(A) Credit card accounts. The County Commissioners are hereby authorized to establish and maintain a single credit card account for official business of the County Commissioners.
(B) Authority of County Commissioners.
(1) The County Commissioners are hereby authorized and responsible for:
(a) Selecting the credit card issuer to be used for the general business of the County Commissioners;
(b) Executing the credit card applications and agreements with the selected card issuer for the general business of the County Commissioners;
(c) Overseeing the issuance of the credit cards for the general business of the County Commissioners;
(d) Maintaining the credit card accounts and the relationship between the County Commissioners and the card issuer for the general business of the County Commissioners; and
(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 Administrator periodically request proposals from various credit card issuers so as to obtain the terms most advantageous and beneficial to the County Commissioners with respect to its credit card account.
(C) Authorized card holders.
(1) For the credit card account established for the general business of the County Commissioners, the County Commissioners may have credit cards issued on behalf of the County Commissioners with the credit cards issued to the following:
(a) County Commissioners; and
(b) County Administrator.
(2) Upon elected official or staff changes occurring, the County Commissioners 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) The County Auditor shall not draw a warrant or check for payment on any credit card statement for the general business of the County Commissioners unless:
(a) There is a fully itemized invoice or bill for each expense;
(b) Each invoice or bill is approved by the County Commissioners' employee or representative receiving the goods or services;
(c) The invoice or bill is filed with the County Auditor;
(d) The County Auditor audits and certifies before payment that the invoice or bill is true and correct; and
(e) Payment of the credit card statement is allowed by the County Commissioners at a proper public meeting.
(2) 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 Commissioners must be for official business of the county 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 Commissioners. 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. The County Commissioners shall establish a credit limit of no more $30,000 on the credit card account for and on behalf of the general business of the County Commissioners.
(Ord. CO-2023-37, passed 7-31-2023)