(A) Prior to using the credit card, the following should be used first:
(1) Use claim process;
(2) Set up account with the vendor; and
(3) If neither division (A)(1) nor division (A)(2) above is an option, use the credit card as last resort.
(B) The maximum credit limit for each department shall not exceed $1,000 unless written justification by the department head/elected official is approved by the Board of Commissioners. Credit cards shall not carry an annual fee.
(C) The County Auditor will be responsible for the administration of county credit cards to employees, as needed, and will assume responsibility for review of employees’ expenditures. For record keeping purposes, the Auditor will maintain a register in written and electronic form of all currently outstanding credit card holders.
(D) Before receiving and/or using a county credit card, employees must sign an “Owen County Credit Card Agreement” form (Attachment A to this Ord. 2014-00010, which is adopted by reference as if set out length herein) setting forth their obligations under this program. If the card is for the department only and not an individual, this release will need to be signed each and every time the card is checked out from the department.
(E) Any employee charging through the credit card system is responsible for communicating the sales tax exempt status of the county to the vendor. Any tax charged due to failure of the employee to arrange for tax exempt status will be the responsibility of the employee.
(F) (1) Credit cards are to be used strictly for official county purposes. Use of the card should be limited to goods and services which cannot efficiently be purchased by methods such as purchase orders or direct billing. The following expenses are allowed with prior Commissioner approval:
(a) Motel/hotel expenses and guarantee of reservations;
(b) Meals associated with conferences and authorized “away from station” travel expenses;
(c) Airline reservations;
(d) Car rental;
(e) Registration fees;
(f) Fuel for county trips; and
(g) County vehicle expense for repair of vehicle exceeding $1,000.
(2) The following expenses are allowed without prior approval:
(a) County vehicle expenses, including vehicle repair less than $1,000; and
(b) Meals associated with transport of prisoners.
(G) To avoid late fees and finance charges, department head/elected officials are responsible for timely submission of credit card statements with original, detailed itemized receipts for each charge on the statement to the Auditor’s office. Charges not accompanied with a receipt will be the responsibility of the employer, and may be withheld from the employee’s wages. Repeated occurrences of untimely submission of statements and receipts may result in suspension or cancellation of card privileges as deemed necessary by the Board of Commissioners or department head/elected official.
(H) Employees who have county credit cards in their possession shall be responsible for protecting the cards from unauthorized use. Lost or stolen cards shall be immediately reported to the Auditor so the proper procedure can be followed to cancel the card.
(I) Any points, cash back, rewards or other benefits earned on a county credit card accounts are to be redeemed strictly for county purposes.
(BC Ord. 2014-00010, passed 10-6-2014)