(A) The use of credit cards by officers and town employees for purchase of needed business items, or for payment of town business expenses, is hereby authorized. The Town Council shall decide, by motion and vote, which credit card(s), and their maximum credit limit not to exceed $10,000, may be acquired and maintained by the town.
(B) The Clerk-Treasurer shall make application for credit card(s) authorized by the Town Council and no other officer or employee of the town shall make application or otherwise obtain any credit card(s).
(C) (1) The following departments are authorized to possess and use a credit cart issued to the town:
(a) Clerk-Treasurer;
(b) Lynnville Park;
(c) Fire Department;
(d) Utility Department; and
(e) Street Department.
(2) Credit cards shall be maintained by the department head and returned to the department head after use by an employee.
(D) The spending authority for each official or employee shall be a maximum of $5,000 per occurrence. Any spending in excess of the maximum per occurrence must be requested of, and authorized by, the Town Council.
(E) Credit cards issued in the name of the town shall not be used by any officer or employee for payment of personal expenses. They may be used only for expenses necessarily incurred for the operation of the town or park. Credit cards shall not be used to obtain cash advances.
(F) All original receipts for use of the credit card shall be turned into the Clerk-Treasurer, who shall verify that the use was for official town or park business and certify to the Town Council that the claim representing the card’s use is accurate and payable, and that any expense charged to a card issued to the Clerk-Treasurer is accurate and properly payable.
(G) On the next business day following any use of the credit card, the person using the credit card shall provide the original receipt to the Clerk-Treasurer. Any employee who fails to timely provide the original receipt shall be subject to discipline by the Town Council. If the failure to timely provide the original receipt causes the town to be charged any late fee or interest on a credit card, the employee responsible shall be liable for the those charges. If no receipt if provided, the employee shall be liable for the full amount, to include late fees or interest. If an employee charges in excess of the amount authorized in division (D) above, the employee shal be liable for those charges.
(H) The Clerk-Treasurer shall pay the credit cards promptly so that no interest carrying charges or penalties shall be incurred due to late payments.
(I) For the purposes of this section, CREDIT CARD is defined as a credit card, a debit card, a charge card, a stored value card, or a charge account established with a vendor.
(J) Any credit cards in the name of the town currently in use shall be used and maintained in accordance with the terms and conditions of this section.
(Ord. 2020-4, passed 6-1-2020)