(A) Credit card issuance.
(1) The Clerk-Treasurer is hereby authorized to make application for credit cards for use by city officials and employees for official city business limited to travel and educational expenses and 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 city official or employee, and approval by the department's governing body, the Clerk-Treasurer or Clerk-Treasurer 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) City officials and employees shall use credit cards for the purpose of city travel and educational expenses limited to the following:
(a) Standard hotel or motel room at government rate.
(b) Meals, including a maximum 20% gratuity, in an amount(s) not to exceed the total of allowable daily meal allowance as set by the city.
(c) Required registration fees or costs associated with attending schools, conventions, and seminars.
(d) Gasoline if using a city-owned vehicle.
(e) Excluded charges include alcoholic beverages, room service, non-business telephone calls except for one daily telephone call to the home of the city official or employee, in-room movies or entertainment, personal purchases or souvenirs, and cash advances.
(4) City officials and departments heads may use credit cards, with approval of the department's governing body, for the purpose of city public purchases limited to the following:
(a) Supplies.
(b) Materials.
(c) Small tools and minor equipment.
(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 before approved and paid. The credit card amount 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) Improper use of the credit card by any person may subject the person to discipline, termination, and/or criminal charges.
(Ord. 97-14, passed 3-10-97; Am. Ord. 10-25, passed 12-27-10)