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Resolution #3981 RESOLUTION NO 3981 A RESOLUTION APPROVING A PURCHASING POLICY FOR THE CITY OF CANTON, ILLINOIS WHEREAS, departments for the City of Canton must procure goods and services for the efficient operation of their departments; and WHEREAS, there is a need for a written policy that will provide general reference on the process to procure goods and services by the various departments; and WHEREAS, the head of each department, as well as the City Council of the City of Canton, Illinois, has reviewed and discussed the terms of the Purchasing Policy, a copy of which is attached hereto and incorporated herein as Exhibit A; and WHEREAS, the City Council of the City of Canton, Illinois, has determined that it is desirable and, in the best interest of the City of Canton, to approve said Purchasing Policy. THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF CANTON, ILLINOIS, AS FOLLOWS: 1. That the Purchasing Policy, which is attached hereto and incorporated herein as Exhibit A, is hereby approved in the form attached as Exhibit A. 2. That the City staff, may, from time to time, propose changes to the Council in the purchasing policy to streamline the process and provide for the highest level of accountability in the expenditure of public funds. 3. That this Resolution shall be in full force and effect immediately upon its passage by the City Council of the City of Canton, Illinois, and approval by the Mayor thereof. PASSED by the City Council of the City of Canton, Illinois at a regular meeting this 17 day of April 2012, upon a roll call vote as follows: AYES: Aldermen Schenck, Pasley, Fritz, West, Nelson, Ellis, Pickel, Hartford NAYS: None ABSENT: None APPROV D: Kevin R. Meade Mayor i' ATTES . , Diana City Clerk 1 1 City of Canton Purchasing Policy Adopted: February 21, 2012 Introduction: The purpose of this document is to provide a purchasing policy and procedure as guidance for the City of Canton's operating departments in procuring goods and services. This policy is intended for use by City personnel as a general reference and will be revised for departmental distribution as policies and procedures require revisions or clarification. The policies and procedures set forth in the manual are meant to serve as guidelines and will not be applicable to every purchasing situation that may arise. When purchases that are not covered by this manual are necessary, they should be made in accordance with the objectives outlined below. 1. Purchasing services, commodities, materials, and equipment of sufficient quality at the most economical price available and which best meet the needs of the City; 2. Purchasing in an open, forthright, and ethical manner; 3. Purchasing in a manner which will comply with all local, state, and federal laws; and 4. Purchasing in a timely manner so that services, commodities, materials, and equipment are available when needed. Purchasing Function and Responsibilities: Sections 8-9-1 and 8-9-2 of the Illinois Municipal Code (65 ILCS 5/8-9-1) establish the dollar value for requiring sealed bids for public works contracts and municipal supplies. The City Council may by a 2/3 majority vote waive bids and negotiate purchases. The City currently utilizes the State threshold for sealed bids. Effective August 5, 2005, Public Act 94-0435 increased the municipal bid threshold from $10,000 to $20,000. The following amounts shall be the maximum amounts of city funds which may be expended on unbud~eted items by the listed officials on official business for the city without prior council approval: Mayor $3,000.00 Department Heads $2,000.00 2 The following amounts shall be the maximum amounts of city funds which may be expended on unbudseted items by the listed officials on official business for the city on an emergency situation without prior council approval: Mayor 10 000.00 Department Heads 5 000.00 City Ordinance 1986 Article 1-16-3 of the Canton City Code states as follows: "Powers and Duties: The City Administrator shall be responsible to Mayor for proper administration of all affairs of the city. In discharging this responsibility the City Administrator shall, as directed by the mayor: (AJ Supervise and coordinate the administrative function of all departments, offices and agencies of the city... (F) Coordinate activities between the departments to ensure efficient utilization of resources and maximize interdependent coordination. (M) Oversee the operations of the City Administration department providing assistance when needed." Procedure: The Mayor and each Department Head shall be responsible for purchasing items up to their respective limits while following these prescribed procedures for his/her department. All purchases much meet department requirements and are to be purchased at competitive prices. It is the desire of the City to purchase from Canton vendors whenever possible. This can be accomplished by insuring that local vendors who have goods and services available which are needed by the City are included in the competitive shopping process which will precede most purchases. The City has a responsibility to its residents, however, to insure that the maximum value is obtained for each public dollar spent. It is assumed that local vendors who wish to do business with the City will offer the lowest possible quote for the item being purchased. The City Purchase Order Form must be completed and signed by the Department Head by entering the necessary data under the procedures established in this policy. In order to insure expeditious processing for purchase order it is important that all forms are completed accurately by the requisitioning department. Purchases and Contracts Under $1,000 Items and contracts $1,000 or (ess are not subject to any bid/proposal requirements and shall be at the discretion of the Department Head or his/her designee to determine if the price is fair and equitable. However, as time allows price comparisons may be obtained. When items purchased are of a varying nature and quantity, as is the case with office supplies and auto parts, standard discounts will be negotiated with several suppliers. 3 Purchases and Contracts Between $1,000 and $5,000 Items and contracts in excess of $1,000 but less than $5,000 may be purchased after obtaining two or more verbal price quotations. These quotations may be obtained via telephone or in person from the vendors and must be submitted on a Price Inquiry Form with the Purchase Order Form. Purchases and Contracts Between $5,000 and $10,000 Items and contracts in excess of $5,000 up to $10,000 may be obtained after receiving two or more written quotations when and where possible (or if the situation dictates, oral quotes, followed by vendor written confirmationj. A quotation that is submitted via a facsimile machine by the bidder shall meet this requirement. These quotes must be submitted with the Purchase Order Form. Considerations for Purchases Less Than $10,000 Per Item: Purchase standard "off the shelf" items rather than special or custom made products. Whenever practicable, buy in quantities which are standard, (i.e.: a dozen, a full carton, etc.) to realize better prices. Also, care should be taken to consider the shelf life of the item needed. Generally speaking, when making purchases less than $10,000 per item, the specifications, terms and conditions, and other requirements are usually simplified compared to formal competitive bidding. This method of purchasing saves staff time when compared to the process required for formal bidding. Purchases and Contracts Over $10,000 Per Item Formal bids/proposals are designed to protect the interest of the bidder, as well as the City of Canton and to do away with favoritism by reinforcing the concepts of openness and impartiality. The following guidelines shall be followed when soliciting for purchases and contracts in excess of $10,000 per item: 1. Bids/Proposals - Services, Commodities, Materials, or Equipment in Excess of $10,000 Except as otherwise specified, all services, commodities, materials, or equipment that cost in excess of $10,000 shall require solicitation of competitive bids/proposals. This process may be waived in emergencies or where it is impracticable. 4 2. Advertisement for Bids/Proposals Where required by state or local law or this policy, the City shall advertise by invitation or publication in newspaper or trade journals for sealed bids/proposals for any proposed work, materials, commodities, or equipment. Such advertisement shall be inserted not less than 10 days or more than 30 days before the date set for opening bids/proposals. The notice for bids/proposals need give only a general description and/or plans and specifications shall be on file in the Administrative Office for inspection. The advertisement may call for each bid to be accompanied by a cashier's or certified check or bid bond in an amount equal up to 10 percent of the bid, to secure said bid. However, there shall be no duty on the part of the City, or its employees, to convert said check or bond into cash, and the bidder shall accept all responsibility for failure of the bank to pay or honor sums. Said bids/proposals shall be opened by the City Clerk and reported to the City Administrator, the Mayor, and City Council. The contract shall be let to the lowest responsible bidder, except that all bids/proposals may be rejected and any advertisement shall so state. It should be noted that if only one bid/proposal is received a contract may still be awarded. Care must be taken to make sure the bid/proposal meets all statutory procedures and that the price received is fair and reasonable. This will help avoid any claims of impropriety. In the event of a tie between two vendors, the contract will be awarded after taking into consideration such factors as past performance of the vendor, locality, delivery time, and any other factors deemed appropriate. Public Works Contracts in Excess of $10,000 1. Bids/Proposals - Public Works Contracts Between $10,000 and $20,000 Contracts in excess of $10,000 up to $20,000 may be obtained after receiving two or more written quotations when and where possible (or if the situation dictates, oral quotes, followed by vendor written confirmation). A quotation that is submitted via a facsimile machine by the bidder shall meet this requirement. These quotes must be submitted with the check requisition form. 2. Bids/Proposals - Public Works Contracts in Excess of $20,000 5 Section 8-9-1 of the Illinois Municipal Code requires that a municipality go out to bid for any work or other public improvement which is not to be paid for in whole or in part by special assessment or special taxation when the expense thereof shall exceed $20,000 (65 ILCS 5/8-9-1). The municipality must let the contract to the lowest responsibility bidder in manner and form as is prescribed by Ordinance, except that any such contract may be entered into without advertising for bids by a vote of two-thirds of the Trustees elected. Whenever, the requirement for advertising for bids is waived by the City Council Members, the reason for the waiver must be stated publicly. Acceptable reasons for waiver of the bid requirements include but are not limited to: a. an emergency purchase; b. only one vendor available; c. equipment standardization; d. the technical nature of the item makes competition impractical; e. use of joint governmental purchasing program; f. intergovernmental cooperation governing public improvement projects; or g. competitive unit prices from a previously awarded contract. 3. Bids/Proposals - Public Works Contracts in Excess $100,000 Contracts in excess of $100,000 follow the same rules as contracts in excess of $20,000, but the contract has to be awarded to a company that participates in an approved BAT (Bureau of Apprenticeship Training) program, as per Resolution No 3748. 4. Advertisement for Bids/Proposals Where required by state or local law or this policy, the City shall advertise by invitation or publication in newspaper or trade journals for sealed bids/proposals for any proposed work, materials, commodities, or equipment. Such advertisement shall be inserted not less than 10 days or more than 30 days before the date set for opening bids/proposals. The notice for bids/proposals need give only a general description and/or plans and specifications shall be on file in the Administrative Office for inspection. The advertisement may call for each bid to be accompanied by a cashier's or certified check or bid bond in an amount equal up to 10 percent of the bid, to secure said bid. However, there shall be no duty on the part of the City, or its employees, to convert said check or bond into cash, and the bidder shall accept all responsibility for failure of the bank to pay or honor sums. Said bids/proposals shall be opened by the department head and reported to the City Administrator, the Mayor, and the City Council. The contract shall be awarded to the 6 lowest responsible bidder, except that all bids/proposals may be rejected and any advertisement shall so state. It should be noted that if only one bid/proposal is received a contract may still be awarded. Care must be taken to make sure the bid/proposal meets all statutory procedures and that the price received is fair and reasonable. This will help avoid any claims of impropriety. In the event of a tie between two vendors, the contract will be awarded after taking into consideration such factors as past performance of the vendor, locality, delivery time, and any other factors deemed appropriate. Emergency Purchases Emergency purchases are made to protect public health, safety, and welfare that are threatened due to an event that has occurred or may soon occur. An emergency purchase shall be considered to be warranted when the purchase of supplies, equipment, or services is necessary to maintain continuation of vital City services. When an emergency exists, the Department Head or his/her designee should inform the City Administrator or his/her designee not later than noon of the work day following the emergency purchase as to what was required to correct the emergency situation. The City Administrator or his/her designee will notify the City Council by e-mail within 24 hours of receiving notification of the emergency and what was required to correct the emergency situation. While the need for occasional emergency purchases is recognized, this practice shall be discouraged as much as possible. On-going materials and services utilized by the City should never be considered as an emergency purchase. Poor planning, inaccurate usage history, and inadequate forecasting, however, are often responsible for expedited purchases and are not bona fide emergency situations. Planning in advance for the needs of the department is the key to avoiding emergency purchases. Emergency purchases are normally costly and should be kept to a minimum. They are usually made hurriedly, on a non-competitive basis and at premium prices. Most vendors charge a premium when goods must be obtained immediately. By avoiding emergency orders, the City will save money. Petty Cash Purchases A petty cash fund has been established to expedite miscellaneous small purchases. The use of petty cash funds is authorized for reimbursement purposes. Petty cash funds should not 7 exceed a single purchase amount of $50 unless previously authorized by the City Administrator, City Treasurer, or City Comptroller. Use of petty cash is intended for convenience and/or unforeseen purchases. It is not intended to circumvent the established purchasing procedures or to avoid proper planning of activities. Petty cash should be limited to: 1. The purchase of items which are not ordinarily on hand in the City. 2. The payment of handling or C.O.D. charges for goods delivered. 3. Small purchases that must be made in a timely fashion. In order to receive reimbursement, it is mandatory to present an itemized receipt obtained from the vendor and complete a Petty Cash Slip. Petty cash is available from the City Treasurer or the City Comptroller. Credit Card Purchases Prior to any employee receiving a City credit card, the employee is required to sign a Cardholder Agreement form. After an employee signs the Cardholder Agreement form, it may take up to six weeks to process and obtain the card. Employees with a City credit card will be asked ta sign a new Cardholder Agreement every April prior to the start of a new fiscal year. Refusal to sign the Cardholder Agreement will result in immediate cancellation of the City credit card. Cancellation of a City credit card can be requested by an employee or their Department Head at anytime. Upon separation from employment with the City, the credit card must be returned to the City Treasurer/City Comptroller for cancellation and disposal. When purchases are made on any City credit card, an itemized receipt must be attached to the statement in order for the City Treasurer/City Comptroller to process the payment. If a receipt is not available, a Missing Receipt Statement must be filled out and signed by the Department Head prior to submitting to the City Treasurer/City Comptroller. If not approved by the Department Head, the employee is responsible for paying the total amount of the purchase. The City credit card may not be used for the following purchases: • Meals and related expenses while cardholder is in a per diem travel status • Alcohol or any substance, material or service which violates policy, law or regulations pertaining to the City of Canton • Personal expenses • Cash advances 8 • Prescription drugs/controlled substances • Equipment with a trade-in • Any purchase that is prohibited by current City purchasing policies and procedures Only the approved cardholder may use the City credit card. Use by anyone other than the cardholder is prohibited. The card is NOT transferable between cardholders or departments. Purchasing card transaction must not be split to divide a larger purchase, which is over the cardholder's single purchase limit. The cardholder shall retain a copy of the original itemized charge slip/receipt or invoice for all goods and services purchased, and any other information related to the purchase. These items need to be forwarded on to the Department Head as soon as possible for inclusion with their monthly report. It is the responsibility of the cardholder to attempt to resolve any disputes with a vendor. If a resolution is not possible, the cardholder should report the problem to the Department Head and the City Treasurer/City Comptroller. The cardholder is responsible for reporting the loss/theft of the card immediately to Wells Fargo (1-800-231-5511), the Department Head, City Administrator and the City Treasurer/City Comptroller. Employees using their own credit cards to make purchases on the City's behalf should follow the same guidelines stated above. Employees should not use their own credit cards unless it is an emergency situation or they have prior approval from their Department Head. To the degree practicable, City issued credit cards shall be utilized. Misuse of the card is considered a violation that could result in disciplinary action. If it is determined that a card has been used inappropriately, the card will be immediately cancelled and a full reimbursement for those charges will be made to the City. Expenditure Reimbursement Guidelines Employees must complete an Expense Report Form with attach itemized receipts and obtain Department Head approval. If a receipt is not available, a Missing Receipt Statement must be filled out and signed by the Department Head prior to submitting to the City Treasurer/City Comptroller. If not approved by the Department Head, the employee is responsible for paying the total amount of the purchase. The Department Head needs to submit a Purchase Order with the Expense Report Form and itemized receipts to the City Treasurer/City Comptroller to process the payment. 9 The City will not reimburse the following expenses: • Meals and related expenses while cardholder is in a per diem travel status • Alcohol or any substance, material or service which violates policy, law or regulations pertaining to the City of Canton • Personal expenses • Prescription drugs/controlled substances • Equipment with a trade-in • Any purchase that is prohibited by current City purchasing policies and procedures Travel Expenses Reimbursable travel expenses include only those expenses incurred while traveling on official City business. Expenses will be reimbursed per the guidelines located at U.S. General Services Administration (www.gsa.gov) unless otherwise stated. Milea e Employees utilizing personal vehicles shall carry their own insurance with business use protection. The employee's personal vehicle insurance coverage is considered primary. Google Maps will be used to determine mileage among all points of travel. All vicinity mileage must be justified with an explanation on the Expense Report Form. Employees are still expected to record beginning and ending odometer readings for exact mileage in the event of a traffic detour. Mileage reimbursement will be refunded at the current rate dictated by the IRS. Meals To be eligible for a meal reimbursement while traveling on official business, the employee must be in travel status for more than three (3) hours within the meal time frame and be a distance of at least 10 miles from headquarters or home, whichever is closer. In the event that meals are included in a registration fee, no meal allowance should be claimed for that meal. Meal expenses are reimbursable when procured at a prearranged place such as a hotel or restaurant where a meeting, conference or training session is held. An itemized receipt is required to obtain reimbursement. Tips of up to 18% are reimbursable by the City. Alcohol is NOT reimbursable. Re~istration Fees If lodging and/or meals are included in the registration fee, the lodging and meal expense cannot be claimed for reimbursement. Whenever lodging and/or meals are included in a conference or registration fee, they must be noted on the Expense Report Form. 10 Miscellaneous Exqenses Miscellaneous business expenses associated with travel are reimbursable. Individual expense items MUST be supported by paid itemized receipts. All miscellaneous expenses are reported in the Expense Reimbursement (For items other than travel expenses to be reimbursed) section the Expense Report Form and must be explained in the space provided at the bottom of the form with sufficient information to be verified. Examples of allowable miscellaneous expenses include: needed work supplies purchased on an emergency basis, taxi fares, business telephone calls, etc. Miscellaneous expenses do NOT include tips and taxes on meals. If a receipt is not available, a Missing Receipt Statement must be filled out and signed by the Department Head prior to submitting to the City Treasurer/City Comptroller. If not approved by the Department Head, the employee will not receive reimbursement. Educational Reimbursement The City shall reimburse the employee for tuition and books required for attending any job related course or for attending any course required for a job related degree, in the amount not reimbursed by other agencies, provided the Mayor and the Department Head approve such in advance. The employee must fill out an Educational Reimbursement form prior to the beginning of the course. The above requirement would be contingent upon the successful completion of such a course. Successful completion is obtaining a grade of "C" or higher. The City will also pay the cost for continuing education to maintain any required license. 11 '~E i~"i'~' CN~ CJ0.t+~~1 ~ ~Cl'H ~ ~1" +~~'+C~1 ~ t"~~C1 i,~''3 ~ ~ ~_R~~.~..~..~.~..~. u~~~r r~~~r« ~~~3 P~Y~AA~~1~ ~ ._.~..,„w.. ...,.M..,....,~ ~ ~ •r,~, ~,f ~1p~ t~e" _ ,.~m . ~ ,A,. ~ <.~_.w, . A ~ ,m,. _ ,a.,~.m ~ mx.. ~ , ~ ~ ; ~ ~ r . . . _ . .,.m.,_.~..~..... ~ ~ a~,.. _.m~ , ~ r _ 4......~,,.,,., ~ ~..N..-. _ ~ ~ ~ : , _ > Y . ..r..~_.~,~rK...__ 'I,_.,... 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Main St. Canton, Illinois 61520 (309)647-0020 PRICE INQUIRY FORM To: From: Phone Fax Phone Fax Contact Person Contact Person Item Unit Extended Quantity Number Description Cost Cost TOTAL PRICE NOTICE TO VENDOR: Please provide the price information, sign the original and return it to the sender indicated above. All price quotes must be received by Signature: Title: Printed Name: Date: 13 MISSING RECEIPTSTATEMENT Cardholder & Transaction Information _ . _ _ Cardholder Name: Current Date: . _ . _ Dept Name: Transaction Date: _ _ . _ Expense Account: Statement Date: . . _ . _ Vendor Name: Amount: $ Receipt Attached ~ . : _ _ : _ _ No furtheraction neededj ; ' i ' Receipt Lost ~ ;(Ifthe invoice has been lost, complete description below) ' v~ 3~~`~y ~ ~ ~ r ~ ~ ~ ~ ~~~t ~ ~ z~~~~''~t~~c~r~ ~ ~ zt~~~i~~ sk`y. c : Y ~ s ra l ~~i~,gr~ ~~h £ . ~ d ~ f € : mf t~?,~,? ~ y~ 'r~ ~ ~ g "Z. . ~i '~„a~ ~ k a h _ ~ ~ ~ t~ ~ ~ c~iy ~ ~ ~ ~ ~ i FI~~ ~ : G 4 . h; ~a ~ ~S~~~n;~ ,s~~~a ~ ~ e~ 3 ~ ~ ~ `i ~ ~y~/'~, 9 ~ ~ s ~ 3 _ i~t' ~ ~~~~a;,.~° \ ~r -:.:.,`.;~u ysri`~Y:,~'.. m y~r~~~.~ ~ ~ ~i .~s t ~ v ~ ~ ~;'~a~~, v~ ~ : y ~ ~ ~a t c ~ c > ~ ~ ~ ~ a s ` ~ ~ ~u ~~~r ' ~ ~ ~r ~ ~ ~r ~f ,s ~ a~fv~~s i~ x a r. '`F~ ~ ~ ~ r''~ ~ . ~ i ~ ~ . ~ T~a,~a ~w-\'i c l~ rs,~ s x~ 3 c ~4 3 ~g z~i 4 Y ~ 3 : ~Y . % ','a ~ ~ `a ~ , .t` ~s"~~'~ ~ ~ ~ rt Y:: rrfi~ Y'~~~• b f~ ~ / ~ !t ~ \S ~ ,k7~ `~F~~.~'" , a~~. y ~ ~ ~ , ~ k~i ~ ~is~ , t~ G1-~ 3 ~j 1 : €ry a ~ ^~':v`~ ~ ~ 'F' f' /js F+ ~~Y. . ~a~~~ ~ ~ , a ~n~. _ a~~ ~ ~ P~~~ 3 ? -6 ~ ~ ~ ~ ~ ~ ~ ~r a ~ ~ ~ ~~`K,. ~ a~~~~ ~ ~ ~ ~ ~ ~ f, ~ ~ ~ ~~~~~.~a~~~~'~ ~ ~~~r:~~~~~~~~~ ra.~ r ~ ' ~`i t a~ ~ ~ ~ ~ ~rr ~Z ~ ~ r ' ~~y~~ ~ ~ z > ' .^~f~~~a~~~a` ,~r a ~ 3~ 2 ~ ~ ~ ~y, ~ix."., ~ ' Missing Receipt Affidavit ' I certify that the transaction amount documented above was incurred on behalf of the City of Canton ' as a legitimate business expense. The charge complies with the City of Canton's purchasing policy and _ _ authorization limits. This form is submitted as a substitute to the original missing receipt. _ _ _ _ ' Cardholder 5ignature ' (ForAcknowledgement of Affidavit) , THIS SECTION TO BE COMPLETED BY ; DEPARTMENT HEAD ' . . Approved By: . . ' (Print) _ ' . _ ~ Signature: Date: . _ Dept Head _ Signature. . Date: _ . . ~ _ ~ ~ One missin statement form~ er each recei~ . . _ g p pt. _ _ 14 _ _ _ _ Please save this ~le as a new excel file for ynur records. Pnnf this file for signatures after filling out all pertinent data ' Please be swe to attach ell receipts to this form lor all expenses. City of Canton EXPENSE REPORT FORM ~ , ~a ` ~ ~z~ ~ ~,a Date ~ , Name: ' Treve~ _ _ _ Date Destination Pur ose Miles Meals Lod in Other S - S - S - Totals: r i>,.--~„ ~ ~+~<a~ ~ _ Tolls Miles Personal Vehicle: 5~~~~~.~~; x 0.555 r' Travel Budget Code: o~-saaso Travel Expense Total: .;2 ~,~~f~^~ ' 'Grdnd Total includes the cost o/ mileage, meals, lodging, and other travel . ' expense _ _ _ _ _ Expenae Relmbumement (For ltema otl?er ihan trave/ e~rpenses to be relmbursed) ' ' Date Business Pu ose Amount Bud et Code ' Total Reimbursement ~ ~ ~ ~ ' . . _ _ Total Travel Expenae: Travel Advances . Make Check Payable to: Date Business Pur ose Amount Bud etCode ' Total Advances ~ ' _ Total Due Employee $ , Employee Signature: Supervisor Signature: Fortn #031709' . _ 3/09 _ _ _ 15 City of Canton Cardholder A~reement The City of Canton credit card is essentially a standard credit card in which the credir liability rests with the City instead of the individual cardholder. The credit card empowers the cardholder to purchase goods, services and/or travel on behalf of the City. I agree to the following regarding my use of the City of Canton Credit Card. I understand that by signing this agreement it is my responsibility to adhere to policies and procedures made by the City of Canton. Including, but not limited to the following: 1. I understand by using the City of Canton Credit Card and making financial commitments on behalf of the City, I will strive to obtain the best value for the City. 2. I will submit a detailed original receipt to my department head immediately after a purchase, ensuring receipt of purchased goods. 3. I understand that under no circumstances will I use the City of Canton credit card for personal purchases, either for myself or for others. 4. I understand that should I willfully or negligently violate the terms of this Agreement and use the City of Canton credit card for personal use or gain that I will reimburse the City for all incurred char~es and anv fees related to the collection of those charges. Under no circumstances are reimbursements to be made to Wells Fargo. 5. In reading this agreement, I understand the procedures covered in the Agreement and agree to abide by them. I understand that my failure to adhere to these procedures constitutes misuse of City property and may result in cancellation of the City of Canton credit card and/or possible criminal charges. 6. I have been given a copy of the Credit Card Quick Reference sheet and I understand the basic requirements for using my City of Canton credit card. I acknowledge receipt of the City of Canton credit card. Credit Card Number Expiration Date Cardholder Name (Print) Cardholder Signature Date Department 16 City of Canton Education Reimbursement Form Course Approval Instructions: Prior to starting your course, complete this form and turn it into your Department Head. Please complete a separate form for each course you intend to take. Incomplete forms will be returned to you for completion. Emalovee Information Name Soc. Sec. No. Department Work Phone # Home Address School Information Name Course/Certification/Licensin~ Information Course Title Course Number Credit Hours Course Starts / / Course Ends / / Tvpe of Course: _ Graduate _ Undergraduate _ On-Line Distance Learning _ Seminar/Conference _ Other (including Certification/Licensing Fees or Exam) Is this course part of a degree program in which you are enrolled? Please give the name of the degree and date of expected graduation. 17 Graduate _ Yes _ No Undergraduate _ Yes _ No Course Tuition $ Books $ Citv Approval: Fees, materials, etc. $ Amount to be Paid: $ Total Request $ I hereby certify that the information I have provided on this form is truthful and accurate. Applicant's Signature Date Department Head's Signature Date Mayor's Signature Date 18 ~ ~ ~ ~ ~ ; Petty Cash Receipt ; , ~ , ; ~ ; Date No. ~ ~ ~ ~ Amount $ ; , ~ , , , ~ Description ~ ~ , ~ , ~ , ; Charged to ~ ~ ; ~ - _ _ ~ Received by ~ ~ ; ~ Approved by ~ ~ ; ~ , ~ , ~ , ~ , ; Petty Cash Receipt ; ~ , ~ , ; Date No. ~ ~ ~ , ~ ~ ~ ~ Amount $ ' ~ ~ ~ ~ ~ ; Description ; ~ ~ ~ . ~ ; Charged to ~ ~ ~ ~ ~ ~ Received by ~ ; ~ ~ Approved by ~ ~ ~ ~ s------------------------------------------------------------------------------------ ~ ~ ' ~ ' ; Petty Cash Receipt ; ~ , ~ ~ ; Date No• ~ ~ " ~ ~ Amount $ : ~ , , ~ , ; Description ~ ~ , ~ , ; Charged to ~ ~ ~ ~ Received by ~ ~ ~ ~ Approved by ~ ~ ~ ~ ~ ~ ~