(A) The city’s credit cards shall only be used for the payment of services rendered on behalf of the city or for products being purchased by the city.
(B) (1) The Clerk-Treasurer is authorized to obtain the following credit cards for the following departments of city government:
Department |
Department |
Mayor |
Clerk-Treasurer |
Street Department |
City Engineer and/or the Director of Public Projects |
Fire Department |
Police Department |
Water Department |
Wastewater Department |
(2) The credit cards shall be issued with the following information located on the charge plate:
Name of Department
City of Greensburg
(3) The credit cards shall be for use by city personnel, employees and officials for purposes of incurring expenses for the ordinary, necessary, reasonable and usual expenses to properly maintain and continue city operations including authorized travel and training expenses, and the purchase of supplies and equipment.
(C) (1) No obligation shall be incurred, nor shall obligation be deemed a valid obligation of the city, unless such obligation is for matter or matters otherwise properly provided in the budget of the city.
(2) Further, no individual purchase shall exceed the sum of $1,000. No credit card shall have a credit limit in excess of $5,000. Moreover, all payments upon credit card shall be handled in a manner that is compliant with the mandates of the Indiana State Board of Accounts.
(3) The city shall not be responsible for any late fees, penalties or interest associated with the failure of a department to timely provide proof of purchase and necessity of payment for credit card purchases.
(D) (1) All charges shall be reported to the Clerk-Treasurer for review. Each department shall submit detailed, original receipt along with the detailed statement from each credit card within seven days of the statement due date to insure proper payment posting.
(2) If after review, the Clerk-Treasurer shall reasonably determine, in its judgment, that an authorization has been incurred or expense made in the name of the city, but is not properly chargeable as ordinary, necessary, reasonable, and usual, and is not otherwise budgeted, then such charge or expense shall be charged to the employee or official incurring the same and may be deducted from any payment otherwise due the employee or official, at any time thereafter, by way of deduction prior to issuance of any check or other payment to be made to the employee or official.
(E) The Clerk-Treasurer shall have exclusive control and possession of all such credit cards as authorized by this chapter and shall control release, issuance and availability of such cards as reasonably necessary in order to prevent abuse or improper use.
(1) The City Department Heads shall be responsible for the credit card that is assigned to his/her department. The Department Head shall control the use and credit card shall be accountable while the credit card is in the possession of the department.
(2) When the department does not require the use of the a credit card the credit card shall be maintained in a secure place at all times within the department and/or shall be returned to the office of the Clerk-Treasurer.
(3) Upon demand by Mayor or City Council President, all cards shall be promptly returned to the Clerk-Treasurer immediately.
(4) The Clerk-Treasurer may open accounts at appropriate financial institutions for purposes of such cards, and when deemed necessary in the Clerk-Treasurer’s sole judgment, close out immediately any such accounts solely by the written notice signed by the Clerk-Treasurer.
(5) The Clerk-Treasurer shall notify the Mayor and City Council upon opening and/or closing any credit card accounts.
(6) The Clerk-Treasurer shall secure possession of all of the credit cards in possession of any individual or department and shall provide City Council with a list of those credit cards along with the account numbers for each.
(7) The Clerk-Treasurer shall further provide copies of the financial statement for each of those credit cards that shall be deactivated and/or cancelled.
(Ord. 2013-12, passed 11-4-13)