(A) Credit card issuance.
(1) The Town Clerk-Treasurer shall be authorized to make application for town business credit cards for the purchase of town goods or services, subject to the terms and conditions set forth herein.
(2) The Clerk-Treasurer may obtain town business credit cards from a credit card company or bank.
(3) The town credit cards so issued shall have a maximum credit limit of $1,500.
(B) Credit card use policies and procedures.
(1) When not in use, the credit cards shall be secured in the office of the Clerk-Treasurer.
(2) Accounts payable vouchers filed in connection with the use of the credit cards shall be prepared and submitted by the Clerk-Treasurer for processing within 72 hours of use and shall be properly itemized and documented as provided in I.C. 5-11-10 before being approved and paid. The charge card account will be paid in full every billing cycle. Improperly itemized and documented items as well as all interest, carrying charges or penalties shall be the personal responsibility of the person using the card. Signed charge slips showing a total charge only, with no itemization of items purchased, are not acceptable. It is the responsibility of the Clerk-Treasurer to obtain proper itemized receipts.
(3) The town credit cards may only be issued to:
(a) Clerk-Treasurer;
(b) Utility/Street Superintendent;
(c) Utility/Street Deputy Superintendent;
(d) Town Marshal.
(4) (a) Town credit cards may only be used for the following authorized charges:
1. Purchases of goods or services;
2. Travel expenses on town business for hotel/motel room, and meals excluding gratuity.
(b) Credit card charges shall not include alcoholic beverages, room service, in-room movies, cash advances, and non-business or personal expenses of any kind.
(5) Receipts that do not meet audit requirements, including charges that include the imposition of sale taxes for which the town is otherwise exempt, are the responsibility of the person using the card. No town employee or other elected official shall be authorized to use the town credit card.
(6) The Clerk-Treasurer shall be immediately notified if a credit card is lost or stolen, and the Clerk-Treasurer shall immediately thereafter notify the Town Board of any credit card that is lost or stolen. If a credit card is lost due to the negligence on the part of the person using the card, then that person shall be responsible for any and all expenses incurred using the lost card.
(Ord. 1, 2016, passed 2-10-2016)