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(A) The Clerk-Treasurer is authorized, on behalf of the city, to obtain credit card(s) for use by city employees and department heads pursuant to the terms of this section, the city code, the City Employee Handbook (Ord. 616), and state law.
(B) The Clerk-Treasurer is authorized to pay any required annual membership fee, service charge or renewal charge levied by the card issuer, or any third party credit card servicing company.
(C) Each department may receive two or more cards: one issued in the name of the city and the department head, and the others issued in the name of the city and individuals selected by the department head. The department heads shall retain possession of the cards but shall distribute them as needed to the named employee(s) for purchasing. The department heads shall retake possession of the employee credit card upon completion of the purchase.
(D) A city credit card shall be used only for authorized city business, and shall not be used for personal purposes. Examples of valid uses of a city credit card include, but are not limited to, payment of properly authorized hotel expenses, gas for city vehicles, food, parking and tuition/registration expenses.
(E) Supporting documentation such as paid invoices and receipts which have been received by the department head or employee as the result of their use of a city credit card shall be promptly presented by the department head or employee to the Clerk-Treasurer. Any interest or late payment penalty incurred due to the late filing or furnishing of the documentation by a department head or employee, or any charges (including the city’s reasonable attorney fees) incurred due to the department head or employee’s unauthorized or improper use of the city’s credit card, shall be paid by the department head or employee to the Clerk-Treasurer.
(F) All claims filed in connection with the use of the city’s credit card must be itemized as set forth in I.C. 5-11-10 before approval and payment by the Clerk-Treasurer. All claims which are properly itemized or documented and approved shall be paid by the Clerk-Treasurer out of the appropriate fund from which such expense relates. Any claim which is not properly itemized or documented and approved shall be the responsibility of the city employee or department head who incurred it, who shall pay the undocumented or unapproved portion of the claim including any penalty or interest associated with the city’s failure to pay the undocumented or unapproved charges.
(G) The Clerk-Treasurer is hereby authorized to make payment for approved credit card claims and shall make a record of all the payments.
(H) The department head shall maintain a log regarding the usage of the credit cards which will include the name of the department head or employee requesting usage of the credit card, his or her position with the city, the nature of the anticipated use of the credit card, the approximate amount to be charged, the fund and account numbers to be charged for the payment of the credit card charges, the date that the credit card is issued and returned, and any other reasonable information requested by the Clerk-Treasurer. Upon completion of the use of the credit card the log, as updated, will be provided to the Clerk-Treasurer.
(I) A department head or employee shall not use a city credit card to bypass the city’s prior authorization procedure or the city’s accounting system.
(Ord. 683, passed 9-22-2003; Ord. 791-2011, passed 6-27-2011; Ord. 839-2013, passed 6-24-2013)