(A) The Clerk-Treasurer is hereby authorized to apply for a credit card to be issued by one single financial institution on behalf of the Town of New Palestine to the Clerk-Treasurer, the Town Manager and the Chief of Police, with each of the individuals being an authorized signatory only on their designated credit card with each such card having a maximum credit limit of $1,500.00.
(B) When not in use, the credit card shall be secured in the office of each of the aforementioned town officials.
(C) Charges shall only be made on the credit card to purchase items or services which are authorized and budgeted in the annual budget for the town.
(D) Within 72 hours of any such purchase, the official using the credit card shall provide to the Clerk-Treasurer a copy of the credit receipt and invoice associated therewith, in addition to informing the Clerk-Treasurer of the following:
(1) The purpose of the purchase.
(2) The line item within the budget from which the purchase is to be paid.
(3) An itemized list of all charges incurred and whether those charges are paid from different budget line items.
(E) All credit card billing statements shall be sent by the issuer to the Clerk-Treasurer and the charges on the cards shall be paid by the Clerk-Treasurer from the appropriate budget line item pursuant to the claims procedures of the town.
(F) The Clerk-Treasurer shall pay the charge cards promptly so that no interest, carrying charges or penalties will be incurred due to late payments. Any employee who causes interest or carrying charges to be added to the credit card account by a failure to timely provide the required information to the Clerk-Treasurer shall be personally liable for the interest or carrying charge. Any employee who fails to provide a receipt for the purchase shall be personally liable for the purchase.
(G) No credit card issued to the town for any of the aforementioned officials shall be used by any such official for a private purchase.
(Ord. 061720, passed 6-17-2020)