(A) The county holds a limited number of credit cards for specific businesses. The issuance and use of the credit cards shall be handled by an official in each county department, or office holder as deemed necessary by the Board of Commissioners, and credit can only be applied for with explicit direction of the Board of Commissioners in the name of the county, not individuals. The County Auditor shall maintain a log of the card, card number and have a signature on file for the individual assigned a particular card.
(B) Credit cards shall only be used for the purchase of goods and services directly related to official county business.
(C) Credit cards shall not be used to bypass the accounting system. All accounting systems maintained by the designated employee or official within each department or board will have such detail as necessary to provide the Auditor with the means to encumber or track appropriations in order to provide the County Commissioners and County Council with timely and accurate accounting information and monitoring of the accounting system.
(D) Payment shall not be made only on the basis of a statement. Procedures for payments shall be no different than for any other claim, supporting documents, including paid bills and receipts, shall be made available to the designated employee or official. Any interest or penalty incurred due to late filing or furnishing of supporting documents shall be the responsibility of the individual who requested the credit card for use. All claims should be filed in a timely manner to avoid the issue of penalties and interest.
(E) It is the responsibility of each individual department head to return cards to the Auditor’s office when no longer used by the department or if a department head, elected official changes.
(BC Ord. 2013-04, passed 6-3-2013)