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HomeMy WebLinkAbout2646 Purchasing Card Program & ProceduresM., PROCEDURE - City of Sanford, Purchasing Division , Title of Procedure: PPROVALS , Purchasina Card Proaram Marisol Odd ez, Purchasing Manager Procedure No. 16-100 Date of Last Update: 7.21.2025 Cynthia Lindsay, Financ6 Director Reference: It is noted that the following procedure is Neither applicable to Nor connected with City of Sanford, Administrative Policy 2.3 Credit Card Security which governs the security requirements as required by the Payment Card Industry Data Security Standard Program as related to customers of the City using their personal credit cards and debit cards to effect payments for amounts which they owe to the City of Sanford. 16.0 Purchasing Card (p-card) Program: The procurement policy of the City provides for and authorizes a purchasing card (p-card) program which makes use of City issued credit card known as a p-card to expedite and streamline small purchases on behalf of the City. This applies to all organizational entities and all employees of the City who have been issued a p-card. A. City employees who have been issued a p-card are hereinafter referred to as "cardholders." 16.1. These procedures, applicable policy and controls have been established and are maintained to regulate the process in which p-cards issued by the City are used only on behalf of the City and limited to authorized purposes. A. The cardholder shall not allow or extend the use of or access to a p-card issued to them to any other individual, City or non -City employee(s). Employees of the City who have not been assigned or issued a p-card shall not use another employees' p-card under any circumstances. Such use and purchases are unauthorized. B. The cardholder is responsible to ensure that the use of a p-card(s) issued to him or her shall comply with all policy, procedures, regulations, p-card agreement and controls applicable to the use thereof. (1) PIN"s: It is noted that each p-card shall have an assigned personal identification number (pin) which must be entered at the time each transaction is completed. In addition to other security measures, the need to enter the pin will serve as a reminder if a card holder accidently attempts to use the City's p-card for a personal charge. (a) The pin may be established or changed, using the cardholder's selection of numbers, when the individual card is activated. (b) Anyone experiencing difficulties at the point of sale are instructed to call the toll free number on the back of the card. Please note, this is the time that an issue can be appropriately identified and resolved. Otherwise, actual resolution of an issue may not be possible after the fact. C. Compliance: P-card holders shall comply with the items indicated below: (1) The Cardholder Agreement (2) Purchasing Policy, applicable Directives, Procedures and Notices issued by the City. (3) Documentation requirements: maintenance and reconciliation of receipts, p-card statements as applicable whether verbal, electronic or written. (4) Constraints and items covered by the restricted item list (16-A.3) (5) Competition requirements applicable to the threshold relevant to the purchase. Revised 7.21.2025 16.2 The Process: The p-card authorization process occurs through an electronic system that supports the purchasing card processing services under the agreement established between the City and the financial services provider. A. The purchasing card will have limits set for its use based on controls such as the following as applicable to each card, all of which may apply to a particular card: (1) Dollar limit per transaction (2) Number of transactions per day (3) Billing cycle limit (4) Merchant Commodity Code (MCC) limitations B. Hierarchy for approval of charges to p-card each cycle: (1) Department director or delegate (note: you cannot delegate your responsibility) is responsible to approve all p-card charges by individuals in the department. (2) P-card issuance must be approved by the Department Director and the Finance Director. (3) Both issuance of a p-card to a department director and the p-card charges must be approved by the City Manager. 16.3 Definitions: A. Bank: The financial institution, which has entered into an agreement with the City to provide procurement card services as defined by the contract into which the parties have entered. B. Billing Cycle: The billing period for the City begins on Tuesday of each week and ends the following Monday. This results in a new billing cycle each week. C. Billing Cycle Limit: Dollar limit of purchases that may be made during each billing cycle. An accumulation of daily purchases during the billing cycle. D. Cardholder: Employee whose name appears on the purchasing card. E. Cardholder Statement: The billing cycle summary of all charges and credits for each cardholder. F. Cardholder Agreement: The terms and conditions that defines the cardholders' use of the purchasing card and to which the cardholder has affixed with his/her signature in agreement. (Appendix 16-A.1) G. Billing Cycle Limit: The maximum dollar amount of charges a cardholder is authorized to make during the billing cycle. H. Department Coordinator: Employee(s) within a using department that has been designated or delegated by the department director to be responsible for reconciliation, documentation and completion of required information for all purchasing card transactions made by a specified group of cardholders. Merchant Category Code (MCC): A method to control where spending is allowed. Merchants are assigned an industry -specific MCC, which the City can restrict from purchasing card access. Once an MCC is blocked, all merchants within that category will be declined. PCA: Purchase Card Administrator K. P-card Statement: Issued by the Bank and may downloaded by the card holder each billing cycle which indicates all charges. The cardholder must update the account code information as appropriate and submit for approval. Revised 7.21.2025 L. Single Purchase Limit: The maximum amount a cardholder is authorized to charge during a single transaction. 16.4 Responsibilities of the Cardholder or delegate: A. That all purchases made using the purchasing card are for official City business and are in compliance with all p-card, approval, purchasing and travel policies of the City. B. Completion and submission of all required documentation required for each p-card billing cycle including appropriate signatures. C. Review and reconciliation of all transactions: (1) Maintaining all applicable receipts and required documentation. It is noted that transaction details must be attached to or incorporated into the credit card receipt. (2) Attaching items indicated above to the individual bank, p-card statement each billing cycle and indicating the appropriate account numbers and returning same to the department coordinator. D. Participate in mandatory training applicable to the p-card program. E. Informing vendors of tax-exempt status prior to processing sale transaction and verifying sales tax was not charged on the purchases prior to signing authorization for the charges. F. Receiving and inspecting all ordered materials and reporting discrepancies to vendor(s). G. Identifying and handling all documented disputed charges and forwarding to the department coordinator for resolution. H. Lost or stolen card: Cardholder shall notify bank, p-card administrator, department director, and department coordinator immediately of a lost or stolen card. (1) All cardholders shall in a secured manner make a note which includes: a) p-card number, b) the toll free phone number referenced on the back of the card for immediate contact, c) billing address applicable to the card, d) the p-card PIN # - Do not keep this information in the same location you keep the card. (2) Never sign your signature on the back of the card. Rather, write - See ID - in the blank for the signature line. This is a cause for rejection of the charge if the bearer cannot produce the needed ID verification. Compliance with the "Cardholder Agreement." 16.5 Responsibilities of the Department Coordinator: A. Reconciliation of transactions reflected on the p-card statement with vendor names and numbers, general ledger numbers, project numbers, job numbers, quotes, descriptions, notes and any other required information for each transaction to insure that all required information is attached to the p- card statement, is accurately reflected and recorded into the Bank's database. (1) Department coordinator shall be responsible for uploading said forms, along with invoices, receipts, packing slips, and other supporting documentation, on Truist and forwarded to the department director for approval. Also, the department coordinator will ensure that required Revised 7.21.2025 documentation is kept on file within the department until required by the Finance Department for auditing purposes. 16.6 Responsibilities of the Department Director: A. Designating the department p-card coordinator. B. Determining which department employee(s) are to be issued a p—card, evaluating the need to cancel or change the terms applicable to current cards, and submitting p-card request(s) as relevant. (Appendix 16-A.1) C. Notifying the Purchasing Office when a card is to be terminated, cancelled or suspended. A reason or justification is not required of a director to terminate a p-card of any individual in his/her department. D. Approval (Signature affixed) of updated p-card statement (with attached documentation as relevant) to each billing cycle including: monitoring expenditures vs. budget and competition requirements on a weekly basis to ensure spending is within budgeted limits. 16.7 Responsibilities of the Purchasing Card Administrator: A. To maintain an interface with the purchasing card program and the overall Purchasing Policy. The Purchasing Manager is designated as the Purchasing Card Administrator. B. Reviewing and communicating to the bank all purchasing card requests, and changes to card (dollar transaction and MCC limits). C. Training the cardholders and department coordinators. D. Maintaining a current list of all cardholders, and department coordinators. E. Maintaining program policy and procedures, cardholder guides and/or manuals and all cardholder application forms. F. Coordinating and maintaining internal controls. G. Coordinating program policy issues. H. Conducting or participating in ongoing program reviews. Participating in resolving billing disputes as needed. Monitoring program for compliance with City's purchasing policies and procedures, initiating action to resolve any issues. K. Conducting periodic audits of purchasing card use. 16.8 Responsibilities of the Finance Department: A. Verification of account codes for accuracy, appropriateness of charge and available funding, required documents and uploaded. 4 Revised 7.21.2025 B. Processing and recording payments as appropriate. 16.9 Requesting or Modifying a Purchasing Card: A. All requests for new purchasing cards or modifications to existing cards such as transaction limits, etc. must be submitted to the Purchasing Office using appendix 16-A.1 with approvals by the cognizant department director and the Finance Director. B. The card will be received by the Purchasing Office which will notify the person to whom the card is being issued. C. The employee who is to receive the card must pick it up in person at the Purchasing Office; at that time the employee receiving the card is to sign the Cardholder Agreement. The original copy of the Cardholder Agreement will be retained by the Purchasing Office. 16.10 Using the Purchasing Card -General Information: A. Prohibited purchases: the purchasing card will be used for City official business for authorized purchases only. The cardholder is the only person authorized to use his/her assigned purchasing card. Anv unauthorized use will result in disciplinary action uD to and including termination of employment. B. Some cards may have such restrictions as deemed to be in the City's best interests as determined by the appropriate individual department director, Finance Director or the Purchasing Manager. C. Individual cardholders may be given a list of restrictions applicable to their assigned card. D. Dollar limits: a purchase may consist of multiple items, but the total invoice (including shipping) cannot exceed cardholders' single purchase limit. Charges for Durchases will not be split to stay within the single Durchase limit. Selittina charges to avoid thresholds is a violation of Citv Purchasing Policv and the Durchasing card Drogram. E. Sales & use tax: the City is exempt from paying any State of Florida (and generally all other states') sales and/or use tax, even if the purchase is made with the purchasing card. The City's sales tax exemption number is printed on the face of the purchasing card. It is the responsibility of the cardholder to make the vendor aware that the sale transaction will be tax exempt priorto processing the sale. (1) If the vendor charges sales tax, the cardholder must contact the vendor and obtain equal to the amount of the sales tax. Do not permit the vendor to issue cash to settle a sales error. If you have a problem with any vendor about sales or any other tax, please contact the Purchasing Manager. F. Documentation: for all transactions, the cardholder must retain the original customer's copy of the charge slip, along with the detailed receipt, which identifies every item purchased and the corresponding item cost. For telephone orders, the cardholder must retain the receipt and/or packing slip. The cardholder must also write the account number, or a narrative description of the account/project to be charged, on the back of each receipt. These items must be attached to the completed p-card statement submitted to Department delegated employee. G. Missing documentation: where supporting documentation is missing, the cardholder must contact the vendor and request a duplicate receipt. If the cardholder is still unable to obtain documentation he/she must contact the Purchasing Manager. Failure to provide adequate documentation will result in disciplinary action and employees may be required to make payment for such transactions. See Appendix 16.A.4 Missing/Lost Receipt Form. Revised 7.21.2025 H. Denied purchase: the cardholder must report a denied point of sale or other rejected purchases to the department coordinator. The department coordinator will work with the PCA and Purchasing Manager to resolve all vendor issues. The cardholder must follow his/her department's administrative funding procedures to ensure that sufficient funds are available prior to making a purchase. Use of the purchasing card does not relieve the cardholder from compliance with federal, state and local laws, ordinances, regulations, or City policies and procedures. K. For every purchase made, the respective cardholder must be prepared to substantiate necessity or official use. Misuse of the purchasing card will be subject to the immediate revocation of purchasing card privileges. The respective department head, PCA and City Manager will handle resolution of situations involving improper use of the purchasing card. The bank will provide statements for verification of charges and reconciliation. These statements can be downloaded by the individual card holder at the beginning of each billing cycle. M. The cardholder is responsible for securing and delivery of all necessary documentation (sales receipts, etc.) for every transaction to the Finance Department on a timely basis. Each cardholder is responsible for ensuring the subject receipts clearly show what has been purchased and at what price. Sales receipts that do not provide sufficient information must be supplemented with documentation from the vendor at the time of purchase. If a receipt is missing, it is the cardholder's responsibility to contact the subject vendor and request a duplicate receipt and appropriate documentation. In the event the receipt cannot be secured, the cardholder may be personally liable for the cost of the subject transaction and possibly be subject to disciplinary action. N. The Finance Department will review the cardholders' weekly statement once all approvals are done; verify the purchases were for a proper public purpose and verify account codes. Transactions involving fraud, disputed charges, and employee misconduct must be reported to the PCA and the Finance Department. (1) Unauthorized purchases will result in disciplinary action. When purchases are questioned, PCA is responsible for resolving the issue with the cardholder or appropriate department director. (2) The department director must approve all purchase card charges and is responsible for forwarding documents to the Finance Department per established procedures. P. Resolving returns, credits, disputes, and erroneous charges: a dispute occurs when a cardholder questions a transaction that has been charged to their account. The cardholder will initially contact the merchant in question about the transaction and seek to resolve the matter by requesting or dispute button within on the transaction and fill out their dispute form, supplying information as necessary. If the matter is not resolved immediately, the cardholder will notify the PCA, in writing, to request the charge be disputed via the cardholder statement of disputed items. The PCA will refer the matter to the bank for disposition. As a result of the dispute, the City remains obligated to pay for the disputed items(s); however, the next statement will be reduced by the amount of disputed item(s) and the bank will resolve the matter within ninety (90) days. The transaction must still be coded and backup attached. A copy of the complete dispute form must be included. Q. Revocation of card: purchasing card privileges may be revoked upon the cardholder's failure to follow City's policy and procedures. The respective department head and the PCA will coordinate the revocation of purchasing cards. 6 Revised 7.21.2025 R. Capital assets, additions thereto and any other items being charged to a capital account shall not be purchased by use of a p-card. 16.11 Violations -the following actions are prohibited: A. Purchases not in accordance with City Purchasing Policy. B. Purchases that exceed the purchasing card limits. C. Purchases from vendors that create a conflict of interest, (e.g., purchases from companies owned or operated by City employee(s) and/or their relatives, etc.) D. Acceptance of cash in lieu of a credit to the statement. E. Splitting of purchases within the single purchase limit. F. Services shall not be procured by use of a p-card. There may be exceptions indicated by the Purchasing Office on a case -by -case basis approved by purchasing prior to making the purchase. G. No personal purchases. H. No capital items. I. No food items overed by per diem while on travel. J. No rentals with an exemption to vehicles. 16.12 Failure to comply with the Purchasing Card Policy will result in employee removal from the Purchasing Card Program and other disciplinary action as appropriate. 7 Revised 7.21.2025 CITY OF SANFORD, FLORIDA Purchasing Card Request/Certification/Receipt Appendix Item 16-A.1 New Card Request Date of Request Email address: Change Other Employee's Name (print) Employee I.D. No. Department and Division (City of Sanford No.) Purchase Cycle Limit Amount $ Maximum Transaction Purchasing Use Only Limit is ($Z500) Transaction Limit Amount $ CARDHOLDER AGREEMENT 1) 1 understand that I am being entrusted with a powerful and valuable tool and will be making financial commitments on behalf of the City of Sanford and will strive to obtain the best value for the City. 2) Under no circumstances will I use the Purchasing Card to make personal purchases, either for others or for myself. Also, I will maintain personal control of the card at all times and will not permit anyone else access to its use for any purpose. 3) 1 will comply with Florida Law, purchasing policies of the City of Sanford, and the established guidelines governing the use of the Purchasing Card. 4) 1 have been provided a copy of the Purchasing Card Policy which I have read and understand. I have been given an opportunity to ask any questions to clarity my understanding of the Purchasing Card Program. I agree to participate in p-card training when such training sessions are available to me. 5) 1 agree to review and reconcile transactions, maintain all applicable receipts and to attach said receipts to the Purchase Authorization Form in a timely fashion. 6) 1 agree to comply with the terms and conditions of the City of Sanford Purchasing policies. Should I violate the terms of this Agreement, I will be subject to disciplinary action up to and including termination of employment and prosecution to the extent permitted by law. Also, I will reimburse the City of Sanford for all incurred charges and any costs related to the collection of such charges. Further, any such charges that I owe the City may be deducted from any money which would otherwise be due and owing me, including salary or wages. CARDHOLDERS CERTIFICATION- Do not sign here until you received your credit card. I hereby certify receipt of card number . (Last four digits only) and acceptance of the Cardholder Agreement stated above. Cardholder's Siqnature: Date Signed: The Department Director, by signing this Request/Agreement, acknowledges and accepts the responsibilities in the administration of the Purchase Card Program as detailed by City of Sanford Purchasing Policy. Finance Director approval designates specific approval of the transaction and purchase cycle limits as well as general approval. Must complete the following; Delegates Approval 3 (Adman) (Director) Approval 1 Approval 4 (Manager) (Other) Approval 2, Approval 5 (Supervisor) Department Director Approval - Signature: Date Signed: Finance Director Approval - Signature: Date Signed: Rev. 2.17.16 Appendix 16.A.2 Truist Help Information : Upload Receipt using the App, Email, Website and Receipts. Revised 7.21.2025 7/21/25, 9:46 AM Upload receipts using the app Image management > Upload receipts using the app f � � Upload receipts using the app The easiest way to upload receipt images is with the Enterprise Spend Platform app on your phone. The following file extensions are supported:.gif, .jpg, .jpeg, .pdf, .png, .tif, and .tiff. Depending on your company setup, you might be able to upload .docx and .xlsx files. Link receipts automatically If optical character recognition (OCR) is enabled for your organization, your uploaded receipt images (.jpeg, .jpg, .png, or PDF files) are scanned for amount and date information and matched to likely expenses. To ensure that the amount and date are recognized correctly during the OCR scanning process, images should be clear, undamaged, and uploaded individually. Ensure there are no obstructions on the receipt, such as shadows or finger marks. The image should also have a dark background, ideally on all sides of the receipt. If you take photos of your receipts as soon as you receive them and immediately upload them, the receipt will be automatically linked to the expense when it arrives in the system. To upload a receipt into the app: 1. Open the Enterprise Spend Platform app. 2. Use the app to upload receipts. • To upload a receipt to an expense, open an expense, then tap Add. The receipt is uploaded and linked to the expense. • To upload multiple receipts, go to the Receipts menu then tap The receipts are available for linking to expenses in both the the app and the website. © 2025.R2 Back to top 7/21/25, 9:45 AM Upload receipts using email Image management > Upload receipts using email f � � Upload receipts using email You can upload receipt images into Enterprise Spend Platform using email. You can alternatively upload receipts using the app. The following file extensions are supported:.gif, .jpg, .jpeg, .pdf, .png, .tif, and .tiff. Depending on your company setup, you might be able to upload .docx and .xlsx files. There is no file size limit for gif, .jpg, .jpeg, and .png files. All other file extensions have a 5 MB limit. If you are a delegatee (a person with someone else's cards or approval rights delegated to you), you can email images on behalf of those users, and if you are an administrator, you can email images for all users. Link receipts automatically If optical character recognition (OCR) is enabled for your organization, your uploaded receipt images (.jpeg, .jpg, .png, or PDF files) are scanned for amount and date information and matched to likely expenses. To ensure that the amount and date are recognized correctly during the OCR scanning process, images should be clear, undamaged, and uploaded individually. Ensure there are no obstructions on the receipt, such as shadows or finger marks. The image should also have a dark background, ideally on all sides of the receipt. If you take photos of your receipts as soon as you receive them and immediately upload them, the receipt will be automatically linked to the expense when it arrives in the system. To email a receipt into Enterprise Spend Platform: 1. Find your unique email address used for uploading images. Use one of the following options: • Select Personal Settings from your user menu. From the Personal Settings screen that displays, select More Info.. under Receipt Upload via Email. The Receipt Upload via email dialog box appears. • Select Image Library from your user menu, then select Upload via Email. 2. Select the unique email link which has been assigned to your employee account. The address automatically populates the To field of an untitled email. 3. Attach your image or images and send your email.The images are automatically uploaded to your account and are ready for linking. 4. Link the emailed image to an expense, request, or requisition. Note: If you receive a receipt by email, you can forward it into your Image library using your image email address. © 2025.R2 Back to top 7/21/25, 9:47 AM Upload receipts using the website Image management > Upload receipts using the website Upload receipts using the website You can upload receipt images directly into your Image library from the Enterprise Spend Platform website. The following file extensions are supported:.gif, .jpg, .jpeg, .pdf, .png, .tif, and .tiff. Depending on your company setup, you might be able to upload .docx and .xlsx files. The maximum file size is 5MB for each image uploaded via the website. If a file exceeds this, make it smaller by changing the resolution, colour, image format or compression. The Image library allows you to preview .pdf and image file extensions. Other file extensions (.xls, .xIsx, .doc and .docx) are displayed with placeholder icons. Link receipts automatically If optical character recognition (OCR) is enabled for your organization, your uploaded receipt images (.jpeg, .jpg, .png, or PDF files) are scanned for amount and date information and matched to likely expenses. To ensure that the amount and date are recognized correctly during the OCR scanning process, images should be clear, undamaged, and uploaded individually. Ensure there are no obstructions on the receipt, such as shadows or finger marks. The image should also have a dark background, ideally on all sides of the receipt. If you take photos of your receipts as soon as you receive them and immediately upload them, the receipt will be automatically linked to the expense when it arrives in the system. To upload a receipt image: 1. Open the Image library. Use one of the following options, depending on how many receipts you want to upload and your company configuration: • To upload multiple images to attach to different expenses, use one of the following options: • Select Image Library from your user menu. • Select the Manage Receipt Images link at the base of the requisition or expense report. • To upload an image for a particular expense, use one of the following options: • Select Link receipt on an expense. • Select Add receipt on an expense in an expense report. • Select the icon on the Coding tab of the Transaction Details window. The Image library opens, automatically displaying all unlinked images that were recently uploaded. Optionally, you can filter to display previously linked or older images. The Image library filter is on the right hand side of the screen. 2. Upload the receipt images using one of the following options. • Drag and drop the images from your File explorer into the Image library. • Select Upload. When File Explorer opens, browse to the location of your images, select them and select Open. When the upload is complete, the images appear in the Image library. If you select the image preview, details such as the name, size and date of upload display. 3. If you uploaded multiple receipts, you can now link the receipt to an expense, request, or requisition. If you uploaded the rarpint via an PYnancP the rar.Pint is alrPadv linked to it. 7/21/25, 9:47 AM Delete image Image management > Delete image f � OFF Delete image You can only delete unlinked images. Once an image is deleted, it is permanently removed from the system. To delete an unlinked receipt image: 1. Open the Image library. Use one of the following options: • Select Image Library from your user menu. • Select the Manage Receipt Images link at the base of the requisition or expense report. • Select from the Coding tab of the Transaction Details window. The Image library opens, automatically displaying unlinked images that were recently uploaded. You can use the filter to find older images. 2. Select an image and select Delete or the bin icon. © 2025.R2 Back to top Appendix Item: 16-A.3 RESTRICTED LIST The items included below have been identified as items which are not authorized to be purchased using a p- card or require special and specific authorization to do so. It is noted that all of the information associated with p-card purchases are public information and your spending (p-card charges) may be specifically requested and examined by anyone requesting the information. (fs 119.01(1) 1. Personal purchases of any kind; includes any purchases made by anyone other than the Cardholder 2. Food items both covered by per diem while on travel. 3. Capital Items (includes anything charged to a capital account) 4. Cash Advances 5. Cash Refunds 6. Services in which the provider must perform on City of Sanford site(s) 7. Article of clothing or shoes which are not specifically pre -approved or authorized 8. Any purchase in which the provider requires the signing of "their" agreement or order to authorize performance 9. Sales tax 10. No rentals on equipment. 13 Revised 7.21.2025 CITY OF SANFORD � FINANCE DEPARTMENT Date of Transaction Vendor Name Amount of Purchase G/L Account # Project # Detailed description of item(s) purchased: What happened to the original receipt: ❑ 1 net RPrPint ❑ Never received receipt ❑ Other: What actions have you taken to obtain a copy of the receipt (select all that apply): ❑ Called or visited the store / vendor for a copy of the receipt ❑ Emailed the store / vendor for a copy of the receipt ❑ Have they responded to your actions? 1f so, attach a copy of their response ❑ Other: Buyers Signature Dept Mgr Approval Date Date Revised — 7.21.25 Appendix 16.A.4 This form may be used in place of a receipt when one is not available to upload into Truist for p-card transaction and all other methods of obtaining a receipt has been exhausted. F� • PURCHASING DEPARTMENT TRANSMITTAL MEMORANDUM To: City Clerk RE: Request for Services The item(s) noted below is/are attached and forwarded to your office for the following action(s): Development Order Final Plat (original mylars) Letter of Credit Maintenance Bond Ordinance Performance Bond Resolution Once completed, please: ❑ Return original ❑ Return copy Special Instructions: ❑ Mayor's signature ❑ Recording ❑ Rendering ® Safe keeping (Vault) El Please advise if you have any questions regarding the above. Thank you! From Date