(A) The Clerk-Treasurer is authorized to obtain up to 4 credit cards in the name of the town and to use the town’s federal EIN for purchasing fuel by the Beverly Shores Police Department.
(B) The Clerk-Treasurer and Town Marshal are designated as the responsible official and employee of the town for the issuance of credit cards to members of the Beverly Shores Police Department, and the return of credit cards from the members of the Beverly Shores Police Department.
(C) Use of a town credit card is authorized only for purchases of motor vehicle fuel for Beverly Shores Police Department vehicles. Personal expenses are not authorized. No other use other than the purchase of motor vehicle fuel is authorized.
(D) Each credit card user must take measures to assure that sales tax is not added to any purchase or charged to the town's credit card other than those allowable by the State Board of Accounts. If sales taxes that are not allowable by the State Board of Accounts are billed to the town on the credit card statement, the user who incurred the disallowable taxes will be required to reimburse the town for those taxes charged on the purchase.
(E) The credit card user is responsible for turning in the itemized receipts of all credit card purchases to the Clerk-Treasurer within the billing cycle. Any charges that appear on the credit card statement that do not have a corresponding itemized receipt will be the responsibility of the credit card user who incurred the charge. Any late fee that might be assessed to the town by the credit card company due to untimely payment for lack of an itemized receipt will be the responsibility of the credit card user.
(F) Each credit card user must immediately notify the Clerk-Treasurer and the Town Marshal in the event a town credit card is lost or stolen. If a credit card is lost due to negligence on the part of the credit card user or other town employee, the responsible person shall be liable to the town for any and all fraudulent expenses incurred on the lost credit card and paid by the town.
(G) Any misuse of the town credit card is subject to loss of credit card privileges and possible disciplinary action by the Town Council.
(H) The Clerk-Treasurer and Town Marshal are responsible for keeping a log or accounting system that tracks, at a minimum, the following information:
(1) Names of individuals who have used a town credit card;
(2) The position of each individual who has used a town credit card;
(3) Estimated amounts to be charged to a town credit card;
(4) Town fund and account numbers to be charged; and
(5) The date the card is issued and returned.
(I) The Clerk-Treasurer and Town Marshal must prepare and submit claims for payment of credit card balances as they would any other lawful claim.
(J) The Clerk-Treasurer is authorized to pay an annual fee for the town credit card, if a card with an annual fee is determined to be the most advantageous to the town.
(Ord. 2022-08, passed 8-16-2022)