San Leandro Municipal Code Ch. 8 Policy Governing Employee

§ 6.8.100. POLICY GOVERNING EMPLOYEE USE OF PURCHASING CARDS.¶

It is the policy of the City of San Leandro to provide Purchasing Cards to employees, subject to the conditions set forth in this policy, when such provision would enhance an employee's ability to perform assigned job duties, and when it is determined to be in the City's best interest. The employee's Department Head and the Finance Director are responsible for certifying that there is a demonstrated need for an employee to have a purchasing card. Requests for purchasing cards should be submitted to the Purchasing Supervisor using the appropriate form.

Violations of this policy will result in the immediate removal of the Purchasing Card and possible disciplinary action, up to and including termination.

Regulations governing use of Purchasing Cards:

(a) Purchasing Cards shall only be provided to City of San Leandro employees.

(b) An employee must sign and agree to the stipulations of the Employee Purchasing Card Agreement prior to receipt and use of a Purchasing Card.

(d) Employees must promptly report a lost, misplaced or stolen Purchasing Card to the issuing bank and Purchasing Supervisor.

(e) The Purchasing Card may be used only for City of San Leandro business-related small purchases as defined in § 1-6-300 of the San Leandro Municipal Code, and authorized travel and training expenditures.

(f) The Purchasing Card limit may be increased in the case of an emergency as specified in §1-6-310 of the San Leandro Municipal Code.

(g) Employees shall retain all Purchasing Card receipts, enter each transaction into the City's financial software system, and reconcile the receipts with the monthly bank statement.

(h) The City reserves the right to monitor use of Purchasing Cards. Employees should neither expect nor assume any privacy regarding Purchasing Card transactions.

(Resolution No. 2003-148, 06/16/2003 [§6.8.100]; Res. No. 2024-061, 6/17/2024 [§6.8.100])

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