(A) Credit card issuance.
(1) The Clerk-Treasurer of the city is hereby authorized to make application for business credit cards for certain officials and employees (hereinafter “authorized cardholders”) as deemed necessary by the Clerk-Treasurer. No other officials or employees of the city shall make application for or otherwise obtain any credit card, charge account, or charge card in the name of the city.
(2) Upon request by an Officer of Department Head, and for good cause shown, the Clerk-Treasurer shall issue an appropriate credit card to the Officer or Department Head for use.
(3) When the purpose for which the credit card has been issued has been accomplished, the card shall be returned to the custody of the Clerk-Treasurer, unless it is determined by the Clerk-Treasurer that the Officer or Department Head should maintain possession and control of the credit card.
(4) An Officer or Department Head may authorize an employee under his or her supervision to use the credit card for approved public purchases.
(5) Credit cards shall have a maximum credit limit of not more than $8,000.
(6) The Clerk-Treasurer shall maintain an accounting system or log which will include the names of individuals requesting usage of the cards, estimated amounts to be charged, the fund and account numbers to be charged, and date the card is issued and returned.
(7) If the Officer or Department Head maintains possession of the credit card, he or she shall maintain the above-mentioned accounting system subject to inspection and review by the Clerk-Treasurer.
(B) Card and account use and procedures.
(1) Within 72 hours after use of a credit card, the credit card and the original receipt(s) shall be returned to the party responsible for the possession and control of the credit card to be recorded in the accounting for the card.
(2) No credit card may be used to pay for private purchases or alcoholic beverages, or to obtain cash advances.
(3) Charges made on any city credit card shall be only for items which are authorized by the Clerk-Treasurer, Officer or Department Head and are properly budgeted in the city’s corresponding and current budget.
(4) Any employee who fails to provided an itemized receipt for a purchase shall be personally liable to the city for the full amount of such charge as well as any associated finance charges caused by late payment.
(5) Credit cards shall not be used to bypass or avoid the accounting system of the city. Charges to the city credit cards shall be paid by the Clerk-Treasurer’s Department only on the basis of original receipts and from appropriate budgeted funds, accounts, and line items pursuant to the claims procedures of the city.
(6) Payment should not be made on the basis of a statement or a credit card slip only. Procedures for payments should be no different that for any other claim. Supporting documents such as paid bills and itemized receipts must be available. Officers and employees are personally responsible for any purchases they make without provided supporting documentation and are personally responsible for any associated finance charges caused by late payment.
(7) If properly authorized, an annual fee may be paid.
(Ord. 21-2005, passed 12-5-05; Am. Ord. 5-2016, passed 4-18-16)