(A) This section is adopted in compliance with the State Board of Accounts Accounting and Uniform Compliance Guidelines Manual for Cities and Towns, authorizing a town to use credit cards for appropriate town purchases.
(B) Town of Millersburg employees and officials may use town credit cards for purchases related to the performance of town duties when such use is in the best interest of the town.
(C) The Clerk-Treasurer is authorized to obtain credit cards titled for town departments at the request of the department head.
(D) The department head shall be responsible for safekeeping of the credit cards issues to his/her department. Credit cards shall be kept in a secured location.
(E) Town credit cards shall be used for purchases relating to the performance of town business only. No personal use of a town credit card is allowed, even if an employee offers to reimburse the town for the employee's personal use of a town credit card. If an accidental purchase is made on the town credit card, that employee is to pay the town back via written check.
(F) Payment of credit card bills shall be subject to the audit requirements of account payable vouchers in conformity with I.C. 5-11-10 and I.C. 36-4-8 and the regulations of the State Board of Accounts. Itemized receipts are required for all credit card purchases, including restaurant charges. Payment will not be made on the basis of a credit 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.
(G) Credit card charges that do not meet audit requirements are the responsibility of the employee authorizing the charge. Any interest or penalty incurred due to the late filing with the Clerk-Treasurer of accounts payable vouchers for payment of a credit card, or incurred due to delay in furnishing of documentation required for audit by an officer or employee, shall be the responsibility of that officer or employee.
(H) The Clerk-Treasurer shall be notified immediately if a credit card is lost or stolen.
(I) The Millersburg Town Council may revoke any credit cards that have been used in violation of town policy.
(Ord. 2022-08, passed 6-22-2022)