HomeMy WebLinkAbout2009 Resolution No. 041•
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RESOLUTION NO . iL
SERIES OF 2009
A RESOLUTION AMENDING RESOLUTION NO . 11, SERIES OF 1992 PERTAINING TO
THE ENGLEWOOD CITY COUNCIL POLI CY MANUAL-USE OF DISCRETIONARY
FUNDS .
WHEREAS , it is the policy of City Cou ncil to limit th e di scret ionary use of taxpayer funds;
and
WHEREAS, it is the policy of the City Council lo enco urage acco untability to the publi c for
the use of taxpayer funds ;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ENGLEWOOD, C'OLOP.ADO , THAT :
Section 4.
Section 5.
Discretionary funds in the sum of~ ~ shall be allocated for each
Council Person per ~ llllWIW · It is the intention of the City Council that
these funds be used in the metropolitan area surrounding the City of Englewood .
Those funds not used in any calendar <i1iftftef :tW shall not be later used by the
Council Person but shall be returned to the general fund .
Discretionary funds shall not to be used for out-of-state expenses unless
approved by City Council. An application for use of Discretionary Funds for an
out-of-state trip may be .. pplied for after the fact, but if the City Council
disapproves of the expenditure the Council Member must pay back any of the
discretionary funds used during the trip .
Discretionary funds may be used for books , publications,~. or
material s directly related lo the responsibilities of the Cit y Council. The
materials may not be used for personal uses and shall be made available to other
Council Members on requ est, that is any materials (tapes , publications , etc .)
obtained at a conference or purchased with discreuonary fonds shall be made
available to all of the Council members and City Staff on request.
Individual memberships to an organization (service clubs, etc .) may be paid from
discretionary funds provided they have a City purpose.
~: .rv funds mav be used for meals that are directlx related to tbs
~iiuies gfthe Cjty Council. Expenditures for alcoholic beverages shall
only ho as part of a meal as oppose:! 10 G"Parale expenditure . Wh ere it is
necessary as a part of the establishments policy to have separate ltc k,t< for food
and bevera ge purchases, co mpliance shall be satisfied so long as nc ic<i vn the
receipt s by the council person .
AU receipts must be turned in within 15 days of date of expenditure to facilitate
reconciliation with Finance Department. Failure to comply may result in non•
payment for th at expen se.
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Uiw;e1wn;1ry..fu ud s.,,s!rnll..JJcul,c 1 . 1111~uii;
Cnnmaim.Cra,c1ic cs Act or am~
~cc Lio118 , c · · ry,,Euud s..sJ1all.JlULll.c 11~e.dinundiridual.cllarililbl;J;omrib,ution sJ)s
£Ye h co nu:ib.utim~are mad e bv.Co,uuc;iLMruW1uw inUWldirudmm th e Cru!Jlyjj
· gc11,ia.Awum1,
Secti on :/-Q. Usage of a Ci1 y-issuccl credit card is pcrmi ss ihlc I'm cli sc rct ionary ex penditures
subject 10 separate credit card usage agreement attached .
Sectio n & J]. Expenditure Form :1 t1 nch cd shall be used for doc um entatio n of' all expen ses .
Section 9 .u,. ~\iQu.No I I Series of 1292 is berebv ameudc 1
Co uncil Po li cv made bv thi s reso lution-
ADO PTE D AND APPRO VE D thi s Isl day o f June , 2009 .
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Guid elin es for the use of City Vi Ra Card by City Council.
Purpose of Policy Stateme nt:
To establi sh guidelin es to be fo ll owed when using n City Vi sa Cnrd.
Qrgnni znt ionsfPorROn s :\ffected .
Poli cy:
All a uthorized City Co un oil Member Visn Cn rd Hold ers.
City Vi sa cords may on ly be ,1Bcd by the perso n authorized to sign the card . Th e
l'nr d is not tran sferabl e.
City Vi sn Cards are only to be used for offi cial City bu sin ess. Pcreo nol use of the
cnrd is not all o·Ncd .
City Visa cardi1 are not to be used to obtain cash fr om automatic tell er machines .
All Visa stateDJc nts with rece ip ts , charge slip s and acco unt numbers attached mu st
be turned into the City Manager's Office .
When the City Visa card is used fo.· travel , the receipts and charge slips related to
the travel n eed to be attached to a compl eted travel and expense form .
Wh en the City Visa card is used for _purch as ing meal s for the card.holder and others,
th e IRS requires the bu sin 9ss purpose and dinjng partners and their titles be
included with the rece ipts.
In complian ce vdth th e City's purchasing policies, no capital items are to be
purchased with th e City's Visn cn rd .
All City Vi sa charges will be reco ncil ed by the City Manager's Office, nnd
npproved by the Finance Dir ecto r prior to puymcnt of th e charges.
Upon compl etion of your form al associati G•n with the City , City Vi sa ca rds and all
outstanding chnrge slips nnd receipts nrc to be return ed to th e City Manager's
Offi ce. Th e cards will nutomaticnlly be termin ated .
l.n th e ev ent of apparent mi s use of n City Vi sn card , th<' Clty Mnnnger will disc uss
the matter with the individunl City Council .'\f embe r. Shou ld nppnrent misuse
continue, the City Manager will suspend the card and discus s th e matter with City
Co uncil.
I h ave :·earl thi s policy nod ngree to nbide by its terms.
Date
Card Account Number
-2 4-
• EXPENDITURE FORM
Pnrt.icip c,nt.H
Dnle
Locnt.ion/Mi lcngo
Other expen ses (please specify), ________________ _
Tole) (receipts
nttnched ) ______________________ _
Meeti ng
Purpose/Event
Po rticipnnts •
Dale
Locntion/Mi lenge
Other expenses (plcna e specify) ________________ _
Total (recei pts nttnchod) ______________________ _
TOTAL MILES (Current IRS Rate)
$, ____ _
TOTAL EXPENSES $ ___ _
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City of Englewood
Purchasing Card Program
Policy and Procedures Manual
Adopted:
July 1, 2001
Revised:
October 18, 200S
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Tabl e of C ont e nt s
Wel co me to the Cit y of Eng lewood Purchasing Card (Pi.:ard) Pro gr,un ! ........................... 2
Where to Get I lelp -Peard Adm ini stra tors (PA) .................... ..
Pea rd lss um 1cc ..................................... ..
Limita tion s nnd Re stric tio ns .............. .
Cha nges to yo ur Peard .................................. ..
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Emergen cy Change s.... .. ................................................................................................. 4
Peard Use and Record Keepi ng (Cardho lde r Re spo nsibili tie s).... .. ..... .4
Acceptab le Use s .................................................................................................................. 5
Unacceptab le Uses ................................................ .. .. .................... 6
Vend ors......................................................................................................... ..6
Reconci li ati on of Purcha ses :.................................................................................... ..6
12. We ll s Fargo Bank Commerc ial Electro ni c omce (CEO) and Co mme rcia l Card
Ex pe nse Repo rt ing (CCE R) Syste m (For Reconc il crs and Approvers On ly) ........................ 6
CCE R Emai l Notices............................. .. ....... 7
Emai l Remind ers Sen t Automatica ll y: ........................ 7
Out of Pocket Expense s (OO Ps) ............ . .. ......... 8
Disputed or Fraudule nt Cha rges .......................... . .. ....... 'J
Travel Co nside ra tions ........................................ . .. ................................................. 9 13.
14. Pe rsona l/Non-Bu sin ess Cha rges ..................................................... . .. .................... 10
I 5. Change In Employ ment Stat us .......................................................................................... 10
16 . If Card Is Lo st Or Stolen .................................................................................................. 10
FAQ s -Freque ntl y Asked Questions ........................................................................................... 11
Appe ndix I ............................ .
Appendix 11 ........................ ..
Appe ndix 111 ........................ .
Appendix IV ...................... ..
Append ix V ..................................................................... .
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• t. Welcome to the C ity of E n glewo od Purch as ing Card (Pe ard) Program!
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The purpose of th e Purchas in g Ca rd Program (1hc Program) is to stre am lin e and si mpli fy th e requisition in g,
purcha sing and pay ment proce ss for small do ll ar transactio ns. The Program is des igned to shoncn th e approval
process and reduce th e pa perwork of procuremen t proce du res such as purchase ord ers. pett y cas h, check rcq ucs1s
and expe nse rcim bursc mc111s. The gonl of the Program is to:
-reduce the cost of processi ng sma ll do ll ar purch ases
-receive fa ster de livery o f requi red merchandi se
-simp lify th e payment process
• provide ca rdholde rs with in stan t access to merch ant s!
Th is rcfc ren:e guide will provid e you wi th the part icul ars of the Prog ram , including ge nera l guid eline s,
recon ciling and record keepin g procedures , and customer se rvi ce informati on. It is importan t to rea d th e
fo ll owing info rm ation ca refu ll y, as yo u will be res ponsible for adherin g to th e City establis hed polic y
and procedure s. The use of thi s card is a pri vileg e and should be treated as such.
2. Where to Get Help -Peard Administrators (PA)
Any questi ons or probl ems you have regard in g the program shou ld be directed to a Pea rd Ad mini strator (PA). You have
been ass igned a Primary PA who you sho uld ca ll fir st, but you may ca ll nny of the PA s if you r primary PA is not available .
The PA s and th e Departm ents they are prim aril y respo nsib le to are as follows :
❖ Kathy Cassai, Accounting x24 1 t
♦ City Manager
• Municipal Co un
• Park s and Recre ati on
♦ Golf Course
❖ Kc,•ln Engels , Acco untin g x24 13
• Utilities
♦ Safe ty Service s
♦ LIE Wastewater Treatment Pla nt
Publi c Work s (ScrviC cnter)
❖ Alicia St utz, Accou ntin g x24l2
♦ City Allomey
♦ Community Deve lopme nt
♦ Fina nce and Admini strative Servi ces
♦ Huma n Resources
♦ ln fonna tion Tec hnol ogy
• Library
♦ Pub li c Works (C ivi c Ce nt er)
You may al so di rect question s to Steve Dn7zio in Ac co untin g (x2 4 IO), the Progra m Admini strato r. Th e Progra m
Ad 111in is 1ra 1or is ulti mate ly respon sible fo r the Peard Progra m .
Oc1obe11 6,WOS
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.t Peard l ss 11:111cc
As a canlhuldcr, yo u wi ll be asked 10 sign a Cardholdrr Applicalion Form ;md a Canlhuldcr User Agreement
By signi ng the app li c.1 ti on fonn. yo u have ag reed to adhere to th e guide lin es cs labli shcd in th is manun l. Pl ease
refer to Appendix I for 1hc Ca rdholdcr Application Fo rm and Anpendix V for the C:i rclhnh lcr llscr
Au rcc mcnl. Most im po rt antl y. yo u arc 1hc onl y perso n entitled to use th e cnrd and th e ca rd is 1'111 w hr. 11.,·cd for
1wn·mwl 11.\·e . As ea c h Peard is linked to a s pecific cost center and individual employee, the cn rd can not he
tran sferred from nnc empl oyee 10 anoth er (i.e .. card is not tran sfe rab le).
Unlike pc rsm ml cred it cnrds, th e Peard Progra m is handl ed as n Cil y liahi lit y. Your person al crcdi l hi story h:rn
not hcc n tnk cn int o nccou nt wh en a cn rd has be en iss ued in yo ur name.
The Account s Payn hlc D,;;partme nt is respo nsib le fo r p:,ying !h e l'rogr.i m inv oicc(s} cacl , nmnlh . You arc no!
res ponsibl e for paym e1i l und er your account.
4. Limitations and Re strictions
Your Director hu s m;signed a monthl y crcd i1 limit to you r cnrd. There is also n sin gle uansnetion limit placed on
your card , which mean s yo ur card will be decli ned if yo u attempt to purchase mo re than thi s set amoun t at one
lim e. Do not s plit a purchase to avoid the single tra nsactio n limit, no executions.
Th e Cil y of Englewood Pcnrd Program also all ows for Merchant Category Co de (MCC ) bl oc kin g. !fa parti cu lar
M C is blocked (e .g., jewe lry slorcs), and you attempt 10 use your ca rd at such a merch:nll , your purclu sc ,,,ill ix•
decli ned . We lmv c made an effo rt to ensure Ih a! th e vcndor . .;/s uppli ers used duri ng th t: norm :11 course of~, ~,, ··,s
arc not rcsl ri cted. If yo ur card is refu sed at II merclmnt wh ere yo u be li eve ii should h:1vc hee n uccc pl ccl , VCl ''
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should ca ll II PA lo dclermim: the rea son fo r refu sa l. D,.r.,c ndin g on th e re sull of your inq ui ry, yo u nm y Mm: ::.i •
di scuss th e issue furthe r with yo ur manager nnd Director . Your l)in.:c lor is th e onl y perso n empowered o t.· ·•:sc
a PA (th roug h the Cnrd holdc r Chan ge For m locaH:d 111 Appendi x II ) 10 modify lhc rcslri cti ons on your use of th e
Pea rd .
5. Change s to your Peard
If you be lieve th u monthl y :md/or singl e lrnn sacti on limit or MCC Code bloc king wi ll in hi bit opti111111n usage of
th e Program , pl ease di sc uss thi s with yo ur mnnngcr/Dircctor . If yo u and you r man agcr/Dircc lor 11grec th at yo ur
ca rd 's param eters sho uld be chan ged , you musl complete the Cordholdcr Change Form (Appendi x II}, have it
signed by your Direc tor , :ind fo rward lo Accou ntin g for proce ssi ng.
If there is a need to change any ot her informa ti on regard ing you r acc oun t. such as mailin g address or expense
accou nting code, please co mplete the Cnrdho ld cr Chan ge Form (sec /\ppc nd ix II } and forward to Acco unling .
These requests can usuall y be proc essed wi thin two business days.
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• 6. Emergency C ha nges
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If you enco un ter an in stance whe re yo u arc at a partic ul ar ve ndor and th e ca rd is decl ined , conta ct your primary
PA . He or she may be ahl c to initiate a change immediat ely throu gh Well s Fa r~o whil e yo u wait.
7. Pe a rd Use and Record Keeping (Cardholdcr Re s ponsibilities)
The Peard ca n be used at any merchant th at acccpls Mns tcrC:ird . ii may be used for in •s lorc purchases as we ll us
phone , fax, mail or Int ernet orders . There is no spe cial 1er mi na l or eq uipme nt needed by •he Master 'a rd
merchant to proce ss a Peard tran saction .
When placing an orde r by fax. ph one , or mail , reques t that th e receiver 's na m• .i nd '\:r ed it card
purchase" be put on the shippin g labe l or pac king li st to expedi te delivery. R"quest th a\ a rece ipt
det ailing merch an di se price , freight , etc., be in clud ed with the goo ds mail ed / ·l,i pped be se nt with th e
purchase. When pl aci ng these o rd ers, you may also want to ask th e merchant :J f~~ vou a re ce ipt.
(No te: a merchant should not rej ect thi s request, as it is a MasterCard poli cy).
A requirement of th e Prog ram is th at yo u keep all recei pts for goods and serv ices purch ased. It is ex treme ly
im po rt ant to request and ret ain purch ase rece ipts, as thi s is th e onl y original documentati on that ev idences the
purc hase . Thi s will assi st you in rec oncilin g yo ur monthl y statement and will provide an explanati on or charge s
during our annu al audit. All charges wi ll req uire a rece ipt be attac hed to the month ly statement.
When using the Peard with merchants, PLEASE EMPHASIZE THAT AN INVOICE MUS T NOT
BE SENT ASTmS MAY RESULT IN A DUPLICATE PAYMENT .
The Int ernet m,1y be use d to pin ce orders on ly when the rece iving web site is sec ure. To detennine wh ether a
we b site is scc u1-c. look for an un bro ken golde n key or lock on th e bo tt om or th e sc ree n. If th e key or lur:k is
bro ken , th e web ).itC is not secure and shou ld not be used fo r pl aci ng ord ers. Wher. pla cing orde rs ove r th '!
Int ern et , and yo u use an address other than 1000 Englewoo d Pa rkway, yo u mu st input the delivery add ress
exac tl y as fo ll ows :
Delivery Address: Location Name :
1155 W Oxford Ave Recrea tion C::nt cr
33 80 S Lin co ln S t Malley Center
2101 W Oxford Ave Go lf Co urse
1500 W Layton Ave All en Plant
2~00 S Platte River Dr UE WWTP
1800 S Platte River Dr Se rviCen ter
3615 S Elati St Police/Fire
If yo u do not use th e de li ve ry addre ss exa1..tl y as above , yo ur tra nsact ion may be deni ed by Well s Fargo . Thi s is a
sec urit y featu re built into th e software. Additiona ll y, as added sec urit y, so me website s require you to enter 11
phone numbe r wh en yo u pla ce yo ur ord er. Use 303 -762 -24 10 when as ked for thi s info1m ati on
f n,porta11I : The Cit y of Englewood is u tax-exe mpt organizati on, so when usin g your card in pe rso n or when
placin g FAX. ph one, or mai l ord ers wit h vendors, requ es t that sa le s tax not be applied to th e ord er. The tax-
exemp t number is imprinted on th e Card jt.1 st be low yo ur name and the actua l ce rtifi ca te hllS been reprodu ced on
yo ur Peard Busi ness Ca rd. The Bu siness Card shoul d be presented if th e vendor requ ests a co py of th e actua l
certifi cate . It is your respo nsibilit y. not the ve ndo r's, lo ensu re th at all purchases arc tax-exe mpt.
If merchandi se is 10 be returned. verify tha t the ve ndo r will credit th e Pea rd account. Reque st a co py or th e credi t
statemen t and rciain it fo r month ly statem ent reco ncili at ion.
Oc tober 16.200 8
& l'r oudurcs Man ual d0t
II :rn ,III L'lll pl 111 ma h · a Peard trn m,ac 1i o 11 is dcn ico. curuact Well s Fa rgo :11 the numhc r 1111 th L· hac~ c11'you r ca1d 10
dl.!tc,• 1inc 1hc natu re ol't hc de ni al. It ma y be as simpl e as th e ve ndor !n p111 th t.! incorrcc l cxpir;Hi on dat e or ii may
hi.: a crcdi1 limh or tvl CC prn bl c111 , If ii is lh c fo rmer, the ve nd or can rese nd 1hc rcqut.:st : if it is th e laucr. you will
11:1\ll 1n CtllllaCI y uur PA.
Vou :m· rt'"-flUU Sihh.· for lhc following:
lh:tain ing all n:ccip ts for it ems purcha se d un der tlie Progra m.
• l:11•:,trin g all 1ran sncti ons po sted arc legi timat e purcha ses made by you nn hd1alf ol'thc Cit y.
• En sur ing I hat all purchases madt.: arc ex empt from sal es and use la x
• Al: c11argcs for rnc :1ls mu st in c lud e on th e ba ck of the rcc cipl !he individ uab in all l.!m lan cc and a hricl'
desc ripli on of th e 11:1turc of 1h e hu ,;;incss co mlu ctcd . Grat uiti es sh1111ld ge ncn 1ll y he 15 percen t of tll l.! hi ll
for good service and should not exc eed 20 pen.:t:111 for cx 1rnorcl i11a ry service .
I o ass i:;1 you in rctninin g receipts, we hn vc prov ided ;i Peard Reco rd Log (sec Appendix I V for ex ample).
Slamla ttl rei mln 1rsemc n1 po li cies require retention of rcce ipl s or other proo f of purcha se; th erefo re. record ke ep in g
is not an ex tra ordinary rcq uiren·-:111. The use of th e Log is not a requirement of the progmm . You 111:iy choo se
an y mc1hod you wish to trac k) 1,1r purchases .
Add iti onall y, 1hcre arc Pc.ircl envelo pes lo ass ist yo u in s1oring yo ur rece ipt s each month. Yo ur Dcparlment ha:;
been given an initial suppl y of enve lo pes . Additin nal envelopes ma y be ord ered fro m Accou nting.
Accountin g perso nn el will audi1 Peard reco rds from tim e to tim e. They :ire al so subject 10 nllllit by th e Ci1 y·s
i11depcndcnt audit ors durin g our )'eur-cnd a udit. Th erefore, ii is csscnti:ll tu :1dhcrc 10 the :1bove record keepin g
g11idc lin es.
lfrctcir,ts :ire lo sl, ,·1111 musl allcm111 In get 11 duplicnlc rccc int frnm the vc ntlor. lflhey ca nnot produ ce a
d11p lica lc for yo u. th en yo u mu st prep:1rc a shnn writt en shllcmcnt desc ribin g the purchase. i11clud in g date.
am1111111 . ve nd or and reaso n for purcha se.
IF i\ C i\lUJIIOl.,llER ll EMONSTlli\TF.S A HI STORY OF AN INi\lllLITY TO RET i\lN RE CF.ll'TS,
TIIE CA Ril MAY IIE SUSl'EN IHrn Oil Ci\NCELLED i\T THE DISCRETION OF TIIF. l'IWG IUM
i\llM INISTlli\TOlt
8. Acceptable Uses
❖ Mnt c ri,1l s and cq uipmcnl required for nonnal and emergency operation.
❖ Subscri ptions to period ica ls. trade ma gazi nes, book s, or rcporl s.
❖ Sc min :irs, class es. or rcg islrati on fees .
❖ Membership dues.
❖ Fue l. tire s. and repa irs for Cit y vehic le s.
❖ Bu!>inc ss relat ed tr.tv cl (i.e .• ,1irlinc tic ket s, cur rental s, hotels. parkin g fe es. and uther expenses us
,:.1;,provcd on the Travel Auth ori 1.ati on Form).
❖ Film devel opment, reprints, and framin g.
❖ Ou l•of.poc kct (OOP) b~s incss expen ses (i.e., mileage rci11 11,.urscmcn1. park ing).
❖ Othe r~ as th e ca, ... holdcr deem s reaso nab le.
l'card purchases arc limiled to ,~o sc transn cti ons Cfm l pl cted upo11 purcha se . Verify the ava il ab ilit y of th e it em
bein g charged when placin g n 1c1cpho11 e or fax ord er. Anck ord !rs sho uld nol he clrnr~cd until timr or
Oc 1nhc1 16.:.?001
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shi 1rn1e n1 (Note: it is a MasterCa rd policy that a rn -:rcha nt not c harge for backord crcd i1cms). Ve rify th at th e
co mbi ned pri ce and fr e ight charge be in g charged is unde r your signature auth orit y doll ar lim it. Also. ver ify th at
we are not bein g cha rged sales tax: our lax -exempt nu mber is im print ed on th e Pea rd .
9. Unacceptable Uses
❖ Using th e Pea rd fo r persona l purchases.
❖ Purcha ses ove r your signature auth orit y limit. Dividing an order to sati sfy thi s lim it is not all owed .
❖ Cash adv ances, tra ve le r's checks , or the use o f ATM machine s.
❖ Fue l for perrn nal ve hi cles. Reimbu rsement for mileage should be mad e se paratel y.
❖ Pu rchases of comp uter hardwar~· and softwa re and related peripheral equipm ent (i.e . printers and
PDAs).
❖ Purchases of li quor at re1a il or who lesale (i.e ., liqu or and grocery store~).
❖ Purch ases of cap ital item s (de fin ed as co st more th an $5 ,000 :-·1d a useful li fe of more than one ye ar)
excepl for auth ori zed Purchasing Divi sion perso nnel.
❖ Purchases of mea ls, food , or drinks , etc. fo r pe rsona l consumpti on unless the purchase is ma de as part
of a busine s~ meeting .
❖ Exce ss ive tipping not to exceed 20% of th e total bill .
10. Vendors
Because the Peard is th e recom mended tool for low-dolla r va lu e purchases. se lect vendors th at currentl y accept
Mas terCard charge s whenever pos sible . Not ify Fina nce of frequently used vend ors who do not accept th e Peard .
Those vendors wi ll be r ont acted to consider bec oming a Mas1erCard merchant.
I I.Reconciliation of Purchases:
You r Department Di rector has ass igned you a Peard with estab li shed credit 1imits and MCC code aut hori za ti ons .
He/she has also determ in ed whether yo u wil l reconcile your own state ment or if someone else is respo nsible for
re conci ling your statemen t on you r beha lf. If you ARE you r own reconciler, you mu st r :tain your receipts for
stateme nt reconciliation (see Section 12). If you are NOT re spo nsibl e fo r reconciling yt ur own statement, you
wi ll simp ly need to forward yo ur receipts to your reconci ler. It is the respon sibilit y of eac h Department to
de tenn ine wo rk now . Yo ur Dep artmen t Director has also named th e app rove r of yo ur statement You have bt"e n
given a Peard Fact Sheet infor ming yo u of who your reconciler and approver is.
12.Well s Fargo Bank Commercial Electronic Office (CEO) and Commercial Card Expense
Reporting (CCE R) System (For Reconcilers and Approvers Only)
The \Vc'ls Fa rgo Bank CEO and CC ER sy stem s are Intern et ba sed program s used to admi ni ster the Peard
Prog ram . The web addres s sign-on page is http s://wl'll so ffi cc .wcllsFar go .cnm/i.:i.:o/s ignnn/!'.ic 1\\lll .js p.
The CCE R sys tem wi ll onl y work with 1he Mic:ro.rnft lntcmet Explorer hNw "er. II is not compatible with the Cit y's
version of Net scape .
Th e stalcment-end in g dat e is midnight on th e 20'h of eac h month . If th e 20111 fall s on a weekend. th e slatement endin g dat e
beco mes the fo ll ow in g Tue sda y .
()r111be1 16,:0011
.t l'r occ:d uru M1m u11ldoc
6
CCE R Enrnil No ti ces
lk low arc four ti mcframc s identified to manage the approval proces s fo r stat cr11cnts:
(l:mail rcntind crs arc sent 10 the cardh olders and approvers de pendin g on the number of da ys ent ered fo r c;1ch
sc h.!cti on)-
1. Reminder Peri od ........... 3 ca lend ar da ys aflc r inilial email (i.e .. June 2 1-Junc 23)
Grace Peri od .................. ) ca lendar days afler remind er ema il (i.e., June 24-Junc 26)
.!. Clean up Peri od ............ S calenda r da ys (i.e ., June 27 -July I)
4. Drnvn loa d Period .......... End of cyc le (i.e .. July 2)
• .1 ini ti al ~mai l is ~c nt to the ... ard holdcr th e day the stat ement cyc les.
• The rem inde r 1w1 : .. c is sent to the cn rdh uldcr at the end of the reminde r peri od.
• During the grm·c peri od, the cardho ldcr still ha s access to the statement and at the end of th e grace peri od an
cinail is '--;111 IA ;!!•.: opprovcr noting any state ment s th at have not been reviewed by th e empl oy ee and need to be
ri:v icwcd t,y tf1.:: 11pprover.
·U \,,t ''"r~'r~. nnl y the approver has access to the statement.
Wh r.n · Jwnl oad lim efra mc is reached , no further recl ass ific atio ns can be done .
• Nole : If approver doc s not review 0tll of Pocket (001') expen ses , lh e 00P expenses will be carri ed ovc rio
subsequc nl cycles unlil npproved .
Emni l Reminders Sent Automatically:
Rc cnncilcrs :
St:ltcmcnt ltc:uly for review
S1111e111cn1 Review fo r 111111 /dd /y yyy
Dear Cardholdcr :
Your previou s cyc le's statement is re ady fo r review at
htl11 s:/foellsc1flicl'.wcllsfor:,:,11.,·omh·l•11 /s i~•1u111/s i11111111.j s11
Please complete your review in a timely manner and forward your receipls us appropria te.
Reminder mail (reminder period end dale)
REMINDER: Sialem cnl Review ove rdue for mm /dd /yyyy
Dear Card holdcr :
Your most re ce nt statement ha s not been reviewed . Pl ease rev iew it as soo n as po ss ible :It
hllps://wt•llsoflkl'.wt•l ls forgn.l'n111 /n ~o/sig111111 /s ignnn.j s11
If yo u do not review your stalcrncnl , your approve r will be no1ificd .
II is lhc reconciler's rcsponsibilily . within the time frame described above , to rec oncile yo ur st;ilcmcnl(s) to
en sure all the tran sacti ons po sted arc legi tim ate lran sactions mad e by yourse lf or for th os e who you arc
reconciling. You may al so log in 10 CCE R and review and make modification s anytim e before the stmemen t
end in g date .
By using th e Pea rd Record Log mentioned in Section 7 (Appendix IV ), reconcili ng should be easy.
After yo u have revi ewed you r statement and gathered all receipts. you mu st 1) Print the sta tement (print from
Sia lf;m,;nt Review and use lhC IE EXP iore r prjnt functi on nod se lect "landscape" fo rm at) 2) attach all receipts 10
th e s1a1eme nt J) place the slatemcnt and receipt s in your Peard en ve lope and 4) forward the package 10 your
Appro ver.
Oc1obcr 16, 2001
& Pmtcdmu Manual dot
•
•
•
•
•
•
l'LEA SE REF ER TO YO UR CC ER CA RDHOLDER QU IC K REFE RENCE GUIDE for drtailed
in s tructions on how to rc,·icw yo ur s ta te ment, modify accou nt number to-be-charge d informa ti on, adding
descriptions to your charges, and to request rcimhurs cmcnl for out-of-pockcl c11,c nscs.
Approvers :
Apprm•er Mail (after gra ce pe ri od end date)
Ca rdh old er State ment Review overdu e for mm /dd/yyyy
Dea r Approver:
The fo ll ow in g ca rdh older(s) have not reviewed th ei r most rece nt statement :
FirstName LastNa me Ca rd No
Two notifi cat ions have been sent to eac h ca rdh older but th ey have st ill failed to re view th eir
statement. If yo u choose , yo u may rev iew th e statem ent on the cardh older's behalf. The stateme nt (s)
ca n be accessed at h1tp"://wcll so ffil·,~.wcll sf:lr110.rorn /crn/s ig11nn /si 11 11011 .jsr,
CH reviewed hi s stateme nt
Dear Approver :
CardH older_Na me has rev iewed hi s/her mo st recent statement and it is re ady fo r yo ur revi ew at
h11ns://wc ll sonicc.,\t'll i;faq:o,c o111 /,·cu/signon/s ignon.jsn
Please complete you r review in a tim ely manr1er .
PLEASE REF ER TO YOU R CCE R Al'l'ROVE R QUICK RU"ERENCE GUIDE for detailed Instru ction s
on how to approve statements and m:ike m odifications to cardholder charges.
After yo u have reviewed and app rove d th e cardho\dcr(s) stateme nt (s ), forward th e card holde rs ' enve lopes 10
Acco un1in g for filing and ad diti onal rev iew by a PA . if co nside red ne cessary .
PR OMl'T RECONC ILI AT ION AND AP PRO VAL OF EVERY STATEMENT IS CRITI CA L TO THE
SU CCESS OFTIIE PROGRAM. FA IL URE TO DO SO MAY RESULT IN SUS PENS ION OR
REVOCATION OF YOUR PCARD.
Out of Pocket Expenses (OOPs)
The CCER Sys tem all ows emp loyees 10 be rei mb ursed for Ci1y expe nses they have p:.ud wi lh perso nal funds .
Reimburscmc nl is made by dirccl ly de pos ilin g fund s inlo your bank account Sec lh c reference guide fo r
in strucli ons on how lo use thi s feature . OOP may be a conven icnl meth od fo r yo u to be reimbursed fo r th e
following:
❖ Ce nts·pCr•milc mi lea ge reimburseme nt
❖ Trave l expe nses p;-,id by you (sec Trave l Con sidera ti on s. be low)
❖ Ci1 y expenses paid on yo ur beha lf where 1!;c ve nd or did not accept the Peard
By us ing lh is fea tu re of CCER. ii will reli eve yo u from havi ng 10 creale a Request fo r Cas h Di sburseme nt Fonn
(CD) and wailing fo r a check to be cut by Acco ums Paya ble or from hav ing to rcqucsl reimburse ment via a cas h
vo uche r fonn. Allh ough you are not preclud ed fro m usin g a CD or cash vouc her for OOP expenses , ii is cc rt alnl y
reco mm ended .
Important: An OO P can be input durin g fr om beg inning of statement cyc le until the end of the grace
period, ONLY . The a pp ro\'er cannot a ppro,•r OOPs until th slatement cycl es. We ll s Fa rgo proce sse s
Oc tober 16,200 1
&l'r occdmuManQldoc
001':,. onl y rn1i.: ti me per 111oi11h at th e rnd uf lhl: cleanup per iod wilh fimds bein g tran sferr ed 10 your bank acco unt •
un nr around tht.: ii'" or eac h month .
Dispuled or Fraudulent C harges
If I here is ll di spute about a tra ns11c ti on, the ca rdhnld cr should lir:-.t try 11, n.'solvc ii with the 111crcha 111.
Ir au ill.'.tn has hccn charged hul has not been received. co nla ct th e merchan t 10 ve rify shipm ent dal e. I I' th e it em
has hccn or will be shi pped soo n, it is rcco111111t.:11dc cl that the charge he pai d at the lim e of the stat cmcnl. Ir
clmrgcs arc paid 1Jul the i1cm purcha sed is 1101 n.:cc ivcd by th e next srn tcmcn l , co nta i.:t your PA for assi st:mcc in
n solving th e prob lem .
lflhcn: is a di sc repa ncy betwe en yo ur reco rd log and your stat ement , it is im perat ive that th e iss ue be add ressed
im111 cdia 1cly! Depe ndi ng on !he lypc o f di sc repa ncy, yo u wi ll need to con1 ac 1 eith er th e mcrchnnt m yr.•ir r A 10
reso lve the dis pu1 ed tra nsnct ion.
If you believe the mcrchn nt has charged yo u incorrect ly or then~ is ,m ou tstanding quality or serv ice iss ue. l'.!!!!
mu st Onl contucl lhc merchant und try to resol ve the rrror or prohlem . If you arc abl e to resolve lh c ma il er
1ii rcc tl y wi th the merchant. and th e error invo lved an overc harge . a crcdi 1 ndju stm ent shoul d be req ues ted nnd will
appea r on you r nex t statement. Note: The item should be hi>:hli>:l,red .m ymw record log as a reminder to verify
tlwt correct credit has been received.
lf th t.: mercha nt d isag re es th at nn ndjustrn enl is necessa ry. imm edia tely co nta ct y,,ur PA who will work wit h Well s
Fargo to resolve the dis put e. We ll s Fnrgo Ba nk wi ll request co mple te de tail s of th e di s put e in writ ing in order to
rcsearr:h lh c i1cm in ques tion.
Wel ls Fargo Bank mus l rece ive :my charge dispul e wilhin 60 tht ys or the tra11 s11ctiun dnte . Whi le pe ndin g •
resolution. We ll s Fargo Ba nk will credit th e co mpany 's acco unl for the amou nt of th e di sp uted nansnc lion ,
Allhoug h Well s Fa rgo Bank acls as the ar bil ra tor in any disp ut e. you shoul d never ass um e !h at n dis pute will be
resolved in your fnvo r.
If th e di spu te is not reso lved to our sa ti sfact ion, and yo u be li eve th e merchant ha s un fa irl y trcJt cd yo u,
ple ase no tily yo ur manage r wi th th e rele va nt detail s,
An y fraud ul ent charge, i.e .. a charge appc .1 ring on yo ur s1at eme 111 th at you did not autho ri ze , mu st be reported
imm ediately to yo ur PA. Prompl rc po rti n , of nny such cha rg e wili help to preve nt th e co mpa ny fro m bei ng ht.:ld
res ponsible.
13. Travel Considerations
A sig nifiC',ant be nefit of lhc Peard Progra m is th at it will cli minuic many pro bl ems associa ted wit h pt1y in,: fo r
trav el. If you r Direc tor hns authorized yo u to use the Peard for tmvc l. ii may be used fo r:
❖ Seminar Kcgis tra li on s
❖ Airfa re
❖ Mea ls
❖ Mi leage an d park in g
❖ Hotel/Motel
❖ Taxicabs (st un e lax icabs have credit ca rd pro ce ssi ng equip ment in th eir ve hi cles)
❖ Out-of-pocket (tips , food, etc.) and per-diem re imbu rse ment (w ith approva l fro m Finan ce and
Adm ini strn li vc Serv ices)
Oc1olx1 16, 200 1
&l110ccdu1 uM1nualdoc:
•
• IMPORTANT : YOU MUST STILL C OMPLETE THE C ITY 'S TRAVEL
AUT HORIZATION/EXPENSE REPORT
\Vh cn to Jt ec1ucs t Out-of-l'ockct Reimbursement for Tru,•el?
Once Fin ance and Ad mini stra tive Services has approved th e Trnvcl Authori z.1 ti on/Expe nsc Report, yo u and yo ur
:1pprovcr will rece ive an ema il au thor izing you to initiate an OO P.
YOU ARE PRECLUDED Fl!OM INITIATING A Tl!AVEL REL ATEIJ oor UN TIL \'OU RECE IV E
THIS NOTIFICATION FROM FINANCE !
14. Personal/Non-Business Clw rges
In the event th at pe rso nal or non-busin ess rclalcd it ems arc acc id en tall y charged on th e card , reimburse ment to 1hc
Cit y mu st be made by subm ittin g a persona l che ck payab le lo th e Cit y of Eng lewood , wit h a note attached
showing the account to be cred it ed. Thi s reimbursement must be completed at th e time of statement
rcc oncilia1ion .
REPEATEIJ OCCURRENCES OF PERSONAL OR NON-BUSINESS RELA TE D ITEM S BEING
CHARGEIJ TO TIIE PCARD AND/OJ, INTENTIONAL MISUSE OF THE PCA RD WILL RESULT IN
CHARGING PRIVILEGES BEING I,}. '!OKED AND DISCIPLINARY ACTION TAKEN, UP TO AND
INCLUDING TERMINATION.
IS.Change In Employment Status
• The cardholdcr will surrende r possess ion o f her/hi s Peard upon 1cnnina1ion of empl oy ment , whether for
retirement, vo lunt ary separation , resignati on or di smi ssal. The ca rdh oldcr may be asked to surrend er the card at
any time deemed necessary by th e Direc tor or th e Program Admini strator.
•
16.lf Card ls Lost Or Stolen
Keep 1hc Peard in a sa fe pin ce at all tim es. If the Peard is los t or stolen. con1a ct Wells Far go Card Services
IMMEDIATELY at 800 -932-00 ]6 and notify a PA as soon as poss ible .
Octobe, 16 , 2008
&P1oc cdu1r1 ManUJld~
10
FAQs -Frequently Asked Questions
• Wh~ 1li1I th l' C il y 1.kcitlr to 1rnrticip:1tc in 11 Purch uin~ Cn rd l'ro1-:r:11n'!
Li ke 11111s1 co mpanie s today. we :,re exp lor in g, way s to strea mlin e proce sses und redu ce cos ts.
Fr c1.1uc11 tl y the expen ses inc urred to process a sma ll dollar purcha se cu n run as hi gh as the pri ce or the
it em it sel f.
With a l•card. man y of llu: typi cal purchasing ste ps should he climi n:11cd including. generating a requi sition ,
prcp.•d n' a purclm sc ordcr, matchin g a pa ck in g -.lip 10 a purchase ord er, matching invoices with purchasing
rcqu1s 11 io 11s. individu al p:1ymcnt s of invoi ce,, etc.
• Wh:11 i:ii; th e r"of t ,!nrt: when I p:1y for so mething wllh my Peard?
Esscmially, thc process is the same as when using your personal credit ca rd . You must alwa ys as k for a receipt
for your record s, particu larly for phone. fax and m,1il orders ,
• Arr lhcrr any reslriclions associated with the use of my C:trd?
Y cs, in addition lo our compa ny policy stal ing the type of ptoducls you can hu y, other co nl ro ls and
limit s may be placed on yo ur !'ca rd includin g:
a monthl y dollar limil
a "pcr-tr.m sactinn'' do ll nr limit
''blocked " merchant c;it cgorics
Please sec your manager or PA fo r you r specific re stri cti ons.
• llow will I know if I lrn vr rxn·cdcd my monthly limil ?
You should maintain a log of your purcha ses lo 1-ccp a running lolal of you r expenditure s. Once you
have reached you r limit within a given mo nth, yo ur Peard will not be accep ted fo r add iti ona l purchases .
To dclennine you r out standing balance al any given lim e, you may log in lo the CCER system or ca ll lhc
loll-free Wells f-argo Dank Cus tomer Service number on th e back of'your Peard.
• Wh nl should I d o ir o su11plicr docs not accept the \Vclls f'artr; U:tnk Purrhasing Card?
Pica~~ con tac t yo ur Prim ary PA and provide him/her wi th the supp li er 's name, address and ph one
numbl·r.
• llow wm my monthly Peard bills be 1n1id?
You arc 1111 respon sible fo r the paym ent of your Peard bill s. The monthl y statem en t yo u receive i~ for yo ur
re view onl y. Accou nt s Payabl e will mnkc week ly payments 10 We ll s Fargo Bn nk i:ovcring Peard expenses for all
company c11ployccs using the Peard .
Oc1obtr 16, 2001
& Ptoctdu1 e1 Manual doc II
•
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• • \Vh o in lh t Ci ty m ay I 1a lk lO if I h n,•c ques ti o ns?
\\le have de signated the fo llowin g indiv idua l(s) as Peard Ad mini strat or(s) (PAs).
Ka thy assa i x24 I I
Kev in Engels x24 I 3
Alicia St utz x2 41 2
tcvc Dazzio x24 I 0
A PA should be co nt ac ted for any qu e.,tions yo u have regardi ng lim its, usage a nd other iss ues .
On ly the PA, wi th the approval of the Dc partmc nl Direc tor, has the aui hority 10 change any ex isti ng informa ti on
or rest rictions to a cardho ldcr·s acco unt .
• What s hould I d o if I ha ve II pro blem associated wilh so methin g I bought with m y Peard?
Please refer to secti on 12 -·'Di sput ed or Fraudul ent Charges" of thi s guid e fo r co mpl ete det ail s. It is
ex tremely impo rt ant th at yo u ad dress th ese it ems imm edi ately.
• Once I recei vt the card, can I be gin us in g ii immedia lel y?
Once yo u hav e co mpl eted Peard tra ini ng and signed the Card Holder User Ag ree ment, yo u will be given yo ur
P .. ard. Yo u wi ll need to fo ll ow th e instru cti ons on th e labe l affi xed to the card to acti vate your ca rd .
• • Whal s hould I do if my card is los t or stolen ?
•
It is ex tre mel y im po rt ant to Lall \Veil s Fa rgo B.i.nk's Cus 1omcr Serv ice at 800 -932 -003 6 IMM EDI A T ELV in th e
eve nt yo ur ca rd is los t or stolen . Yo u must also notify a PA.
• Can another em11lo ycc uti li ze Ill)' curd for purchases?
Eac h Peard is em bossed wilh the in div idua l employee 's name. The employee is res po nsib le fo r 1he proper use of
hi sn1cr card. At 11 0 time slwuld a,wth er i111/ividm1I utilize y,Jur Peart/.
• C an the Pea rd be use d o utsid e th e Unit ed States?
Yes, th e Well s Fa rgo Ban k Purchas in g Ca rd is accepted wo rldw ide. Purchases ca n be made in any
currency and bi ll ed in U.S. Doll ars. Th e currency, as well as th e fo rei gn ex change ra te utiE zed, is sta ted
fo r eac h transac ti on on your statement.
What s h ,uld I d o if I nee d to ch a nge m y mo nlhly o r s ingle purchase limits or m y MCC a uthoriza tion ?
Co mpl c:e !he Ca rdholdcr C ha ng e Form (Appe ,idix If) and forwa rd to Accou nt ing .
Ck 1olx-r 16,W0I 12 ,t l11octdu1u M:anua.l doc
Appendix I
CA IUJH O Ll>Ell A l'l'LI CATI ON FO ll M
Sl'rlioo I . \Jame a~ it is to appear on the Pea rd
_____ (Limih.'.d 10 2 1 cha rac ters)
Sec ti on 2. Las t ~ digi,s of your S11ci al cc urit y Numhcr
Scc1i1111 3. f'u11d /Div1 sion ___ / __ _
Section 4 , O the r /\Jd·•~ • {Complete if address other than 1000 Englewood Parkway)
Chee~""' \l fn, r licab lc):
_,J __ . O ther Address Location Na me
I 15~ W Oxford A ve Rec rcu ti on Ce nt er
33 80 S Lincol n St Mall ey Center
2 10 1 W Oxfo rdA ve Go lf Coursc
1500 W Lay ton Ave All en Pl ant
2900 S l'l uue Riv er Dr UE WWTr
____ 2~8'-'0~0~S~l'ccl•~U~e~RC-iv"e"-r=D~r _____ --'S=crv ir.c"'nt"'erc,,-_~ _____ _
36 15 S Eia ti St Puli ce /Fire Co mph.:x
Sectio n 5. Peard flarnrn c1c r Level (l-8l ___ (Sec Ap pc ncli x Ill )
Section 6 . Reco nci ler _____________ _
Se ctio n ?. Approve r ______________ _
Set·titm 8. Req11irc,I S ig1111111re.,·:
C:1rdholdc r
Department Director
Please Forward to Kevin E11gels in Accou11 ti11g When Complete
Ck1ohc1 16, 1001
&l1111ccdurctM1nL11 l doc 13
•
•
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• A ppendix II
C ARDHOLDER CHANGE FORM
Ca rd holdc r Nam e
L;is t 5 digi1 s of you r So cia l Scc uri ly Number ____ _
St!c lion I -Change Fun d/Divisio n? Y N (C ircle one)
Current Fun d/Divis ion ___ / __ _ NEW Fund/Division ___ / __ _
Section 2 -Change Oth er Add ress ? Y N (Circ le one)
Current New
✓ (check one ) ✓ (check one) Other Address Locati on Name
2800 S Pl atte Rive r Dr Serv iCe nte r
36 15 S Elati St Poli c<./Fire
• Sectio n J -Change Pea rd Para mct.,r Leve l (1-8)? Y N (C irc le one) (Sec Appe ndix Ill )
Curre nt Leve l NEW LE VE L
S ection 4 -Change Reconci le r? Y N (Circl e one)
Curre nt Reco ncil er ________ _ NEW RE CO NC IL ER _______ _
Sec tion 5 -Change Approve r? Y N (C ircle one)
Current Approv er _________ _ NEW APPROVER ________ _
Se ctio11 6 -Req11ired Sig11ut11res:
Ca rdh old er
Superviso r
Oep a rlro '"11 Oi reclO r
Please Forward to Kevi11 Engels i11 Acco1111ti11g Wiren Complete
•
Octobe r 16,2V.:'
,t l'r O('edure s M~nu:a l doc 14
Oc1obc r 16,2001
&:l'roced u~s M1nual.llot
Appendix Ill
C ity .Qf Englewood Peard Paramet ers
Ci~,, of £111:lcwoml
Pu rchas in g C1m l Pnrnmclcrs
S Li mi l
Lev el nc r nurch asc pe r mont h MCC Incl usions
s 5,000 25 ,000 ALL
I.I s 5,000 25,000 NOT&E
s 2,500 12,500 ALL
s 2,500 12,500 NOT&E
4 s 1,000 5,000 ALL
s s 1,000 5,000 NOT&E
6 s 500 2,500 ALL
s 500 s 2,5 00 NO T&E
8 s 25 0 s 1,000 NOT&E
'f &E = Tra vel & Ent ert ainment , whic h inc ludes : airline , hotel,
rent al cnr an d restauran t MCC cod es
15
•
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• App endi x IV
Pc:i.rd Rec ord Log
•
•
Emp loyee Name __________ _
Ocwhc,1 6,WOB
&1'1ocrdurn M:mu..1 l doc
Per iod Covered: From _____ To ____ _
Cn rd Number __________ _
16
Appendix V
Cardholder User Agreement
Yflu arc bein g cnt rus lcd wit h n Cit y of Eng lewood purchasi ng credit ca rd , iss ued by Well s Fargo Bunk . The ca rd
is pro vid ed 10 you base d on your need to purc hase nrnt crial s for the Cit y. It is no! an entitlement nor rclh:clivc of
title or po siti on. Th e ca rd may he rev oked at any tim e without your permi ss ion. Your signature b1.:low imli ca tcs
1ha1 yo u have read 11 11d wi ll co 111pl y wit h th e tcnn s of 1h is agreeme nt .
I. I undcrstund th at I wi ll be 1naking fin ancinl commi t1n cn ts on hchalf of1l1c Cit y and wi ll stri ve to ub1:1in lh c
bc!t value for the Ci1 y.
2. I have rea d and will fo llo w the Purclrn~in · -~ct Policic.li :11111 Prut·cdurcs M :rnu:1I. Failure to do so could be
cons idered as mi snppmpriation of Cit y fond s ,urc to compl y wi th thi s Agreement muy result in either
revocnti on of my use rrivilcgcs or other co rrec tive :1ct ion , up to and including termin ati on.
3. I understand tlmt under no c ircumstances will I use th e Purchasin g Card to make personal purchases, eith er for
myse lf or for ot hers. Usi ng the card for perso nal charge s could be considered mi sapprop riation of Cily fund s and
could result in corrective acti on, up to and including tem1in ation of crnploJ .. :r.t.
4. I agree th nt shou ld I violn tc th e term s of thi s Agree ment and use th e Purchasing Ca rd fo r pcrso nnl use or gain,
th at I will reimburse th e Ci ty for all in curred charges and an y foes re lat ed to th e co ll ec ti on of th ose charges .
•
5. Th e Purclm si11g C:trd is issued in my name. I will not allow an y ot her perso n to use th e ca rd . I 11111 con sid ere d •
res pon sibl e for :11 y and all clrnrgc s aga in st th e c11 rd .
6. The Purch asi ng Curd is Cit y of Englewood propert y. As such. I 1111derstand that I ma y he periodica ll y required
to com pl y with internal co ntro l procedure s desig ne d 10 prole cl lhc Cit y's asse ts. Thi s ma y inc lude heing asked to
produce the card to validate its exi sten ce and account number .
7. If th e cn rd is los t or stolen . 1 will immedi atel y noti fy Well s Fargo Bunk by telephone at 800 -932-0036 and a
Pea rd Admini strator.
8. I will rcli\in all re ce ipt s res ultin g from Purch11 sing Ca rd use and forward th em to the appro pr iate indivi chm1 as
desc ribed in th e policies an(l procedures manu al.
9. I ag ree to su rrender the Purc has in g Cnrd im1\1cdia1cly upon tcrmi11111ion of employmen t, whether for
relircm cnt. vo lun1 ,1ry, or involuntary reasons .
Emplo yee Name (Prill!)
Empl oyee Signature
Octobc, 16,2001
&flroccdurcs M11nu11l doc
Dcpartmcnl
Date
17
•