(A) Authorization to obtain credit card. The Town Clerk-Treasurer is hereby authorized to obtain a credit card(s) in the name of the Town of Patriot for the customary purchase of materials and supplies and reservation and travel expenses for the town.
(B) Payment of annual fees and charges. The Clerk-Treasurer is authorized to pay any annual fee for such credit card(s). The Clerk-Treasurer shall pay the monthly statement balance in full so that finance charges are not incurred and that the card is not utilized for the creation of debt.
(C) Responsibility for card. The Clerk-Treasurer shall be responsible for and maintain control over the credit card(s) and all invoices, receipts and documentation supporting all charges and shall maintain a suitable accounting system to monitor the possession, use and return of all credit card(s).
(D) Verification of charges. The Clerk-Treasurer shall verify each charge appearing on the monthly statement with the invoices, receipts and documentation prior to payment. Each payment of expenses must be supported by a fully-itemized invoice or bill with certification of the Clerk-Treasurer, and that the Town Council shall review and allow the claim at the next regular or special meeting following the preapproved payment of the expense. The Clerk-Treasurer shall assign and pay the verified charges from the appropriate fund.
(E) Authorized use of card. The Clerk-Treasurer, at his or her discretion, may provide the credit cards to certain town and utility employees to purchase materials and supplies and for the reservation and travel expenses deemed necessary to perform their tasks. Each town and utility employee shall immediately return the credit card to the Clerk-Treasurer after its use and provide copies of all invoices, receipts and other supporting documentation.
(F) Private use of card prohibited. No credit card issued in the name of the town shall be used by any person for any private purchase or any other use which is not authorized by the Clerk-Treasurer.
(Ord. 18-9-4, passed 9-4-2018) Penalty, see § 10.99