The use and issuance of credit cards by various offices and departments of the county is hereby authorized as follows:
(A) The elected official or department head (“department head”) may negotiate on such terms as he/she deems advisable, with banks, suppliers, or service providers to the applicable department to obtain credit cards or accounts of credit (collectively “credit cards”) for the use and benefit of the department to operate efficiently. The department head is further authorized and empowered to apply for and execute on behalf of the county credit applications and other documentation required to obtain credit cards for his/her department.
(B) The department head is hereby authorized as the responsible person to hold and authorize the use of the credit card.
(C) Unless a higher limit is authorized in advance by the County Board of Commissioners, the credit limit for each credit card shall not exceed $5,000. The Commissioners may approve credit limits for specific credit cards in excess of $5,000.
(D) The department head may authorize certain employees within the department to use the credit card solely for the purposes set out herein but should retain the custody of the credit card at all other times.
(E) Departmental credit cards may be used only for lawful charges of expenses related to and necessary for the effective operation of that department. Such uses include but are not limited to:
(1) Purchasing of supplies and equipment for the use and benefit of the department;
(2) Travel and lodging expenses of departmental personnel while traveling on approved business;
(3) Meal expenses of departmental personnel while traveling on approved business, provided that any such expense may not exceed any authorized per diem for meal. Reasonable tips or gratuities are allowed as meal expenses if service is provided as part of the meal;
(4) Approved training and education costs for departmental personnel; and
(5) Any other use required for the efficient operation of the department when use of vouchers, checks, or other means of credit are not possible, provided that the use had been approved by the department head.
(F) Within seven days of use of a credit card, the employee using the credit card shall deliver to the department head the following documents:
(1) A claim form for the charges made signed by the employee;
(2) Original receipts and/or invoices for the charges; and
(3) Any other documentation requested by the department which supports the claim.
(4) If the employee loses the original receipt and/or invoice, the employee shall provide a duplicate receipt and/or invoice or an affidavit of lost receipt.
(G) Each department head shall maintain a file which includes the following:
(1) The name of the person using the credit card;
(2) The amount of the charge;
(3) The fund or account number to be charged;
(4) The date the credit card was used; and
(5) The dates the credit card was in the possession of the persons other than the department head or official.
(H) The department head shall ensure no charges are placed on the credit card for an amount which would cause any budgeted appropriation of the department to be overdrawn.
(I) The department head shall pay the credit card company through the standard claim procedure of the county. The underlying invoice or receipt for travel and/or supplies under the credit card shall be attached to the claim.
(J) The county office may pay interest and annual fees on the credit card. However, any interest accruing because of delays in the billing by the office shall be paid by that office.
(K) A list of all credit cards issued for which the department head has been issued shall be maintained in the Commissioners’ office. The list shall include the credit limit and authorized users.
(L) The County Auditor shall be listed on the account as authorized to access the credit card records.
(M) Commissioners are to be authorized to cancel any card at any time, or to remove any authorized user at any time, with a simple majority vote.
(N) Any authorized user leaving employment is to be removed from the card at the time of resignation/dismissal/termination.
(O) Any unauthorized use of the card is to be considered grounds for dismissal by the department head and/or the County Commissioners.
(P) On-time payment of credit cards is the responsibility of the department head; recurring late charges are to be considered unauthorized use of the account.
(Ord. 2010-02, passed 3-1-2010)