(A) Issuance. The Clerk-Treasurer is hereby authorized to make application for business credit cards for use by the designated town officials and employees, as defined in division (B) of this section, to pay certain expenses that have been authorized by the Town Council.
(1) The town shall obtain business credit cards from only one credit card company.
(2) Business credit cards issued under this section shall have a maximum limit of $2,000 per card.
(B) Designated officials.
(1) Clerk-Treasurer;
(2) Town Manager;
(3) Chief of Police;
(4) Treatment Plant Superintendent;
(5) Utility Manager; and
(6) Parks Department.
(C) Credit card use and policies and procedures.
(1) The credit card shall be maintained in the possession of the designated official or employee.
(2) Town officials and employees shall use credit cards exclusively for the purpose of town travel expenses limited to the following:
(a) Hotel or motel room;
(b) Hotel or motel room charges for telephone calls pertaining to town business;
(c) Meals, including a maximum 15% gratuity;
(d) Fees and costs associated with attending schools, conventions, seminars, and the like;
(e) Gasoline if using a town owned vehicle;
(f) Regular materials and supplies if purchased from a vendor that has not set up a charge account;
(g) Internet purchases for government use only;
(h) Purchases that for any reason warrant the use of a credit card.
(3) Excluded charges include personal purchases, room service, non-business telephone calls, in-room movies, alcoholic beverages and cash advances.
(4) Accounts payable vouchers (claims) filed in connection with the use of credit cards shall be submitted to the Clerk-Treasurer for processing within 72 hours of use and shall be properly itemized and documented as provided in I.C. 5-11-10 before being approved and paid. The credit card account will be paid in full every billing cycle. Improperly itemized and documented items as well as all interest, carrying charges, or penalties shall be the personal responsibility of the individual user.
(Ord. 2009-5C, passed 5-18-09; Am. Ord. 2016-2A, passed 2-1-16)