(A) Credit card issuance.
(1) The Clerk Treasurer is hereby authorized to make application for business credit cards for the use by city officials and employees for travel expenses and for the purchase of city goods or services.
(2) The Clerk Treasurer may obtain business credit cards from a credit card company or bank.
(3) Business credit cards so issued shall have a maximum limit of $1,100.
(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 city official or employee, the Clerk Treasurer shall issue the credit card for use and shall keep a record showing the date of issuance, date of return, and purpose of use.
(3) City officials and employees may use credit cards for the purpose of city travel expenses limited to the following:
(a) Hotel or motel room;
(b) Meals, excluding any gratuities;
(c) Fees associated with attending schools, conventions, seminars and the like; and/or
(d) Normal and customary department purchases and expenses.
(4) Excluded charges include alcoholic beverages, room service, non-business telephone calls, in-room movies, cash advances, and non-business expenses of any kind.
(5) Accounts payable vouchers 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 IC 5-11-10 before being approved and paid. The charge 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. 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.
(6) Credit cards may be used for the purchase of goods or services. Receipts that do not meet audit requirements including charges that include the imposition of sales taxes for which the city is otherwise exempt, are the responsibility of the employee authorizing the charge. No city employee or elected official shall be authorized to use any city credit card for personal use in any purchase. The city will take all necessary steps to obtain reimbursement for charges which do not meet audit requirements from the employee authorizing the charge, including, but not limited to, the garnishment of the charging employee's city wages.
(7) The Clerk Treasurer shall be notified immediately if a credit card is lost or stolen. If a credit card is lost due to the negligence on the part of a city employee, the employee shall be responsible for any and all expenses incurred on the lost card.
(8) The Clerk Treasurer is authorized to revoke credit cards that have been used in violation of city policy.
(Ord. 2007-01, passed 1-16-07; Am. Ord. 2012-12, passed 6-4-12)