(A) Authorization to obtain credit card. The Clerk-Treasurer is hereby authorized to obtain a credit card(s) in the name of the city for the city’s customary purchase of materials and supplies, and for reservation and travel expenses.
(B) Payment of annual fees and charges.
(1) The Clerk-Treasurer is authorized to pay any annual fees for such credit card(s).
(2) The Clerk-Treasurer shall pay the monthly statement balance in full so that finance charges are not incurred and the card is not utilized for the creation of a 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.
(1) Prior to payment, the Clerk- Treasurer shall verify each charge appearing on the monthly statement with the invoices, receipts and documentation.
(2) Each payment of expenses must be supported by a fully itemized invoice or bill, with certification of the Clerk-Treasurer.
(3) The Common Council shall review and allow the claim at the next regular or special meeting following the pre-approved payment of the expense.
(4) The Clerk-Treasurer shall assign and pay the verified charges from the appropriate budget fund.
(E) Authorized use of cards.
(1) The Clerk-Treasurer, at his or her discretion, may provide the credit cards to certain city employees to purchase materials and supplies, or for reservation and travel expenses deemed necessary to perform their tasks.
(2) After its use, each city employee shall immediately return the credit card to the Clerk- Treasurer, and provide copies of all invoices, receipts and other supporting charge documentation.
(F) Private use of credit card(s) is prohibited. No credit card issued in the name of the city shall be used by any person for any private purchase or any other use that is not authorized by the Clerk-Treasurer.
(Ord. 2004-3, passed 3-4-04)