(A) Credit card issuance.
(1) The Clerk-Treasurer is hereby authorized to make application for credit cards for use by city officials and employees for official city business.
(2) The Town Council shall designate which city officials and employees shall be issued credit cards. The credit card maximum limit shall not exceed $5,000. Thirty-day emergency limit increases are permitted.
(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) Upon request by a city official or employee, the Clerk-Treasurer shall issue the credit card for use and shall keep a record showing the name and position of the individual requesting use of the card, date of issuance, date of return, and purpose of use. When the purpose for which the credit card was issued has been accomplished, the card shall be returned to the custody of the Clerk-Treasurer.
(3) City officials and employees may use credit cards for the purpose of official city travel and educational expenses limited to the following:
(a) Hotel or motel room;
(b) Hotel or motel room charges for telephone calls pertaining to city business;
(c) Meals, including a maximum 20% gratuity;
(d) Fees or costs associated with attending schools, conventions seminars, and the like; and
(e) Gasoline, if using a city-owned vehicle.
(f) Excluded charges include alcoholic beverages, room service, non-business telephone calls, except for one daily telephone call to the home of the city official or employee, in-room movies, and cash advances.
(4) City officials and employees may use credit cards for the purpose of city public purchases, limited to the following:
(a) Supplies;
(b) Materials; and
(c) Small tools and minor equipment.
(5) Itemized invoices in connection with the use of credit cards shall be submitted to the office of the Clerk-Treasurer for processing within 72 hours of credit card use, and when the purpose for which the credit card was issued has been accomplished. The invoices shall be properly itemized and documented as provided in I.C. 5-11-10 before approved and paid. The credit 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 individual user.
(Ord. 2011-06, passed 6-13-11)