The Common Council has determined that the following criteria must be satisfied in order to use the governmental credit cards:
(A) Any authorized credit card use is established herein in this section;
(B) The issuance and use of any credit card shall be handled by the Clerk-Treasurer;
(C) The purposes for which these credit cards are to be used are for gasoline expenses, office supplies and equipment. A list, by position, of those people authorized to use the credit cards is set forth in Appendix A following this section;
(D) Any purchase with the credit card of $250 or more shall have prior approval by either the Mayor or Clerk-Treasurer with the proper form being filled out and signed;
(E) Each time a credit card is used it will be signed out from the Clerk-Treasurer's office by the department head. When the credit card is returned it will be signed back in and proper receipts will be turned in at this time. The only exception is the use of gasoline credit cards. The gasoline credit cards are to be kept in each individual city vehicle and are to be used for city vehicles only;
(F) When the purpose for which the credit card has been issued has been accomplished, the card shall be returned to the responsible person, namely, the Clerk-Treasurer. All designated officials or employees should maintain an accounting system or log, which would include the names of the individuals requesting use of the cards, their position, estimated amounts to be charged, fund and account numbers to be charged, date the card is issued and returned, and the like;
(G) In no way shall the cards be used to by-pass the accounting system. All purchase orders issued shall be provided to the Clerk-Treasurer with sufficient means to encumber and track appropriations to provide the Common Council, the Mayor, and any other officials with timely and accurate accounting information and monitoring of the accounting system;
(H) No payments should be made on the basis of a statement or a credit card slip only. Supporting documentation such as receipts or paid bills must be provided to the Clerk-Treasurer;
(I) Any interest or penalty incurred due to the late filing or furnishing of documentation by an officer or an employee shall be the responsibility of that officer or employee;
(J) This section authorizes the payment of an annual fee on the credit card if necessary.
(Ord. 2002-13, passed 11-4-2002; Am. Ord. 2006-6, passed 4-18-06; Am. Ord. 2011-17, passed 11-1-2011)