[Ord. No. 1324, 10-2-2017]
This Chapter shall be known as the "City of Concordia, Missouri Fuel Card Use Policy."
[Ord. No. 1324, 10-2-2017]
This Chapter is adopted to address Administrative and Personnel policies.
[Ord. No. 1324, 10-2-2017]
The City Administrator shall implement and maintain the following system for the distribution, authorization and control of fuel cards issued to or for the benefit of the City and used by City employees.
[Ord. No. 1324, 10-2-2017]
A. 
The City Clerk shall maintain an accurate listing of all fuel credit cards, including a photo copy of each card and the department and/or person that each card is assigned and shall periodically conduct an inventory of all cards and any lost or stolen cards are to be terminated immediately.
B. 
The department head shall have the responsibility to keep all cards locked in a secure location when not in use. All departments must maintain a sign-in and sign-out log that contains the following information:
*
Date the fuel card is issued
*
Name/signature of the employee who is receiving/using the card
*
Name/signature of the employee who is issuing the card
*
Description of vehicles/equipment receiving the fuel
*
Date the credit card is returned
*
Names/signatures of the employees acknowledging the cards' return
Note: Cards are to be in the possession of the person who signed out the card at all times and never left in the vehicle. The card is to be returned promptly and the log will be updated (signatures) to document receipt.
Employees are to enter accurate information (e.g., vehicle odometer reading) at the vendor's pump and obtain receipts to submit to the Clerk. Failure to enter accurate information and submit receipts may result in disciplinary action.
[Ord. No. 1324, 10-2-2017]
A. 
Single transaction maximums for fuel cards shall be one hundred (100) gallons.
B. 
All purchases of fuel exceeding one hundred (100) gallons in a single purchase shall be purchased under the City of Concordia's Procurement Procedures and invoiced separately from the fuel card purchases.
[Ord. No. 1324, 10-2-2017]
A. 
Appointive officials and employees who are issued cards are authorized to use fuel cards for the following purchases:
1. 
Fuel for City-owned vehicles and equipment.
2. 
Reimbursement of employee fuel only following proper Request for Reimbursement and upon City Administrator's written approval.
[Ord. No. 1324, 10-2-2017]
A. 
Personal purchases of any kind.
B. 
Oils, fluids and other secondary auto-related items.
C. 
Purchases where an open account would be utilized.
[Ord. No. 1324, 10-2-2017]
A. 
The City Administrator and City Clerk shall audit all fuel card purchases for compliance with this Chapter. Any unauthorized charges discovered during the audit shall be disallowed and reporied to the Board of Aldermen for authorization to collect payment from the individual by check, U.S. currency, or salary deduction. If, for any reason, disallowed charges are not repaid before the credit card billing is due and payable, the City shall have a prior lien against and a right to withhold any and all funds of the disallowed charges and interest at the same rate as charged by the company which issued the credit card. In the event that an appointed officer or employee disagrees with the disallowance of the claim he or she may submit a request for reimbursement of the charge amount to the Board of Aldermen. Such request shall be made in a formal letter addressed to the Mayor.
B. 
Use of credit card for unauthorized purposes may result in disciplinarian action up to and including termination.
[Ord. No. 1324, 10-2-2017]
When an appointed official or employee is no longer employed by the City of Concordia, the City Clerk shall immediately collect any fuel card(s) from the employee prior to separation.