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HomeMy WebLinkAbout108.006 - VISA and Cal-Card Usage ADMINISTRATIVE MANUAL PAYROLL AND FINANCE 108.006 VISA & CAL CARD USAGE EFFECTIVE: JUNE 2020 Current Revision Date: 07/08/21 Next Revision Date: 07/08/24 Author’s Name/Rank: Ted Semonious, Deputy Fire Chief Review Level: 1 Administrative Support: Evelyn Yin-Zepeda, Management Analyst II ADA PURPOSE The purpose of this policy is to define when City of Fresno (City) financial resources, in the form of a VISA & CAL Card (Credit Cards), are to be used to purchase supplies, tools and/or equipment for those circumstances in which items cannot be provided for through normal operations of the Department’s Logistics Section. APPLICATION This policy applies to members of the Fresno Fire Department (FFD or Department) who are assigned a Credit Card. Cards may be used to maintain a facility/apparatus within the parameters established in this policy. The use of a City Credit Cards is further defined in Administrative Orders 1-9, Credit Card Use Policy and 3-9, Purchasing Card (CAL Card) Use Policy. OPERATIONAL POLICY Under normal circumstances, consumable supplies, tools, and equipment are procured through the Department’s Logistics Section. This practice helps to ensure adequate tools and supplies are available to provide the highest level of service to the members of the public. In those circumstances in which items cannot be provided for through the normal operation of the Logistics Section or it is more efficient for the Credit Card holder to procure said item, Credit Cards may be used by non-Logistics Section Department members. The intention is to utilize the Credit Card at the station level for smaller maintenance projects that can be completed by station crews rather than waiting months for a repair requisition to be completed. Captains that would like to handle projects at the station utilizing a Credit Card should seek approval from their Battalion Chief prior to any purchase, providing estimates of the project. Captains assigned a Credit Card are authorized to spend no more than $250 per purchase at the location noted in the approval. Section 108.006 Page 1 of 3 Under all circumstances when the CAL Card is utilized to procure supplies or other, the details associated with the purchase will include: Project it is used for. Reason it could not be procured through the Logistics Section in a timely manner. The receipt for purchases. This documentation will be emailed through the Battalion Chief, to the Operations Deputy Chief and Department Business Manager immediately following the purchase. City VISA cards are issued to Chief Officers in order to facilitate operational effectiveness in procuring supplies and food for emergency incidents (as appropriate) and/or training classes or meetings that work through normal meal periods or prolonged incidents, refer to definitions. Attempts will be made to limit the cost associated with providing meals to the lunch per diem rate found in Administrative Order 1-4, Expenses on City Business. Chief Officers are responsible to determine what is the most prudent decision regarding whether a meal purchase is appropriate and what is the most fiscally responsible choice. Under all circumstances when the VISA card is utilized to procure supplies or food, the details associated with the purchase will include: Incident/meeting it was used for (include particulars related to time of day, size, and duration of incident). Reason it could not be procured through the Logistics Section in a timely manner. FD-49 Meal Procurement Form. Receipt for purchases. This documentation will be emailed through the Battalion Chief, to the Operations Deputy Chief and Department Business Manager immediately following the incident. If CAL Card or VISA card purchases are made that fall outside the City Administrative Order’s 1-4, Expenses on City Business, 1-9, Credit Card Use Policy, and/or 3-9, Purchasing Card (CAL Card) Use Policy, corrective action will occur, and cards may be revoked. The fiscal responsibility of utilizing either a Department VISA or Cal Card is significant, and members are expected to manage their decisions as such. Section 108.006 Page 2 of 3 INFORMATION This section intentionally left blank. DEFINITIONS 1. Meal Periods: A one (1) hour period within the hours of 6:00am -8:00am (breakfast), 11:30pm -1:30pm (lunch), and 5:00pm -7:00pm (dinner). 2. Prolonged Incidents: Firefighters have been on scene at an incident lasting greater than four (4) hours, where the incident commander projects the incident will last at least an additional hour, and where firefighters cannot be relieved to return to the fire station. CROSS-REFERENCES City of Fresno Administrative Order 1-4, Expenses on City Business 1-9, Credit Card Use Policy 3-9, Purchasing Card (CAL Card) Use Policy Administrative Manual Section 106.055, Meal Procurement Form (FD-49) Section 108.006 Page 3 of 3