(A) The Fremont Town Council hereby approves of the continuing existence and use of the current credit card accounts, including the payment of any necessary annual fees. However, no purchases shall be made using any credit card for any item(s) that exceed a cost of $2,000 without the express prior approval of the Fremont Town Council.
(B) All credit cards issued in the name of the Town of Fremont shall be kept, maintained and in the possession of the Town of Fremont Clerk-Treasurer. The Clerk-Treasurer shall authorize the issuance and or cancellation of all cards and the only one authorized to open a line of credit for the town with a vendor.
(C) The credit cards shall only be used when necessary, in the judgment of the Clerk-Treasurer, for the efficient and expedient purchase of supplies, materials, services and travel expenses for the ownership, use and benefit of the town.
(D) The employee shall sign out a credit card for the approved purchase, writing down the date and time that the credit card was taken. After the purchase, the credit card shall be returned immediately to the Clerk-Treasurer, and the employee shall write down the date and time of the return of the credit card. Upon return, the employee shall also deliver to the Clerk-Treasurer a documented receipt for the item(s) purchased. The Clerk-Treasurer shall maintain a log or accounting of all credit card written requests, dates and times of sign out and return, and will provide receipts for items purchased to the accounts payable clerk.
(E) Any employee using a town credit card in violation of the above policy shall be responsible for reimbursing the town for any and all amounts charged on the credit cards, and shall further be subject to discipline pursuant to the Town of Fremont Town Personnel Policy.
(Ord. 2016-2, passed 2-16-2016)