(A) Credit card issuance.
(1) The credit card(s) shall be retained by the Clerk-Treasurer and or the department heads, except during those times when another town employee has express permission to use the card for an authorized purpose.
(2) The credit card shall be used only for the purchase of services, supplies or travel expenses directly related to or will benefit the town.
(B) Limits on credit card(s).
(1) The credit card shall have a credit limit of $5,000 which shall not be increased without the express permission of the Town Council.
(2) The credit card shall not be used for any purchase of services, supplies, or travel expenses in a transaction amount which exceeds $1,000.
(C) Credit card use, policies and procedures.
(1) It shall be the responsibility of the Clerk-Treasurer or department head in custody of the credit card(s) to keep them in a safe place and to keep a log of persons, dates, and purpose of the use of the credit card being issued to employees for legal town use.
(2) Documents involved in each credit card transaction, which include but are not limited to an itemized sales receipt and credit card receipt, should be presented to the Clerk-Treasurer or department head upon return of the credit card.
(3) Accounts payable vouchers (claims) filed in connection with the use of credit cards shall be submitted to the Clerk-Treasurer for processing within 72 hours of use and shall properly itemize the documents as provided in I.C. 5-11-10 before being approved and paid. The credit card account will be paid in full every billing cycle. Improperly itemized and documented items will be returned to the user and all interest, carrying charges or penalties shall be the personal responsibility of that individual user.
(4) It shall be the responsibility of the public official or department head, as the case may be, in charge of each credit card issued in the name of the town to provide proper documentation to the Clerk-Treasurer, of all charges made on the credit card, in order that the Clerk-Treasurer, through normal town procedures, can pay the credit card charge in a timely fashion to avoid paying interest or penalty charges on the credit card.
(D) The Clerk-Treasurer is authorized to pay any normal and customary fees charged by the issuer of the credit card, from the general fund of the town.
(Ord. 10-07-2008-2, passed 10-7-08)
Cross-reference:
Purchasing agency and policies, see §§ 36.20 et seq.