(A) The purpose of the credit card policy is to facilitate purchases for the city in those limited circumstances where using a credit card will enable department heads to fulfill departmental necessities for operational and/or maintenance purchases previously budgeted and approved after regular business hours, or in such case that limited local supply chain is closed, does not have readily available the operational and/or maintenance items, or an item could be purchased for a significantly reduced cost. The card may also be used to pay registration fees for education and training events or for travel-related expenses.
(B) The Clerk-Treasurer will procure credit cards for the city from the financial institution offering the most favorable terms for the city. Purchases on the credit cards may not exceed previously budgeted and approved items. Any item to be purchased over $100 per transaction would require the prior authorization of the Clerk-Treasurer.
(C)
The Clerk-Treasurer is the designated custodian of the main credit card and account. The Clerk-Treasurer shall ensure that the card is used in conformance with this policy and will ensure alerts are set up to inform involved parties of credit card use. The Clerk-Treasurer will have the ability to raise or lower individual credit card limits, based on need and/or request.
(D) The individual department heads will maintain a log, which will include the names of individuals requesting usage of the card, type of purchase to be made, estimated amount to be charged, fund and account numbers to be charged, date the card is issued and returned, and, after the purchase, the actual amount that individual charged to the card. Both the individual requesting use of the card and department head must sign for the card when they are taking it from the office, and shall return the card as soon as possible after use, but no later than the first day the employee returns to work. When not checked out to an authorized employee or officer for an authorized purchase, the credit card shall remain in a locked drawer or safe in the department head’
(E) The credit cards will be used for appropriation accounts items previously approved and budgeted, and associated with supplies and materials for operational or maintenance activities.
(F) The use of the city's credit card for personal purchases is expressly prohibited.
(G) The city is generally exempt from sales tax on purchases. The card user must notify the vendor or merchant that the credit card transaction should be tax exempt. To avoid paying sales tax, the card user should provide the city’s sales tax exemption certificate at the time of purchase.
(H) Any benefits derived from the use of the credit cards are the property of the city.
(I) If the card is lost or stolen, the Clerk-Treasurer must be notified immediately. This loss must also be reported to by Clerk-Treasurer to the issuer.
(Res. 2019-3, passed 6-18-2019)