(A) The City Council authorizes the Clerk-Treasurer to obtain a credit card(s) in the name of the city for the customary purchase of materials, supplies and reservation and travel expenses for the city. The Clerk-Treasurer is authorized to pay any annual fees for such credit card(s). The Clerk-Treasurer shall endeavor to pay the monthly statement balance in full so that finance charges are not incurred.
(B) The Clerk-Treasurer shall be responsible for and maintain control over the credit card(s) and all invoices, receipts, and documentation supporting all charges and shall maintain a suitable accounting system to monitor the possession, use and return of all credit card(s). The Clerk-Treasurer shall verify each charge appearing on the monthly statement with the invoices, receipts, and documentation prior to payment. The Clerk-Treasurer shall assign and pay the charges from the appropriate budget fund.
(C) The Clerk-Treasurer may provide the credit cards to certain city employees to purchase materials, supplies or for reservation and travel expenses deemed necessary to perform his or her task. Each city employee shall immediately return to the Clerk-Treasurer/Department Head copies of all invoices, receipts, supporting charge documentation.
(D) No credit card issued in the name of the City of Aurora shall be used by any person for a private purchase.
(E) Each payment of expenses must be supported by a fully itemized invoice or bill with certification of the Clerk-Treasurer. The City Council shall review and allow the claim at the next regular or special meeting following the preapproved payment of the expense.
(Ord. 2009-005, passed 12-21-09)