The Clerk-Treasurer is hereby authorized to make application for business credit, charge accounts and/or charge cards for the use of town department heads and other employees (hereinafter “accounts”). No other employee, agent or elected official of the town is authorized to make application for or otherwise obtain any credit cards, debit cards, charge accounts or charge cards in the name of the town.
(A) When not in use, all credit cards not issued to and maintained by a department head shall be secured by and in the Office of the Clerk-Treasurer.
(B) Upon request by a department head or an employee authorized by a department head, the Clerk-Treasurer shall issue an appropriate credit card to that department head or employee for use.
(C) For all credit cards maintained by the Clerk-Treasurer, the Clerk-Treasurer shall maintain an accounting system or log recording the name of each individual to whom a credit card is issued, the date the credit card is returned to the Clerk-Treasurer.
(D) For any and all credit cards delivered by the Clerk-Treasurer to a department head who retains possession of the credit card, the department head shall maintain the accounting system or log as required by division (C) herein.
(E) Charges made on any account shall be only for authorized items.
(F) Within 72 hours following any use of an account, the person using that account shall provide the original receipt to the Clerk-Treasurer.
(G) No credit card or account issued in the name of the town shall be used for private purchases. Any employee who fails to provide a receipt for a purchase shall be personally liable to the town for the full amount of that charge, and shall be subject to discipline by the town.
(H) Credit cards and accounts shall not be used to bypass or avoid the accounting system of the town. Charges to the credit cards and accounts shall be paid by the Clerk-Treasurer only on the basis of original receipts and from appropriate budgeted funds, accounts and line items pursuant to the claims procedures of the town.
(I) The town is tax exempt as an Indiana government unit; therefore no taxes are to be paid on purchases using a town credit card.
(J) No credit card or account shall be used by an employee to obtain a cash advance.
(Ord. 2016-1, passed 3-15-2016)