(A) Credit card use is authorized for town business only.
(B) The town employee responsible for the card shall maintain strict possession of said credit card.
(C) The town employees and officials may use town credit cards for purchases related to the performance of town duties when such use is in the best interest of the town.
(D) The credit card may be used for travel expenses, the purchase of parts and materials, conference fees, and other similar expenses not capable of otherwise being billed to the town.
(E) No personal expenses may be authorized nor may any uses not specifically related to town business. This specifically precludes any reimbursement to the town for an employee’s personal use of the town credit card.
(F) Any and all credit cards issued to any employee shall be returned the Town Clerk-Treasurer when the purpose of the use of the credit card has been accomplished.
(G) The use of credit cards shall follow the criteria set forth by the State Board of Accounts.
(H) The Clerk-Treasurer is authorized to revoke credit cards or purchasing cards that have been used in violation of town policy.
(I) (1) Payment of credit card and purchasing card bills shall be subject to the audit requirements of accounts payable vouchers in conformity with I.C. 5-11-10 and 36-4-8 and the regulations of the State Board of Accounts. Itemized receipts are [missing material]
(2) Payment will not be made on the basis of a credit card or purchasing card statement. Signed charge slips showing a total charge only, with no itemization of items purchased, are not acceptable. It is the responsibility of the employee authorizing the charge to obtain proper itemized receipts.
(J) Credit card and purchasing card charges that do not meet audit requirements, including charges that include the imposition of sales taxes for which the town is otherwise exempt, are the responsibility of the employee authorizing the charge. The town will take all necessary steps to obtain reimbursement for charges which do not meet audit requirements from the employee authorizing the charge, including, but not limited to, the garnishment of the charging employee’s town wages.
(K) The Clerk-Treasurer shall be notified immediately if a credit card or purchasing card is lost or stolen. If a credit card or purchasing card is lost due to negligence on the part of a town employee, the employee shall be responsible for any and all expenses incurred on the lost credit card.
(Ord. 2016-4, passed 3-7-2016)