Town employees are authorized to use credit cards for town business in accordance with the provisions of this section, as follows.
(A) Generally.
(1) A CREDIT CARD is any card or devise that is issued to the town by a credit company to enable town employees and officials to purchase, on credit, any and all items, services or goods in the open market.
(2) Only the Town Council may authorize the issuance of a credit card in the name of the town. Upon issuance, the Town Clerk-Treasurer shall be responsible for the authorization of a town employee’s use of a credit card under this policy.
(B) Accounting system. The Town Clerk-Treasurer shall be responsible to maintain an accounting system or log for the use of credit cards which includes the name of the employee, his or her position of employment, the estimated amounts to be charged, the town fund and account number to be charged, the date the credit card is issued and returned and any other details required by the Town Clerk-Treasurer. The accounting system may be modified by the Town Clerk-Treasurer from time to time as necessary.
(C) Purposes for credit cards. 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.
(D) Employee responsibility. The town employee utilizing a town credit card is responsible to provide sufficient accounting information to the Town Clerk-Treasurer so that expenditures from appropriations can be tracked to provide timely and accurate accounting information for monitoring the accounting system.
(E) Supporting documentation. Sufficient supporting documentation shall be made available by the town employee to the Town Clerk-Treasurer so as to approve claims for payment of credit card bills, such as paid bills and receipts. Credit card statements or credit card slips alone are not sufficient documentation. Said documentation shall be provided to the Clerk-Treasurer at a place or by means designated by the Clerk-Treasurer within 72 hours of the completion of the transaction.
(F) Annual fees. The Council hereby authorizes the town to incur an annual fee for any credit card obtained by the Council, should such fee apply.
(G) Late payment fees. Any late payment fees of interest or penalties due to late filing or furnishing of documentation by a town employee issued a credit card shall be the responsibility of that employee and may be deducted from that employees pay at the next pay period following the late fee charge.
(Ord. 2011-8-1, passed 8-2-2011)