(A) The Town Council hereby approves of the continuing existence and use of the two current credit card accounts, including the payment of any necessary annual fees. However, no purchases shall be made using any credit card for any item(s) that exceed a cost of $2,500 without the express prior approval of the Town Council.
(B) All credit cards issued in the name of the town shall be kept, maintained, and in the possession of the Clerk-Treasurer.
(C) The credit cards shall only be used when necessary, in the judgment of the Clerk-Treasurer, for the efficient and expedient purchase of supplies and materials for the ownership, use, and benefit of the town.
(D) Any and all town employees needing to use a credit card as described above shall present to their supervisor a written request specifying the item(s) to be purchased, the identity of the merchant, the cost of the item(s), and the town fund that should be charged.
(1) If approved by the supervisor, the request shall be presented to the Clerk-Treasurer for final approval.
(2) Once approved, the employee shall sign out a credit card for the approved purchase, writing down the date and time that the credit card was taken.
(3) After the purchase, the credit card shall be returned immediately to the Clerk-Treasurer, and the employee shall write down the date and time of the return of the credit card. Upon return, the employee shall also deliver to the Clerk-Treasurer a written or printed receipt for the item(s) purchased.
(4) The Clerk-Treasurer shall maintain a log or accounting of all approved written requests, dates and times of sign out and return, and keep all receipts for items purchased.
(E) Any employee using a town credit card in violation of the above policy shall be responsible for reimbursing the town for any and all amounts charged on the credit cards, and shall further be subject to discipline pursuant to the town employee rules, regulations, and benefits.
(Ord. 2013-12, passed 12-4-2013)