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1 (9/25/96) CITY OF LARAMIE BUSINESS PROCUREMENT CARDHOLDER AGREEMENT Name of Cardholder: Cardholder Business Address: Department Name & Number: Cardholder Business Phone Number: Administrator Name & Title: Administrator Phone Number: Cardholder agrees to accept responsibility for the protection and proper use of the City of Laramie Procurement Card in accordance with the terms and conditions below: 1. Cardholder must provide the supporting receipts from the vendor and/or a transaction log for each transaction as designated by the City Administrator/Coordinator under the City’s policies and procedures. Failure to report or document any purchase be deemed an improper use of the Procurement card. A supporting receipt should show date of purchase, description of purchase and purchase amount. A credit card receipt without specific information is not considered a supporting receipt nor is a packing slip or any other document not showing specific information. The procurement card generic voucher request form will only be allowed in certain circumstances determined by the Finance Department. Meal receipts must show what was purchased, date, amounts and amount of tip. Finance reserves the right to retract the procurement card if improper charges are made with the procurement card, or if insufficient or inadequate receipts are provided with the procurement card report. The employee will lose the privilege to hold a card. 2. If the card is lost or stolen, Cardholder shall notify the Administrator/Coordinator immediately and UMB Bank immediately. 3. Cardholder’s division or department shall be responsible for all charges, including fees and interest, incurred from the proper use of the City of Laramie Procurement Card. 4. THE CARDHOLDER MAY NOT MAKE PERSONAL PURCHASES OR UNATHORIZED PURCHASES ON THE CARD. Cardholder understands that he/she shall be personally liable for any improper use of the City of Laramie Procurement Card and agrees to reimburse the City of Laramie any charges resulting from personally initiated improper use. (Improper use resulting from a lost or stolen card that is immediately reported as required in paragraph 2, including fees and interest assessed against the improper purchase is excluded from this clause). The Cardholder understands that his/her improper use of the City of Laramie Procurement Card may be cause for disciplinary action by the City including termination and may subject Cardholder to criminal prosecution. Cardholder understands that the City of Laramie may withhold amounts attributable to improper use by Cardholder from any paycheck or other City of Laramie warrant which may thereafter be payable to Cardholder. 5. Cardholder understands that should his/her employment with the City terminate for any reason, the City of Laramie Procurement Card must be returned to the City of Laramie Administrator/Coordinator, or the Finance Department . The Cardholder understands that the City may withhold his/her final paycheck until the City of Laramie Procurement Card is returned. Cardholder also understands that the City may withdraw authorization to use the City of Laramie Procurement Card and require the return of the City of Laramie Procurement Card at any time for any reason or for no reason. 6. Cardholder understands that use of the City of Laramie Procurement Card is for the purchase of commodity and non-inventory capital items for use in official City business and for amounts of less than $5,000 per purchase subject to individual card limitations on expenditures. Any item that is considered a fixed asset by the City of Laramie, which includes all capital and new and replacement equipment inventory items $5,000 and above, may not be purchased with the Procurement Card. Payments on items that fall into this category shall not be paid in installments using the City of Laramie Procurement Card. All purchases must comply with City accounting and purchasing statutes, regulations and policies including all policies the Cardholder’s ---PAGE BREAK--- 2 (9/25/96) division or department implements. Items on city contracts may be acquired from the contract vendor with the City of Laramie Purchasing Card. 7. The following items may not be purchased with the City of Laramie Purchasing Card: Alcoholic beverages Purchases involving trade-ins. Capital purchases (inventory/or over $5,000) Telephones, related equipment Cash advance Utilities Bills Construction, Renovation, Installations Contractual Services (with contractual payments) Gasoline (except, City Vehicle, Car Rental for Travel, or city owned equipment) Items for Friday Cash Disbursements: (Travel, utilities, pay advances, bid items) Hospitality or Entertainment Personal Items Postage Stamps Any item which is not authorized for purchase under this agreement or City policy Any item not for use in City business The Finance Department reserves the right to disqualify purchases, which it reasonably determines were not purchased for City business. If in doubt whether a purchase is authorized under this agreement through the use of the City of Laramie Purchasing Card, Cardholder understands that he/she should seek prior approval from the City of Laramie Administrator/Coordinator or Finance Department. Such approval presumes the proper use of the City of Laramie Procurement Card. 8. Cardholder acknowledges by his/her signature to this agreement, that he/she has received training in the proper use of the City of Laramie Procurement Card; has received, read and understands the City of Laramie Procurement Card Policies and Procedures Card Manual; and has read and understands this agreement. Cardholder signature: Date: For Agency Use Only Limit per Purchase: (not to exceed Cycle Credit Limit: (not to exceed without authorization) Approval: Print Title: Signature: Date: Approval: Print Name: Title: Signature: Date: Approval: Print Name: Title: City Divisional Coordinator Signature: Date: