(A) The Clerk-Treasurer is authorized to obtain three credit cards in the name of the city from no more than three credit card companies and the Clerk-Treasurer shall administer the use of these cards.
(B) The credit cards issued on behalf of the city shall have a maximum credit line of not more than $1,000.
(C) The use of the credit card(s) will not change, replace, or bypass the city’s accounting system. Purchase orders shall be required so that funds may be encumbered and appropriations tracked in order to provide the Common Council with accurate accounting information as needed.
(D) In all instances, an employee or official shall confirm with the Clerk-Treasurer prior to making any purchase to assure the availability of the funds.
(E) The Clerk-Treasurer will maintain a log of the names of persons given credit cards, their positions, estimated amounts to be charged, funds, and account numbers to be charged, dates the cards are issued, and dates the cards are returned. A copy of this credit card policy and a credit card holder agreement will be issued and a signed copy returned prior to issuance of the card.
(F) The employee or official that is issued the credit card is responsible for its protection and custody and immediately shall notify the Clerk-Treasurer if the card is lost or stolen. An official or employee shall be responsible personally for any funds paid by the city resulting from the negligent care or custody of the credit card.
(G) The credit card shall be limited to the purchase of goods and services for only official business that has been authorized in the budget of the city. The credit card may not be used for cash advances, personal use, or for any other non-authorized purchase. (Electronic confirmation shall be considered a written confirmation.)
(H) Payment for the credit card charges will not be made on the bases of a credit card statement or slip only. The procedures for payment will be the same as all other business transactions with a purchase order, documentation (which should include an itemized receipt), and signed claim. The official or employee, personally, shall be responsible for the payment of any improper itemized or documented items, late receipts, absence of a purchase order or signed claim as well as any interest, penalty, carrying charges, or sales tax (for which the city is exempt) on the credit card bill.
(I) Unless disputed, the credit card charges will be paid promptly in full every billing cycle so that no improper charges, interest, carrying charges, or penalties will be incurred.
(J) The Clerk-Treasurer is authorized to pay a reasonable nominal annual fee for each credit card.
(K) Appropriate discipline shall be taken against any official or employee who improperly uses a city credit card.
(Ord. 2016-7, passed 3-14-2016)