder of this Procurement Card, I agree to accept responsibility for the protection and proper use
of this procurement card as outlined in the Agreement and Policy. I understand that the City of Arden
Hills will audit the use of the procurement card.
I further understand that improper use of this procurement card may result in disciplinary action, up to
and including termination of employment. I understand that the City of Arden Hills may terminate my
right to use the procurement card at any time for any reason. I understand I may be held personally liable,
per Minn. Stat. § 471.3 82, for improper purchases and use of the Procurement Card. I agree to return the
procurement card to the City of Arden Hills immediately upon request or upon termination of
employment.
Signature
Print Name
Department
Date
The City of Arden Hills Page 1 10/7/2008
PROCU REM ENT CARD APPLICATION
Name :
Mailing Address:
Telephone Number: work home
fax
Email Address:
Department:
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Transaction Limit: Monthly Spending Limit:
Restricted to Certain Types of Merchants: Yes No
If restricted — what types
Department Director Approval: Date:
City Administrator Approval: Date:
Finance Director Approval: Date:
Card Requested: Card Received:
Training Completed: User Agreement Signed:
Card Issued:
Card Returned: Final Bill ReceivedlApproved:
The City of Arden Hills Page 2 10/7/2008