(A) The Controller's Office will obtain a credit card to be used for purchases by certain employees and Common Council members of the City of Noblesville. There will be a separate account number issued for each employee and Common Council member. The credit card application shall be signed by the Department Director. The amount of the credit limit will be determined by the Department Director. The amounts cannot be increased without approval from the Department Director and Controller, or his or her designee.
(B) Whenever it is no longer necessary or prudent for a city employee to use a credit card in the performance of official city business, or immediately upon demand by the Mayor or his or her designee, or upon termination of employment, such employee shall return the credit card to the Controller's Office.
(C) Employees are required to return itemized receipts for each purchase to their department's Director upon receipt of monthly statement. If the employee is traveling on official city business that extends over a billing cycle, the employee will make arrangements to get the receipts to the department Director for payment. Any employee who fails to provide an itemized receipt for a purchase may be held personally liable to the city for the amount of the purchase. In the event itemized receipts are not available, the employee may sign a verification under penalty of perjury in-lieu of itemized receipt indicating what items were purchased with the credit card.
(D) All credit card billing statements shall be sent by the issuer to the employee and to the Controller's Office. The Controller shall pay all charges from the appropriate budget line item pursuant to the claims procedures of the city.
(E) The Controller shall pay the credit cards promptly so that no interest or 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 Controller may be held personally liable for the interest or carrying charge. Any employee who fails to provide a receipt for the purchase may be held personally liable for those charges.
(F) No credit card issued by the city for any employee shall be used by any person for non-business purchases.
(G) Any violations of the city issued credit card may result in disciplinary action, up to and including discharge pursuant to the city's personnel policy.
(H) The city is authorized to pay the annual fees, if any, associated with credit cards it issues to its employees and Common Council members pursuant to this section.
(I) No credit cards may be downloaded to a digital wallet, including but not limited to Apple Pay and Google Pay.
(J) Employees shall take active measures to avoid potential fraudulent transactions, including but not limited to refraining from saving the credit card information as a payment method in online digital applications, storing the credit card in a secure location, and reporting any fraud, theft, or loss of a credit card to the Controller's office immediately.
(Ord. 31-7-96, passed 7-22-96; Am. Ord. 54-11-09, passed 2-23-10; Am. Ord. 27-06-24, passed 7-9-24)
(B) Whenever it is no longer necessary or prudent for a city employee to use a credit card in the performance of official city business, or immediately upon demand by the Mayor or his or her designee, or upon termination of employment, such employee shall return the credit card to the Controller's Office.
(C) Employees are required to return itemized receipts for each purchase to their department's Director upon receipt of monthly statement. If the employee is traveling on official city business that extends over a billing cycle, the employee will make arrangements to get the receipts to the department Director for payment. Any employee who fails to provide an itemized receipt for a purchase may be held personally liable to the city for the amount of the purchase. In the event itemized receipts are not available, the employee may sign a verification under penalty of perjury in-lieu of itemized receipt indicating what items were purchased with the credit card.
(D) All credit card billing statements shall be sent by the issuer to the employee and to the Controller's Office. The Controller shall pay all charges from the appropriate budget line item pursuant to the claims procedures of the city.
(E) The Controller shall pay the credit cards promptly so that no interest or 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 Controller may be held personally liable for the interest or carrying charge. Any employee who fails to provide a receipt for the purchase may be held personally liable for those charges.
(F) No credit card issued by the city for any employee shall be used by any person for non-business purchases.
(G) Any violations of the city issued credit card may result in disciplinary action, up to and including discharge pursuant to the city's personnel policy.
(H) The city is authorized to pay the annual fees, if any, associated with credit cards it issues to its employees and Common Council members pursuant to this section.
(I) No credit cards may be downloaded to a digital wallet, including but not limited to Apple Pay and Google Pay.
(J) Employees shall take active measures to avoid potential fraudulent transactions, including but not limited to refraining from saving the credit card information as a payment method in online digital applications, storing the credit card in a secure location, and reporting any fraud, theft, or loss of a credit card to the Controller's office immediately.
(Ord. 31-7-96, passed 7-22-96; Am. Ord. 54-11-09, passed 2-23-10; Am. Ord. 27-06-24, passed 7-9-24)