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8.9 Separation from employment or change in duties Cardholders must surrender the purchasing card immediately upon termination, retirement, change in duties, or upon request by the Town. 9. Violations and Enforcement Improper or unauthorized use of a purchasing card may result in revocation of card privileges and disciplinary action up to and including termination. If a card is used for personal purchases, the cardholder must reimburse the Town for the full amount of the purchase and may be responsible for any costs associated with collection, as permitted by law and policy. 10. Records Retention and Audit Purchasing card logs, receipts, and supporting documentation must be retained in accordance with the Town’s records retention schedule. Finance, internal reviewers, and auditors may request documentation at any time. 11. Appendix Reference (Templates and Forms) Forms and templates referenced in this policy are maintained in the Appendix at the back of the Town’s Policy and Procedures Manual. Departments must use the most current version. Current items include: Purchasing Card Policy Acknowledgement 12. Document Control Document: Town of Hamburg Purchasing Card Policy Adopted: 01/23/2023 Effective Date: 02/23/2026 Revision: Rev. 1 Revised/Readopted: 02/23/2026 Owner: Finance Department Supersedes: All prior versions of this policy Purchasing Card Policy | Effective: 02/23/2026 | Rev. 1 Page |4 29