08.01.09 Emergency Fuel Procurement Card Program
Page 1 of 6 CITY OF BOYNTON BEACH ADMINISTRATIVE POLICY MANUAL CHAPTER: City Equipment POLICY NO. 08.01.09 SECTION: Fleet Maintenance PAGE: 1 of 6 SUBJECT: Emergency Fuel Procurement
Card Program PURPOSE: The City of Boynton Beach Fuel Purchasing Card Program is designed to improve efficiency in processing fuel from any vendor that accepts the Visa credit card. This
program is intended to supplement our City fueling system to enhance our ability to provide fuel during emergency situations and other periods when City owned fuel dispensing equipment
is not operational. This program will allow the cardholder to purchase fuel from participating vendors at the pump only. No inside store purchase transactions are permitted. Therefore,
only fuel can be purchased by the employee. Each purchasing credit card is issued to a specific Unit # and the City of Boynton Beach is clearly shown on the card as the Governmental
purchaser of fuel. Public Works, Fleet Services, and the Finance Department will monitor the performance of the program. All questions or concerns should be directed to the Fleet Administrator
at 561-742-6215. The purpose of this policy and procedure is to accomplish the following: 1. To provide an efficient method of purchasing fuel during emergency and other situations.
2. To assist departments in the procurement of fuel. 3. Provide alternative methods of fuel procurement during emergency and other situations. 4. Provide accurate and accountable method
to fuel outside of our in house system. 5. Set policies and procedures for alternative fuel purchases. 6. To ensure that the City bears no legal liability from the inappropriate use
of the procurement credit cards. 7. To provide for disciplinary action if the purchasing credit cards are misused.
Page 2 of 6 The policies and procedures provided herein are minimum standards for departments. Departments may establish additional controls as they see fit for their particular operations.
PROCEDURE: HOW IT WORKS The Fuel Purchasing Card Program simplifies the procurement and disbursement process. Procurement responsibility is delegated to the Department/Division enabling
an authorized Cardholder to procure fuel directly from the vendor. When a purchase authorization is requested by the supplier at the point-of-sale, the Fuel Purchasing Card system validates
the transactions against pre-set limits established by the Fleet Services Division All transactions are approved or declined (electronically) based on the purchasing card authorization
criteria established. The authorization criteria may be adjusted periodically as needed and may include, but is not limited to, the following: • Single purchase limit as set by the Fleet
Services Division • Monthly spending limit • Approved Merchant Category Codes • Number of transactions allowed per day. • Number of transactions allowed per month. The authorization
process occurs through the electronic system that supports the Fuel Purchasing Card processing services under the City of Boynton Beach's agreement with Comdata. RESPONSIBILITIES The
following is a summation of the responsibilities of the individuals and organizations involved in the purchasing card system: Cardholder: ♦ Hold and secure purchasing card. ♦ Complies
with procurement policies and procedures. ♦ Purchase Fuel Only. ♦ Assures receipts identify detail of items being purchased. ♦ Collect sales receipts for each transaction. ♦ Turns in
sales receipts to Department/Division Purchasing Coordinator within one day of purchase. ♦ Responsible for all purchase transactions on the assigned purchasing credit card. Department/Division
Head: ♦ Request purchasing card for designated employees. ♦ Designate Department/Division Purchasing Coordinator.
Page 3 of 6 ♦ Distributes and collects cards when appropriate. ♦ Notify the Purchasing Card Administrator with all issues. Finance/Accounts Payable: ♦ Receives approved Cardholders monthly
statements. ♦ Distributes payment to approved vendor. A. ASSIGNMENT AND CONTROL OF THE FUEL PURCHASING CARD Fuel Purchasing Cards shall be distributed once an emergency or other situation
has been declared by the City Manager or his designee. Fuel cards shall be distributed to department assigned coordinators. Coordinators will assign cards to each vehicle within the
department. B. LOST OR STOLEN FUEL PURCHASING CARDS 1. If a purchasing card is lost or stolen, the Cardholder must immediately notify the Fleet Administrator of the loss, verbally and
in writing. 2. The Cardholder will be responsible for reporting all information necessary to minimize the liability to the City for a lost or stolen card. C. TERMINATION OR TRANSFER
OF CARDHOLDER 1. Once the situation has normalized, it is the department heads responsibly to collect all of the issued cards and return them to Fleet Services as soon as possible. 2.
If the Department Head is unable to collect the Fuel Purchasing Cards he/she shall immediately notify the Fleet Administrator. D. LIMITATIONS ON USE OF FUEL PURCHASING CARD 1. CARDHOLDER
USE ONLY The Fuel Purchasing Card may be used only by a City employee and for the Unit # that is embossed on the card. No other use is authorized. The Cardholder is responsible and accountable
for all transactions that occur on the card. 2. CITY PURCHASES ONLY The Fuel Purchasing Card is to be used for City authorized purchases only. The purchasing credit card cannot be used
for any personal use and any such use will require immediate reimbursement and will result in disciplinary
Page 4 of 6 action which may include dismissal and/or criminal charges. 3. PURCHASING CARD SECURITY Your purchasing card should always be treated with at least the same level of care
that you do with your own personal credit cards. a. Storage of the Purchasing Card Keep your Fuel Purchasing Credit Card in an accessible but secure location. Since you, as the Cardholder,
will be the only one using the purchasing card, it needs to be accessible only to you. b. Account Number Guard the Fuel Purchasing Card account number carefully! Do not post it at your
desk or write it in your day planner. c. Sharing of Credit Card Use of the Fuel Purchasing Card should be limited to the unit embossed on the card; at no time shall the card be used
to fuel any other unit. Any such use will result in disciplinary action which may include dismissal and/or criminal charges. d. Lost or Stolen Cards If the purchasing card is lost or
stolen, you must immediately notify the Fleet Administrator. 4. MISSING DOCUMENTATION If for some reason the Cardholder does not have documentation of the transaction to support the
transaction on the monthly statement, the Cardholder must attach a signed certified description of the purchase. Continued incidents of missing documentation may result in the cancellation
of the employee's purchasing card privileges. EFFECTIVE DATE: March 2, 2010 Kurt Bressner Kurt Bressner City Manager
ATTACHMENT I CITY OF BOYNTON BEACH EMERGENCY FUEL PROCUREMENT CARD PROGRAM EMPLOYEE AGREEMENT I, _________ , (name of employee) agree to comply with the following terms and conditions
regarding my use of the Card. 1. I understand that I am being entrusted with a valuable purchasing tool for the use of fuel only and will be making financial commitments on behalf of
the City. 2. I understand that the City is liable to Comdata for all charges made on the Card. 3. I agree to use this Card for approved fuel purchases only and agree not to charge personal
purchases. I understand that the card may not be utilized for cash advances. I will not permit another individual to utilize the card issued to me. I understand that the City will review
the use of this Card and the related management reports and take appropriate action on any discrepancies. I acknowledge that the Card may only be used for fuel purchases that total less
than one hundred dollars ($100) per transaction. 4. I will follow the established procedures for the use of the Card. The Administrative Policy Manual, Chapter Eight, City Equipment,
Section Fleet Maintenance – Emergency Fuel Procurement Card Program, is attached hereto and incorporated herein as Exhibit “A”. Failure to follow the established procedures may result
in either revocation of my privileges or other disciplinary actions, including, but not limited to, termination of my employment. Should I incur charges which are contrary to the established
policies and procedures, I understand that I am responsible for making restitution to the City. 5. I agree to return the Card immediately upon request or upon termination of employment
(including retirement). I understand that the City, or Comdata, may suspend or cancel the Card at any time for any reason whatsoever and I shall return the Card immediately upon notification
or cancellation. 6. The Fuel Purchasing Card issuing company, Comdata, will not have individual Cardholder information other than the Cardholder’s work address. No credit records, social
security numbers, etc. of the Cardholder are maintained. Page 5 of 6
Page 6 of 6 Emergency Fuel Procurement Card Program Employee Agreement Page 2 of 2 I understand, as a Cardholder, it will be my responsibility to assist in the reconciliation of my monthly
statement. This includes: provide supporting charge slips/receipts for all transactions appearing on the statement, review monthly statement with Department/Division Purchasing Coordinator,
and signing a certified Monthly Purchasing Card Transmittal Form with account numbers, reason for purchases, and dollar values. I further understand the importance of timely processing
of documents to the Finance Department (five workdays from receipt of statement). If the Card is lost or stolen, I agree to immediately notify the Fleet Maintenance Administrator, 561-742-6215,
verbally and in writing. Misuse of the Fuel Purchasing Card will result in disciplinary action which may include dismissal and/or criminal charges. Employee Signature Date Print Name
-Employee Fuel Purchasing Card Coordinator Date Department: ______________________