(A) Issuance and use of departmental credit and debit cards shall be handled by an official or designated employee in each county department, board, or office holder.
(B) Each county department, board or office holder shall designate an employee or official to handle the credit and debit cards.
(C) Credit and debit cards shall only be used for the purchase of goods and services directly related to official county business.
(D) Credit and debit cards shall be returned to the custody of the designated employee upon completion of its intended use.
(E) The designated employee or official shall maintain an accounting system or log, which shall include the names of individuals requesting usage of the credit and debit cards, their position, estimated amounts to be charged, fund and account numbers to be charged, and the date the card was requested and returned.
(F) Credit and debit cards shall not be used to bypass the accounting system. All accounting systems maintained by the designated employee or official within each department or board will have such detail as necessary to provide the Auditor with the means to encumber or track appropriations in order to provide the Dearborn County Commissioners and Dearborn County Council with timely and accurate accounting information and monitoring of the accounting system.
(G) Payment shall not be made only on the basis of a statement or credit/debit card slip. Procedures for payments shall be no different than for any other claim, Supporting documents, including paid bills and receipts, shall be made available to the designated employee or official. Any interest or penalty incurred due to late filing or furnishing of supporting documents shall be the responsibility of the individual who requested the credit and debit cards for use.
(H) Each individual department head shall be authorized to pay an annual fee for any credit card obtained for said department.
(BC Ord. 2006-5, passed 9-5-06; Am. BC Ord. 2006-11, passed 11-8-06)