(A) The use of credit cards by city personnel is hereby authorized, provided the use is in accordance with the provisions set forth herein.
(B) The City Controller is hereby authorized to obtain credit cards in the name of the city for use by the Mayor for expenses relating to official city business.
(C) (1) The City Controller is hereby authorized to obtain or authorize the obtaining of credit cards bearing the name of the city for use by city officials designated by the Mayor.
(2) Credit cards authorized by this section shall be obtained in the name of the individual city official who shall be financially responsible for all credit card charges.
(3) The credit card charges shall not be a liability of the city.
(4) The credit cards shall be provided to obtain government discounts when used on city business.
(D) (1) The City Controller is hereby authorized credit cards where credit cards will expedite or facilitate the conducting of city business.
(2) Credit cards obtained under this section shall be under the control of the Office of City Controller and may be used by city employees for city business.
(3) The City Controller or his or her designee shall maintain a log of credit card use which shall include the name of individuals using the card, their position, the estimated amounts to be charged, fund and account numbers to be charged, the date the card is issued and returned, and other information deemed necessary to properly account for credit card use.
(4) When the purpose for which the credit card has been issued has been accomplished the card must be returned to the City Controller or his or her designee.
(E) The credit cards authorized by this section shall be used for:
(1) Travel on matters of city business;
(2) For allowable expenses incurred by the Mayor for the promotion of the city;
(3) For making of telephone calls by city officials for official city business;
(4) For purposes of obtaining materials, parts, supplies, or services that must be obtained on an immediate or emergency basis; or
(5) Other matters relating to city business authorized by the Mayor.
(F) Credit cards authorized by this section shall not be used to bypass or circumvent the purchase order system. Whenever possible a purchase order shall be used for public purchases and credit cards authorized by this section shall be used only when the issuance of a purchase order is not reasonably possible.
(G) (1) When credit cards authorized by division (C) above are used for reimbursable expenses, payment shall not be made on the basis of only a credit card statement or credit card slip.
(2) Supporting documentation such as paid bills and receipts must be submitted in support for the claim for payment. Pursuant to the State Board of Accounts requirements, claims for reimbursement for meals and expenses for individuals must have specific detailed information of the names of all individuals for which amounts are claimed, including the nature, name, and purpose of business meeting or expense.
(3) Payments which do not have the proper itemization may be the personal obligation of the responsible official or employee for whom the claim is made.
(H) The City Controller is hereby authorized to obtain credit cards authorized by this section. The City Controller is hereby authorized to sign and execute in the name of the city any documents or agreements necessary to obtain the credit cards and is authorized to pay any fees or other expenses necessary to obtain or use the credit cards.
(I) The City Controller is hereby authorized to promulgate and impose any additional regulations or controls regarding the use of credit cards authorized herein under where regulations or controls are necessary or required by law or are necessary for the proper and efficient financial management of the city.
(Prior Code, § 42.03) (Ord. 0-01-0044, passed 12-10-2001)