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Town of Hamburg Purchasing Card Policy 1. Purpose The purpose of the Town of Hamburg Purchasing Card Program is to provide an efficient method for making approved, business-related purchases while maintaining strong internal controls and compliance with Town procurement requirements. The program is intended to reduce paperwork, improve vendor payment timeliness, and support operational needs. The Town may also receive a rebate based on total card spending under the card agreement. Purchases must be driven by legitimate business need and may not be made solely to increase rebate earnings. 2. Scope This policy applies to all Town of Hamburg departments and all Town-issued purchasing cards, including physical and virtual cards, if applicable. 3. Policy Statement Purchasing cards may be used only for legitimate Town business. All purchases must comply with the Town Procurement Policy, applicable approval requirements, and all other Town financial policies. The purchasing card is a payment method and does not replace required quotes, bids, approvals, or documentation. 4. Roles and Responsibilities The following roles support program accountability and internal controls: Cardholder: Makes approved purchases, safeguards the card and account number, obtains itemized receipts/supporting documentation, completes the monthly usage log, and resolves issues promptly. Approver (Supervisor or Department Head): Reviews transactions for necessity, compliance, documentation, reasonableness, and proper account coding. The Approver is responsible for ensuring the Cardholder understands Purchasing Card Policy expectations and applicable Finance procedures before card use begins and for reinforcing those expectations as needed. Approvers must confirm the employee’s operational need for a card and notify Finance and Personnel when duties change or employment ends. The approver may not approve their own purchases. For Department Heads issued a purchasing card, the Town Supervisor will serve as the Approver. Program Administrator (Finance Department): Administers the program, issues and cancels cards, sets limits, maintains program records, and reviews monthly logs. Purchasing Card Policy | Effective: 02/23/2026 | Rev. 1 Page |1 26