(A) The Clerk-Treasurer and President of the Town Council are authorized to apply for and establish a credit card (hereinafter called “card”) account in the name of the town.
(B) A sufficient number of duplicate cards shall be obtained to provide one card for use and control by each of the Clerk-Treasurer, Town Manager, Directors of the Departments of Parks and Recreation and Public Safety, Superintendent of Public Works and, collectively, members of the Town Council, the latter of which cards shall be in custody of the Clerk-Treasurer. Each named official, except members of the Town Council, is vested with discretion to entrust the use of his or her card to full-time employees working under his or her direct or indirect supervision, to incur credit for goods and services authorized and appropriated in the budget of the town; provided, however, no materials, equipment, tools or supplies shall be purchased by use of a card. The card shall not be used for food or beverages, except when expressly authorized by the Town Manager. When authorization is given by the Town Manager employees shall be permitted to purchase food or beverages only in an amount which does not exceed the per diem amount as set by the Town Council. The word BEVERAGES does not include alcoholic beverages. Employees shall provide receipts for the authorized purchase of food and beverages as required by division (C) below. Part-time employees are not authorized to use a card of the town, but shall be reimbursed for authorized expenditures by filing a claim with the Clerk-Treasurer in accordance with procedures approved by the state’s Board of Accounts and the Clerk-Treasurer.
(C) Within 72 hours of a card account purchase, or return to work assignment, the person authorized to use the card shall return the card to the custody of the official authorized to hold the card, along with a copy of all card use receipts identifying the creditor from whom the purchase was made, the purpose of the purchase, identification of the budget and line item(s) appropriating funds for the purchase, an itemized listing of all charges incurred and such other information as may be required by the Clerk-Treasurer in order to fully comply with rules and regulations of the state’s Board of Accounts.
(D) The Clerk-Treasurer shall pay authorized card charges promptly so that no interest or carrying charges or penalties will be incurred due to late payment. An official or employee who causes interest, carrying charges or a pecuniary penalty to be added to the card account by a failure to timely provide the information required by division (C) above shall be personally liable for payment of the interest, carrying charges or pecuniary penalty.
(Prior Code, Title I, Ch. II, Art. IV) (Ord. passed 4-12-2000)