(A) Credit card issuance.
(1) The Clerk-Treasurer is hereby authorized to make application for credit cards for use by the each of the town's department heads for the official town business limited to travel, educational expenses and public purchases.
(2) Credit cards issued shall have a maximum limit of $5,000.
(3) The Town Council authorizes the Clerk-Treasurer to pay any annual membership fee, service fee or renewal charge levied by the credit card issuer for the town credit card.
(B) Credit card use policies and procedures.
(1) When not in use, each department head will be responsible for making sure the card is kept in a secure location, or held by the Clerk-Treasurer.
(2) Town officials and employees shall be permitted to use credit cards for the purpose of town travel, educational expenses and public purchases but limited to the following:
(a) Hotel or motel room.
(b) Hotel or motel room charges for telephone calls pertaining to town business, unless the town pays for that employee's cell phone.
(c) Meals, including a maximum 20% gratuity.
(d) Fees or costs associated with attending schools, conventions, seminars and the like.
(e) Gasoline, if using a town owned vehicle.
(f) Excluded charges include alcoholic beverages, room service, nonbusiness telephone calls, except for one daily telephone call to the home of the town official or employee, in-room movies and cash advances.
(3) Town officials and employees shall be permitted to use credit cards for the purpose of town purchases limited to the following:
(a) Supplies;
(b) Materials;
(c) Small tools and minor equipment under $300; and
(d) Membership dues for organizations related to their department.
(4) Each department head shall maintain a log for each time they delegate responsibility of a purchase to a subordinate. The log shall include the name of the individual charging, their position, the date the card leaves the department head's possession, an estimated amount charged, the fund/account numbers to be charged, and the date the card was returned. Each line shall have an initial line. (See Exhibit A).
(5) The own Council hereby directs the Clerk-Treasurer to allow no interest or carrying charges or penalties to accrue or be incurred because of late payments. Accounts payable vouchers filed in connection with the use of credit cards shall be submitted to the Clerk-Treasurer for processing within three business days unless used while on travel for town business whereby it shall be turned in within three business days upon return and shall be properly itemized and documented as provided in I.C. 5-11-10 before approved and paid. The credit card account will be paid in full every billing cycle. Improperly itemized and documented items shall be the personal responsibility of the individual user. Late fees due to improper presentation of receipts to the Clerk-Treasurer for timely processing shall be the personal responsibility of the individual user.
(Ord. 2016-20, passed 10-10-16)
Cross-references:
Chief of Police, see § 36.07
Director of Public Works, see § 33.102