(A) The use of credit cards for town purchases not to exceed $2,000 is hereby authorized subject to the relevant criteria of the State Board of Accounts, this section, and all other applicable policies and procedures adopted by the Town Council.
(B) Credit cards will be issued to the Clerk-Treasurer and town department heads, who will maintain them in their possession, except when they are checked out by a town employee for purchases preapproved by the Clerk-Treasurer or department head, as the case may be.
(C) Credit cards may be used only for day-to-day purchases of necessary supplies, materials, and equipment that are not subject to any statutory bidding process or formal pre-purchase approval. Credit cards may also be used to make online purchases, including enrollment fees, accommodations, and other costs related to seminars, and instructional classes for town officials and employees.
(D) When the purpose for which a credit card has been “checked out” has been accomplished, the card, along with a receipt, invoice, or other proof of the purchase(s) for which it was used, must be returned to the custody of the Clerk-Treasurer or department head to whom it was issued and in whose possession it is regularly kept.
(E) Credit cards shall not be used to bypass the accounting system. One reason that purchase orders are issued is to provide the Clerk-Treasurer with the means to encumber and track appropriations to provide the Town Council with timely and accurate accounting information and monitoring of the accounting system. Payment may not be made on the basis of the account statement or a credit card slip only. Procedures for payments should be no different than for any other claim. Department heads shall provide the Clerk-Treasurer with supporting documents, such as purchase orders, paid bills, and receipts, in the same manner as any other claim is supported.
(F) Annual fees for credit card use may be paid.
(Ord. 353, passed 3-19-12; Am. Ord. 2020-2, passed 9-21-20)