(A) Credit card accounts.
(1) The County Sheriff is hereby authorized to continue with and maintain a single credit card account for the Jail Commissary Fund.
(2) The County Sheriff is hereby authorized to continue with and maintain a single credit card account for official business of the County Sheriff's Office.
(B) Authority of County Sheriff.
(1) The County Sheriff is hereby authorized and responsible for:
(a) Selecting the credit card issuers to be used for the Jail Commissary Fund and for the general business of the County Sheriff's Office;
(b) Executing the credit card applications and agreements with the selected card issuers for the Jail Commissary Fund and the general business of the County Sheriff's Office;
(c) Overseeing the issuance of the credit cards for the Jail Commissary Fund and the general business of the County Sheriff's Office;
(d) Maintaining the credit card accounts and the relationship between the County Sheriff's Office and the card issuers for the Jail Commissary Fund and the general business of the County Sheriff's Office;
(e) Reviewing all claims filed in connection with the use of the credit cards for proper documentation, itemization, and purpose.
(2) It is recommended by the County Commissioners that the County Sheriff periodically request proposals from various credit card issuers so as to obtain the terms most advantageous and beneficial to the County Sheriff's Office with respect to its credit card accounts.
(C) Authorized card holders.
(1) (a) For the credit card account established for the Jail Commissary Fund, the County Sheriff may have credit cards issued on behalf of the County Sheriff's Office with the credit cards issued to the following:
1. Sheriff;
2. Chief Deputy;
3. Bookkeeper; and
4. Captain of each division.
(b) Upon elected official or staff changes occurring, the County Sheriff shall cancel an existing credit card for that person and have a new credit card issued in the name of the replacement person filling the applicable position.
(2) (a) For the credit card account established for the general business of the County Sheriff's Office, the Elkhart County Sheriff may have credit cards issued on behalf of the County Sheriff's Office with the credit cards issued to the following:
1. Sheriff;
2. Chief Deputy;
3. Bookkeeper; and
4. Captain of each division.
(b) Upon elected official or staff changes occurring, the County Sheriff shall cancel an existing credit card for that person and have a new credit card issued in the name of the replacement person filling the applicable position.
(3) When the purpose for which a credit card has been used has been accomplished, the card must be returned to the custody of the person in whose name the credit card is issued. The designated responsible official in whose name the credit card is issued must maintain an accounting system or log
which would include the names of individuals requesting usage of the card and the purpose.
(D) Administration of claims.
(1) (a) For the credit card account established for the Jail Commissary Fund, the County Sheriff shall not issue payment for any credit card statement unless:
1. There is a fully itemized invoice or bill for each expense;
2. Each invoice or bill is approved by the County Sheriff's Office employee or representative receiving the goods or services;
3. The invoice or bill is filed with the County Sheriff;
4. The County Sheriff audits and certifies before payment that the invoice or bill is true and correct.
(b) If all of the expenses shown on the credit card statement are not itemized or properly documented, the statement is to be returned to the Sheriff's Office employee or representative making the purchase for proper itemization, documentation, and/or correction. All purchases from the Jail Commissary Fund must be consistent with the requirements of the most current resolution approved by the County Council for Sheriff Commissary Fund expenditures and shall not be personal in nature.
(2) (a) The County Auditor shall not draw a warrant or check for payment on any credit card statement for the general business of the County Sheriff's Office unless:
1. There is a fully itemized invoice or bill for each expense;
2. Each invoice or bill is approved by the County Sheriff's Office employee or representative receiving the goods or services;
3. The invoice or bill is filed with the County Auditor;
4. The County Auditor audits and certifies before payment that the invoice or bill is true and correct; and
5. Payment of the credit card statement is allowed by the County Commissioners at a proper public meeting.
(b) If all of the expenses shown on the credit card statement are not itemized or properly documented, the statement is to be returned to the authorized card holder for proper itemization, documentation, and/or correction. If any interest or penalty is incurred due to late filing or late furnishing of documentation or itemization by the authorized card holder, the authorized card holder shall be responsible for paying the interest or penalty charges. If any interest or penalty is incurred due to late payment through the fault or responsibility of the County Auditor, the County Auditor shall be responsible for paying the interest or penalty charges. All items incurred and charged with the credit card for the general business of the County Sheriff's Office must be for official business of the County Sheriff's Office and shall not be personal in nature. Reasonable gratuities are allowable where a service has been provided for business-related services and expenses of the County Sheriff's Office. Alcoholic beverages, cleaning and pressing of personal laundry, personal telephone calls, souvenirs, and other items personal in nature shall not be paid from public funds of the county.
(E) Credit limit.
(1) The County Sheriff shall establish a credit limit of no more than $30,000 on the credit card account for the Jail Commissary Fund on behalf of the County Sheriff's Office.
(2) The County Sheriff shall establish a credit limit of no more than $35,000 on the credit card account for and on behalf of the general business of the County Sheriff's Office.
(Ord. CO 2022-10, passed 5-16-2022)