(A) The town utility municipality shall hereby be authorized to obtain a credit card (charge card) at First Bank with offices located in the town, which card may be either a Visa card or a Mastercard. The charge card/account will be paid in full every billing cycle. The town cannot pay any interest charge of the accounts. Charges made on a credit card that is lost while in the possession of an employee may be billed to that employee up to a $50 limit. The issuance of credit cards to traveling employees is a privilege and a convenience to those employees. If the town’s credit card policy is abused or otherwise proves unworkable, this privilege may be discontinued.
(B) The issuance of the credit card shall be to the utility’s municipality and which use shall be handled by the Town Clerk-Treasurer and/or the Town Utility Superintendent.
(C) The purpose for which the credit card will be issued is for the purchase of items for training, meals, hotels and other out-of-town and travel expenses necessitated by the attendance by various employees of the town utilities at seminars and training sessions; and that the credit card shall be returned, after its purpose has been accomplished, to the custody of the responsible person, namely, the Town Clerk-Treasurer and/or the Utility Superintendent.
(D) The responsible persons, namely the Town Clerk-Treasurer and/or the Utility Superintendent, shall maintain an accounting system or log which should include the names of the individuals requesting usage of the credit card, their position, estimated amount to be charged, fund and account numbers to be charged, and the dates the card is issued and returned.
(E) The use of the credit card shall never be utilized to by-pass the foregoing accounting system; and payment should not be made solely on the basis of statement or credit card slip only, but supporting documentation, such as paid bills and receipts, must be also provided.
(F) An annual fee may be paid for the credit card, if necessary, and is hereby authorized by this section; and any receipt, check or accountable item which has be voided should be retained for audit purposes.
(Ord. 2002-9, passed - -2009)