(A) Credit card issuance.
(1) The Clerk-Treasurer is hereby authorized to make application for credit cards used 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 minimum 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, 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) Credit cards shall be returned to the Clerk-Treasurer as soon as possible after use but in no circumstance more than 72 hours after the employee's first date on site after use of the credit card.
(4) Any individual in possession of a credit card shall immediately notify the Clerk-Treasurer if the credit card is lost or stolen while in their possession.
(5) 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) Required registration fees or costs associated with attending schools, conventions, and seminars.
(c) Gasoline if using a city-owned vehicle.
(d) The following types of charges shall not be allowed to be charged to a credit card:
1. Alcoholic beverage;
2. Personal toiletry articles, medicines, or other personal convenience items (hotel mini bar or other);
3. Non-commercial lodging facilities, such as a relative or a friend;
4. Airline or trip insurance, passports, or money orders;
5. Loss of funds or loss-damaged personal belongings;
6. Childcare, eldercare, babysitting, or pet care costs;
7. Barber or salon services;
8. Gum, candy, cigarettes or other tobacco products or vaping products;
9. Penalties (airline or other);
10. Personal entertainment not related to the conference such as movies, cable fees, health clubs, or golfing;
11. Parking or moving violations, bail, or legal fees;
12. Donations;
13. Medical expenses (human resources will need to be contacted if a work-related injury occurs while traveling); and
14. ATM or banking service fees.
(6) City officials and department 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; and
(c) Small tools and minor equipment.
(7) 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 employee's first date on site after 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.
(8) Improper use of the credit card by any person may subject the person to discipline, termination, and/or criminal charges.
(Ord. G-22-37, passed 12-20-2022)