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Department administers the program, issues and cancels cards, and may adjust limits or revoke card privileges at any time. Cards are issued in the employee’s name and may not be transferred, shared, or used by any other person. 8.2 Purchasing and procurement compliance Purchasing cards may be used only for allowable Town business purchases. All purchasing card transactions must comply with the Town Procurement Policy and all applicable approvals, quotes, bids, contracts, and documentation requirements. Use of a purchasing card does not replace or bypass procurement requirements. 8.3 Sales tax The Town is generally exempt from sales tax where applicable. Cardholders are responsible for using tax-exempt documentation when required and for addressing sales tax charged in error in accordance with Finance procedures. 8.4 Documentation and reconciliation requirement Cardholders must maintain itemized supporting documentation for all transactions and must reconcile activity in the form and timeframe established by the Finance Department. Reconciliations must be completed and submitted in accordance with the Town of Hamburg Purchasing Card Reconciliation Procedures. Transactions must be reviewed and approved by the Department Head (Approver) or authorized designee. Cardholders may not approve their own transactions. Finance will perform compliance reviews and may require additional documentation at any time. 8.5 Noncompliance and escalation Failure to submit complete reconciliation documentation within required timeframes, as defined in the Town of Hamburg Purchasing Card Reconciliation Procedures, repeated missing documentation, or other noncompliance may result in escalation, up to and including temporary suspension or revocation of card privileges and disciplinary action, consistent with Town policy and applicable law. The Finance Department may place administrative holds or suspend card privileges until compliance is restored. 8.6 Exceptions and disputes Missing receipts, disputed charges, returns, and credits must be handled in accordance with Finance procedures and the bank’s requirements. Cardholders are responsible for reporting and initiating disputes with the bank/credit card company within required timeframes and for providing dispute documentation to Finance upon request. 8.7 Card security and safeguarding Cardholders must safeguard the card and account number at all times and must not store or transmit full card numbers through unsecured methods. The card and account number may not be shared. The cardholder is responsible for all charges made to the assigned account. 8.8 Lost, stolen, or compromised cards If a card is lost, stolen, or compromised, the cardholder must immediately notify the bank and then notify the Finance Department as soon as the initial report is made. Purchasing Card Policy | Effective: 02/23/2026 | Rev. 1 Page |3 28