(A) The Town Council authorizes the procurement of one credit card for use by, and under the control of, the Town Manager for the purpose of travel and related expenses that have been approved by the Town Council.
(B) The Town Council authorizes the procurement of, and control of use by, the Clerk-Treasurer, one credit card to facilitate the purchase of miscellaneous items necessary for the operation of the various Town departments. These purchases will be subject to the same provisions for approval of purchase and typical payment procedures as if purchase orders were being issued prior to the purchase with an invoice issued after receipt, with any use to be conducted in such a fashion as to comply with any requirements of the Indiana State Board of Accounts or appropriate state auditing agency.
(C) Payment for purchases made with an authorized credit card will not be made on the basis of a statement or credit card slip only. Supporting documents such as paid bills and receipts must be available and furnished to the fiscal officer. It shall be the responsibility of the person who is in control of the credit card, as referenced above by position (either the Clerk-Treasurer or the Town Manager, as the appropriate case may be), to provide the Town Council with the appropriate supporting documentation in a timely fashion.
(D) As with all purchases, final approval for payment rests with Town Council. In an attempt to avoid late payment fees, reasonable effort should be made by the authorized holders of credit cards to obtain statement billing cycles that permit prior review and approval by Town Council members before payment is made.
(E) Any interest or penalty incurred due to late filing or furnishing of documentation by an office or employee may be the responsibility of that officer or employee.
(F) Annual fees for a credit card are not permitted without prior approval by the Town Council.
(G) Use of an authorized credit card for personal expenses is expressly prohibited.
(Ord. 9-2005, passed 8-1-2005)