a. That the Town Council of the Town of Schererville, Lake County, Indiana, hereby authorizes the use of Town of Schererville-issued credit cards by employees, including sworn police officers and elected officials as set forth hereinafter, as needed, under the approval authorization of the Town Clerk-Treasurer and Town Manager. The usage of Town of Schererville-issued credit cards will be the responsibility of each of the Town Clerk-Treasurer and Town Manager to administer. For all credit card usage by town employees and sworn police officers, as well as elected officials, the chain of communication and approval authorization shall be through the Department Heads of each of the responsible Departments of the Town as specified under the current approved policies and procedures for credit card usage. The Department Heads will be responsible for the processing of credit card usage and activities, and upon such review and handling by the Department Heads, detailed and documentary report and information will be provided to the Town Clerk-Treasurer and Town Manager by said responsible Department Head(s). (Ord. 1934, § 2, 1-16-2019)
b. The policies and procedures established herein shall be directly administered by the Town Clerk-Treasurer. The rules, regulations, and policies established hereby shall be supplemental to and in addition to all rules, regulations, policies and laws promulgated by the State of Indiana or the Indiana State Board of Accounts for such policies and procedures. Whenever there is conflict in the policies and procedures established hereby or in any amendatory ordinance with the rules, regulations, policies and laws of the State of Indiana or the State Board of Accounts, said State of Indiana and State Board of Accounts rules, regulations, policies and applicable laws shall supersede and govern. (Ord. 1934, § 3, 1-16-2019)
c. That Schererville town-issued credit cards are issued subject to the guidelines heretofore established by the Clerk-Treasurer's Office, which shall include, but are not necessarily limited to, the following:
1. The issuance and monitoring of the use of said credit cards are hereby delegated to the Clerk-Treasurer, or his/her duly authorized agent.
2. All purchases are to be supported with valid and appropriate itemized receipt(s).
3. Standard operating procedures and internal controls for the credit card system, as amended from time to time, are available from the Clerk-Treasurer's Office.
4. Credit card purchases shall not be used to circumvent the town purchasing system.
5. Allowable use of the credit card shall include, but shall not be limited to, travel, small purchases, and online purchases, all as appropriately approved.
6. Unacceptable purchases shall include, but are not limited to, personal transactions, unapproved transactions, and alcohol. (Ord. 1934, § 4, 1-16-2019)
d. The Clerk-Treasurer is directed and authorized hereby to establish and implement standard operating procedures and internal controls for the credit card usage program and system, as amended from time to time, in the Town of Schererville, The current Standard Operating Procedure for credit card usage/ordering is attached to Ord. 1934 as Exhibit “A”, incorporated herein by reference as if laid out in full. A copy of said Standard Operating Procedure for credit card usage in the Town of Schererville is available from the Office of the Town Clerk-Treasurer. The Clerk-Treasurer is hereby directed to copy each Town Department Head, who in turn is directed to copy each Employee with acknowledgment of receipt document processing to be followed, to be filed in each town employee file. (Ord. 1934, § 5, 1-16-2019)
e. The town employees and officials who are authorized to use a town-issued credit card will be required to sign an agreement, as amended from time to time. At the time of the initial issuance of the credit card, the cardholder will be provided a copy of the signed agreement along with a copy of this ordinance, or any amendments hereto. A copy of the signed agreement shall be filed in the Town Clerk-Treasurer's Office. (Ord. 1934, § 6, 1-16-2019)
f. For violation of the credit card usage regulations established hereby, immediate termination of use and privilege of Town of Schererville-issued credit cards may occur. Further, violation may also subject the violating individual(s) to discipline consistent with the then-existing Town Personnel Policy disciplinary provisions, or any other then-applicable law. (Ord. 1934, § 7, 1-16- 2019)