The use and issuance of credit cards by various offices and departments of the city is hereby authorized as follows:
(A) (1) The Clerk-Treasurer may negotiate on such terms as he or she deems advisable, with banks, suppliers, or service providers to the applicable department to obtain credit cards or accounts of credit (collectively “credit cards”) for the use and benefit of the city to operate efficiently.
(2) The Clerk-Treasurer is authorized to obtain credit cards and purchasing cards titled for city departments on the request of the department head.
(B) A list of all credit cards issued to the city shall be maintained by the Clerk-Treasurer’s office. The list shall include the credit limit and authorized users. Unless a higher limit is authorized in advance, the credit limit for each credit card shall not exceed $5,000.
(C) (1) The department head may authorize certain employees within the department to use the credit card solely for the purposes set out herein, but the department head, or their designee shall be responsible for the safekeeping of the credit cards and purchasing cards.
(2) City credit cards and purchasing cards shall be used only with the approval of the department head, or their designee. The department head shall maintain a usage log for each card identified by card account number, with entries certified by signature of the department head, or their designee. The log shall include the following information:
(a) The name and position of the individual using the city’s cards;
(b) The date the card is issued to the individual, the estimated amounts to be charged, the type of expenses (such as airline tickets or office supplies), and the appropriate account numbers to be expended; and
(c) The date the card is returned and the amount charged to the card.
(D) Credit cards and purchasing cards shall be used for purchases relating to the performance of city business only. No personal use of a city credit card or purchasing card is permitted, even if an employee offers to reimburse the city for the employee’s personal use of a city credit card or purchasing card. Such permitted uses include but are not limited to:
(1) Purchasing of supplies and equipment of the use and benefit of the department;
(2) Travel and lodging expenses of departmental personnel while traveling on approved business;
(3) Meal expenses of departmental personnel while traveling on approved business, provided that any such expense may not exceed any authorized per diem for meals. Reasonable tips or gratuities are allowed as meal expenses if service is provided as part of the meal. Tips shall not exceed 20% of the bill. No charges for alcohol will be permitted;
(4) Approved training and education costs for departmental personnel; and
(5) Any other use required for the efficient operation of the department when use of vouchers, checks, or other means of credit are not possible, provided that said use had been approved by the department head.
(E) (1) Within seven days of use of a credit card, the employee using the credit card shall deliver to the Clerk-Treasurer the following documents:
(a) A claim form for the charges made signed by the employee;
(b) Original receipts and/or invoices for the charges; and
(c) Any other documentation requested by the department which supports the claim.
(d) If the employee loses the original receipt and/or invoice, the employee shall provide a duplicate receipt and/or invoice or an affidavit of lost receipt.
(2) Notwithstanding division (E)(1) above, payment of credit card and purchasing card bills shall be subject to the audit requirements of accounts payable vouchers in conformity with I.C. 5-11-10, I.C. 36-4-8 and the regulations of the State Board of Accounts. Electronic invoices or itemized receipts are required for all credit card and purchasing card purchases, including restaurant charges. Payment will not be made on the basis of a credit card or purchasing card statement. Signed charge slips showing a total charge only, with no itemization of items purchased, are not acceptable. It is the responsibility of the employee authorizing the charge to obtain proper itemized receipts.
(F) The department head shall ensure no charges are placed on the credit card for an amount which would cause any budgeted appropriation of the department to be overdrawn.
(G) The Clerk-Treasurer shall pay the credit card company through the standard claim procedure of the city. The underlying invoice or receipt for travel and/or supplies under the credit card shall be attached to the claim.
(H) The city may pay interest and annual fees on the credit card. However, any interest or late fees accruing because of delays in the billing by the office shall be paid by that office.
(I) The Clerk-Treasurer shall be listed on the account as authorized to access the credit card records.
(J) The Clerk-Treasurer is authorized to revoke credit cards or purchasing cards that have been used in violation of city policy. The Clerk-Treasurer is authorized to cancel any card at any time, or to remove any authorized user at any time.
(K) Any authorized user leaving employment is to be removed from the card at the time of resignation/dismissal/termination.
(L) Any unauthorized use of the card is to be considered grounds for dismissal by the department head and/or the Mayor and the Board of Works.
(M) On-time payment of credit cards is the responsibility of the Clerk-Treasurer; recurring late charges are to be considered unauthorized use of the account.
(Res. 2014-01, passed 1-13-2014; Res. 2014-07, passed 4-28-2014)