(A) Credit card issuance.
(1) The Clerk-Treasurer is hereby authorized to establish and maintain a single credit card account with The Farmers Bank, Frankfort, Indiana, for the issuance of credit cards for use by town officers and employees to whom the Town Council has granted purchasing authority.
(2) The account shall have a limit of $1,000.
(3) Each officer or employee to whom a card is to be issued shall acknowledge in writing receipt of a copy of this section prior to issuance of a credit card in his or her name on the account.
(4) All credit card correspondence shall be directed to the town’s post office box, which shall also be used as the billing address for all purchases using the cards.
(B) Credit card use policies and procedures.
(1) Charges shall only be made on the credit card for purchases which are authorized by appropriation in a budget of the town or its utilities.
(2) Within two business days of the use of a credit card or the credit card account, the person using the credit card or its account shall provide to the Clerk-Treasurer the customer copy of all credit card receipts, the originals or duplicates of all paid bills or other receipts furnished by the vendor and shall provide any other information requested by the Clerk-Treasurer, including the following:
(a) The purpose of the purchase; and
(b) The budget line item or items from which the purchase is to be paid.
(3) All credit card billing statements shall be sent by the issuing bank to the Clerk-Treasurer, and the account shall be paid by the Clerk-Treasurer from the appropriate budget line item or items pursuant to the claims procedures of the town.
(4) The Clerk-Treasurer shall pay the entire account balance before its due date so that no interest charges, late fees or penalties will be incurred.
(5) Any officer or employee who causes interest charges, late fees or penalties to be added to the credit card account shall be personally liable for all interest charges, late fees and penalties.
(6) No credit card issued by the town to any elected officer, supervisor or employee, nor the credit card account itself, shall be accessed or used for personal purchases or for purchases made in violation of the purchasing or travel policies of the town.
(7) The holder of a card which is lost or stolen shall report the same directly to the issuer of the card within 24 hours and shall notify the Clerk-Treasurer within two business days of having reported the loss or theft of the card.
(8) Upon written demand of the Clerk-Treasurer, the Town Council or any officer thereof, any person to whom a card is issued shall immediately return possession of the card and shall thenceforth cease making charges to the account, with or without the credit card.
(9) Employees in violation of the provisions of this section shall be subject to disciplinary action, up to and including termination.
(10) Officers or employees who use or retain possession or control over a credit card or access the credit card account contrary to the provisions of this section shall additionally be subject to prosecution.
(Prior Code, § 30.02) (Ord. 162-2008, passed 6-17-2008) Penalty, see § 30.99