(A) Credit and fuel card accounts. The town is hereby authorized to open and maintain a single credit card account and a single fuel card account for official business of the town.
(B) Authority of Clerk-Treasurer.
(1) The Clerk-Treasurer is hereby authorized and responsible for:
(a) Selecting the credit card issuer and fuel account provider to be used by the town;
(b) Executing the credit card and fuel card applications and agreements with the selected card issuers for the town;
(c) Overseeing the issuance of the credit cards and fuel cards for official town business;
(d) Maintaining the credit card and fuel card accounts and the relationship between the town and the card issuers; and
(e) Reviewing all claims filed in connection with the use of the credit cards and fuel cards for proper documentation, itemization and purpose.
(2) It is recommended by the Town Council that the Clerk-Treasurer periodically request proposals from various credit card and fuel card issuers so as to obtain the terms most advantageous and beneficial to the town with respect to its credit accounts.
(C) Authorized card holders. The Clerk-Treasurer shall have two credit cards issued on behalf of the town with those credit cards issued to the Town Manager and the Clerk-Treasurer. Fuel cards may be issued in the names of the Department Superintendents. Fuel cards may also be issued to or in the names of employees authorized by the Superintendents for their respective departments, and likewise revoked or withdrawn from such employees as determined by the respective Department Superintendent. Credit cards will not be issued on behalf of the town to anyone else for the town. Upon staff changes occurring, the Clerk-Treasurer shall cancel any existing credit card for that person and have a new credit card issued in the name of the replacement person filling the applicable position. Upon staff changes occurring in the positions of the Department Superintendents, the Clerk-Treasurer shall cancel the existing fuel card for that person and have a new fuel card issued in the name of the replacement person filling the applicable position.
(D) Administration of claims.
(1) The Clerk-Treasurer shall not draw a warrant or check for payment on any credit card or fuel card statement, unless:
(a) There is a fully itemized invoice or bill for each expense;
(b) Each invoice or bill is approved by the town employee or representative receiving the goods or services;
(c) The invoice or bill is filed with the Clerk-Treasurer;
(d) The Clerk-Treasurer audits and certifies before payment that the invoice or bill is true and correct; and
(e) Payment of the credit card or fuel card statement is allowed by the Town Council at a proper public meeting.
(2) If all of the expenses shown on the credit card or fuel card statement are not itemized or properly documented, the statement is to be returned to the authorized card holder for proper itemization, documentation and/or correction. If any interest or penalty is incurred due to late filing or late furnishing of documentation or itemization by the authorized card holder, the authorized card holder shall be responsible for paying the interest or penalty charges. If any interest or penalty is incurred due to late payment through the fault or responsibility of the Clerk-Treasurer, the Clerk-Treasurer shall be responsible for paying the interest or penalty charges. All items incurred and charged with the town credit cards and fuel cards must be for official business of the town, and shall not be personal in nature. Reasonable gratuities are allowable where a service has been provided for business related services and expenses of the town. Alcoholic beverages, cleaning and pressing personal laundry, personal telephone calls, souvenirs and other items personal in nature shall not be paid from public funds of the town.
(E) Credit limit. The Clerk-Treasurer shall establish a credit limit of no more than $2,500 on any credit card issued on behalf of the town to an authorized town representative. The Clerk-Treasurer shall establish a credit limit of no more than $1,000 on any fuel card issued on behalf of the town to an authorized town representative.
(Ord. 584, passed 8-15-2016; Ord. 584-B, passed 2-1-2021)