(A) The Clerk-Treasurer is hereby authorized to secure and maintain one or more credit cards in the name of the town for use by properly authorized town representatives in carrying out the business of the town and to pay a reasonable annual fee if to do so is determined to be in the town’s best interests. The Clerk-Treasurer shall sign all credit applications and credit agreements for all credit cards.
(B) Purchases may be made with the credit card by any Town Department including the Police Department and its officers, the Clerk-Treasurer, or department heads. Purchases may be made by other town employees or officers if authorized in advance by a resolution of the Town Council.
(C) Each credit card obtained will be used by that department, town representative, or employee for the reasonable cost of goods and services incurred in the performance of official duties and functions of the town. The Clerk-Treasurer shall maintain an accounting system or log which shall include the name(s) of individual(s) requesting usage of the cards, their position, estimated amounts to be charged (at the time the card is issued), the line item of the fund(s)/account(s) from which the purchase is to be paid, and the date the card is issued and returned.
(D) When the purpose for which a credit card has been issued has been accomplished, the card shall be immediately returned to the custody of the department head or Clerk-Treasurer.
(E) Within 72 hours of the purchase, the person using the credit card shall provide the Clerk-Treasurer with a copy of the credit card receipt with written particulars of the purpose of the purchase, including an itemized list of all charges incurred and whether those are paid from different budgeted line items.
(F) (1) No credit card issued to the town shall be used for a private or other non-town purchase. Inappropriate use of any town credit card shall be reported to the Clerk-Treasurer and the Town Council, and appropriate discipline shall be taken by the Town Council against any card user who improperly uses a town credit card.
(2) Improperly documented charges or those charges shown to be unnecessary in carrying out the town’s business and any finance charges resulting from the use of the card shall be the responsibility of the person making the improper charge and subject to collection as any other town claim.
(G) The Clerk-Treasurer may require the employee or responsible town officer to complete a purchase order form if necessary to encumber the appropriate fund and track appropriations and to monitor the town’s accounting system.
(H) Payment should not be made on the basis of a statement or a credit card slip only. The employee returning the card must provide the same information required for any other claim. Supporting documents such as paid bills and receipts must be provided to the Clerk-Treasurer when available. Additionally, any interest or penalty incurred due to late filing or furnishing of available documentation by an officer or employee shall be the responsibility of that officer or employee.
(I) If a charge was properly authorized and documented, the Clerk-Treasurer may pay the charges, including interest and the annual fee for the card(s).
(Ord. 2013-15, passed 7-2-2013)