(A) That the Common Council hereby authorizes the Clerk-Treasurer to make application for a municipal credit card or cards for use by the Clerk-Treasurer and other employees of the city. The usage of the cards for the benefit of the city shall be in the discretion of the Clerk-Treasurer;
(B) That the municipal credit cards shall have a maximum limit of $5,000, and while not in use, shall be secured in the office of the Clerk-Treasurer;
(C) That an employee user will be required to contact the Clerk-Treasurer and state the purpose for which the card is required, and, upon prior approval of the Clerk-Treasurer, the employee shall then sign a record checking out the card and the purpose of its use. Once the purpose for which the card was to be used is accomplished, the card shall be returned to the Clerk-Treasurer, and the Clerk-Treasurer shall record the date the card is returned;
(D) That only charges shall be made to purchase items or services which are authorized and budgeted in the budget of the city, must be business related for the benefit of the city, and not personal in nature;
(E) That within 72 hours of the purchase, the person using the municipal credit card shall provide a copy of the credit card receipt to the Clerk-Treasurer;
(F) That all claims filed in connection with the use of the municipal credit card must be itemized as provided in I.C. 5-11-10 before being approved and paid. If the claims are not itemized or otherwise properly documented, the transaction will be returned to the employee user for correction;
(G) That all credit card billing statements shall be sent by the issuer to the Clerk-Treasurer, and the charges on the cards shall be paid by the Clerk-Treasurer from the appropriate budget line item pursuant to the claims procedures of the city; and
(H) That the Clerk-Treasurer shall pay the charge card statements promptly so that no interest carrying charges of penalties will be incurred due to late payments. Any employee who causes interest or carrying charges to be added to the credit card account by a failure to timely provide the required itemized information to the Clerk-Treasurer shall be personally liable for the interest or carrying charge. Any employee who fails to provide, a receipt for the purchase shall be personally liable for the purchase.
(Ord. 675, passed 6-13-16)