(A) Distribution. Credit cards may be distributed to those town officials and employees who, in the opinion of the Clerk-Treasurer, have job responsibilities which would cause their job performance to benefit by use of a credit card (use of the term CREDIT CARD shall include either the credit card or the credit card number).
(B) Authorization and control. The Clerk-Treasurer shall develop and implement guidelines and accounting controls subject to the approval of the Town Board to ensure the proper usage of credit cards and credit card funds. Including designation of those employees or officials, who will be authorized to use a credit card as authorized users and maintaining a log of the cards assigned to each.
(C) Credit limits. The Clerk-Treasurer shall set credit limits on each credit cad issued; provided that in no event shall such credit limit exceed $5,000 for any individual credit card nor shall the aggregate credit limits for all credit cards issued to or authorized for use exceed $5,000.
(D) Payment of bills. The Clerk-Treasurer shall establish and implement written procedures or policies for the payment of all credit card bills subject to the approval of the Town Board, which shall cause the credit card purchases to be paid in full on a monthly basis, prior to the end of the grace period, so as to avoid late fees or finance charges.
(E) Uses prohibited. The following uses are expressly prohibited and unauthorized:
(1) Personal charges or charges not for official town business;
(2) Cash advances;
(3) Use of another authorized user's credit card;
(4) Obtaining or attempting to obtain a new line of credit, using the credit card issued to the authorized user;
(5) Use of a credit card, which has been revoked, cancelled, or after the authorization to use the credit card has been terminated by the town;
(6) Uses in excess of the credit limit or, in light of charges incurred during the billing cycle by the authorized user, would cause the credit card's limits to be exceeded;
(7) Authorized users shall not use a credit card, otherwise consistent with this section, in such a manner that would likely bring about embarrassment or disgrace to the town or appear immoral or unprofessional to the citizens of the town;
(8) Use of a credit card after the authorized user's employment ended or elected term in office has concluded; or
(9) In any manner inconsistent with other town ordinances or policies, Federal, state, or local laws.
(F) Documentation of charges required. An authorized user shall obtain and retain itemized receipts for each and every purchase made using a town credit card and shall submit clear and legible copies of said receipts to the Clerk-Treasurer on or before the last business day of each month for that month. Any charges, which cannot be properly identified or which are not properly allowed, shall be paid promptly by the authorized user by check, together with interest and all other charges assessed by the credit card company, and shall constitute a prior lien against all amounts owed by the town to the card user until paid in full. Upon receipt of a credit card, each authorized user shall execute an agreement to be personally liable for any charges, which are unauthorized, not documented or cannot be properly identified, as set forth herein, to the satisfaction of the State Board of Accounts or the Town Board.
(G) Lost or stolen credit cards. Each authorized user shall be responsible for contacting the issuing financial institution and the Clerk-Treasurer, immediately upon discovering that a credit card has been lost, stolen, or is otherwise unaccounted for. Authorized users shall maintain in a safe location, the telephone number for reported cards lost or stolen. The employee in violation of this provision, may be held responsible for charges incurred, using the card. Each employee shall be required to submit a lost/stolen card affidavit to the Clerk-Treasurer, attesting to the date the loss was discovered and the last charge used.
(H) Fraudulent use of credit card prohibited. No authorized user shall knowingly use or attempt to use a credit card beyond the scope of the authority permitted by this section or the policies established by the Clerk-Treasurer.
(Ord. 2014-8-11, passed 8-11-2014)