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(A) The City Clerk-Treasurer, as the financial officer of the city, is authorized to establish a credit card account in the name of the City of Decatur, Indiana with a financial institution under terms and conditions deemed acceptable by the city Clerk-Treasurer.
(B) Individual account credit cards may be issued to employees of the following city departments:
(1) City of Decatur Fire Department;
(2) City of Decatur Police Department;
(3) City of Decatur Utilities Department;
(4) City of Decatur Mayor's Department;
(5) City of Decatur Building/Planning Department; and
(6) City of Decatur Public Works Department.
(7) No more than four individual account credit cards may be issued to employees within each department.
(C) Issuance of an individual account credit card to a department employee shall not be permitted unless and until such employee executes a credit card use agreement on file in the city Clerk-Treasurer's office. Such agreement identifies that use of an account credit card shall be limited to business purposes authorized by the city. Such agreement further exposes the employee to personal liability for misuse of an account credit card issued to such employee and establishes city remedies in the event of misuse. Under such agreement, unauthorized use or misuse of an account credit card by an employee shall result in such employee being held personally liable for such charges, ancillary charges related thereto such as interest and penalties, and any costs of enforcement and collection, including but not limited to reasonable attorney fees. In the agreement, the city reserves the right to unilaterally revoke the employee's use of the city's line of credit at any time upon delivery to the employee of written notice of revocation signed by the city Clerk-Treasurer. In the event an employee's use of an account credit card is so revoked or in the event the employee's employment with the city, Indiana is terminated for any reason, such account credit card issued to such employee shall be immediately surrendered to the city Clerk-Treasurer's office. Upon delivery of revocation or termination of employment, such employee shall be prohibited from further use of the city's line of credit.
(D) An employee who is issued an account credit card may use such card for permitted business travel expenses identified in the city's Employee Handbook regarding meetings, conferences and conventions, regarding mileage, parking and tolls, regarding meals, regarding lodging and regarding airfare. In addition, use of an account credit card may be made by an employee for additional, limited on-line business purchases if pre-approved by the city Clerk-Treasurer.
(E) A claim filed by an employee with the Common Council of the city in connection with use of an account credit card must be itemized as provided in I.C. 5-11-10 and timely submitted for Common Council consideration, approval and payment by the city. If a claim is not itemized or properly documented by an employee and is rejected or denied by the Common Council, the employee shall be personally responsible for payment of the claim until such time as the claim is resubmitted with proper itemization or documentation. If any interest or penalty is incurred due to a claim being rejected or denied because the claim is inadequately itemized or due to late filing for timely consideration by the Common Council to avoid interest or late charges being assessed to the city under its agreement with a financial institution, the employee shall be personally liable for any such interest or penalty charged to the city arising from such employee's use of the city's line of credit.
(F) In addition to any remedies available to the city under the credit card use agreement in the event of unauthorized use or misuse of an account credit card by an employee, such employee may be subject to disciplinary action pursuant to the city's Employee Handbook.
(G) The city Clerk-Treasurer is authorized to seek an account line of credit of up to $50,000 with the financial institution selected by the city Clerk-Treasurer. Each individual credit card issued to an employee as an authorized city card holder shall have an individual number assigned to such employee and shall have a maximum limit of $2,000 against said line of credit. Upon recommendation by the city Clerk-Treasurer and consent of the financial institution, the maximum line of credit or the limit per card, as herein established, may be adjusted from time to time by a resolution of the Common Council.
(H) Credit card use agreement. The credit card use agreement on file in the city Clerk-Treasurer's office, which must be executed by an employee before an account credit card may be issued to such employee and before such employee is authorized to charge permitted expenses against the city's line of credit, is attached to Ord. 2018-8 as Exhibit "A." The city Clerk-Treasurer shall have the right to amend or modify such agreement from time to time as may be necessary or appropriate, subject to approval of the Common Council of the city by resolution. In the event such agreement is amended or modified, each employee who has been issued an account credit card shall be obligated to sign the amended or modified agreement in order to continue to have the right to use the account credit card issued to him or her.
(Prior Code, § 34.50) (Ord. 2004-18, passed 11-16-2004; Ord. passed 2-7-2010; Ord. 2018-8, passed 4-17-2018)