(A) Credit card issuance.
(1) The Clerk-Treasurer is hereby authorized to make application for credit cards to use by town officials and employees for official town business, limited to travel and educational expenses and for public purchases.
(2) Credit cards issued for travel and educational expenses shall have a maximum limit of $2,000.
(3) Credit cards issued for public purchases shall have a maximum limit of $5,000.
(B) Credit card use policies and procedures.
(1) When not in use, the credit cards shall be secured in the office of the Clerk-Treasurer.
(2) Upon request by a town official or employee, the Clerk-Treasurer or Clerk-Treasurer’s designee shall issue the credit card for use and shall keep a record showing the name and position of the individual requesting use of the card, date of issuance, date of return and purpose of use.
(3) Town officials and employees shall use credit cards for the purpose of city travel and educational expenses limited to the following:
(a) Hotel or motel room;
(b) Hotel or motel room charges for telephone calls pertaining to town business;
(c) Meals, including a maximum of 20% gratuity;
(d) Fees or costs associated with attending schools, conventions, seminars and the like;
(e) Gasoline, if using a town-owned vehicle; and
(f) Excluded charges include alcoholic beverages, room service, non-business telephone calls, in-room movies and cash advances.
(4) Town officials and employees shall use credit cards for the purpose of town public purchases limited to the following:
(a) Supplies;
(b) Materials;
(c) Small tools and minor equipment; and
(d) Fuel.
(5) Accounts payable vouchers (claims) filed in connection with the use of credit cards shall be submitted to the Clerk-Treasurer for processing within 72 hours of use and shall be properly itemized and documented as provided in I.C. 5-11-10, including receipts, before approved and paid. The credit card account will be paid in full every billing cycle. Improperly itemized and documented items, as well as all interest, carrying charges or penalties, shall be the personal responsibility of the individual user.
(6) The Clerk-Treasurer shall have the power and authority to pay all reasonable annual fees associated with the credit card accounts.
(Ord. 2009-05, passed 7-21-2009)