(A) Credit card issuance.
(1) The Clerk-Treasurer is solely authorized to make application for business credit cards for the use by city officials and employees for travel expenses and for the purchase of city goods or services. Every such application shall also be signed by the Mayor.
(2) The Clerk-Treasurer may obtain business credit cards from a credit card company or bank. A separate credit card account may be opened for each department of the city and the Mayor. The department heads shall be responsible for safekeeping of the department’s cards. Department heads may authorize an employee in that department to use the department card provided that a written record (signed by the employee and the department head) is kept of the date of issuance, purpose of use and date of return of the card.
(3) Business credit cards so issued shall have a maximum limit of $2,000. No single purchase of any city credit card shall exceed $500.
(B) Credit card use policies and procedures.
(1) City officials and employees may use credit cards for the purpose of city travel expenses limited to the following:
(a) Hotel or motel room;
(b) Meals, including a maximum 15% gratuity; and/or
(c) Fees associated with attending schools, conventions, seminars and the like.
(2) Excluded charges include alcoholic beverages, room service, non-business telephone calls, in-room movies, cash advances, and non-business expenses of any kind.
(3) Accounts payable vouchers filed in connection with the use of credit cards shall be submitted to the appropriate department head for processing within 72 hours of use and shall be properly itemized and documented as provided in I.C. 5-11-10 before being submitted to the Clerk-Treasurer’s office to be approved and paid. The charge card account should be paid in full every billing cycle. Improperly itemized and documented items shall be the personal responsibility of the individual user. Signed charge slips showing a total charge only, with no itemization of items purchased, are not acceptable. It is the responsibility of the employee authorizing the charge to obtain proper itemized receipts. If the employee delays in submitting proper documentation results in added interest, carrying charges or penalties will be the responsibility of the employee.
(4) Separate gasoline credit cards may be obtained from a petroleum distributer and issued to employees at the discretion of the department heads, per departmental policies for the purchase of petroleum products for use in city vehicles only. Other city business credit cards may be used for the purchase of goods or services. Receipts that do not meet audit requirements are the responsibility of the employee authorizing the charge. No city employee or elected official shall be authorized to use any city credit card for personal use in any purchase. The city will take all necessary steps to obtain reimbursement for charges which do not meet audit requirements from the employee authorizing the charge, including, but not limited to, the garnishment of the charging employee’s city wages.
(5) The Clerk-Treasurer shall be notified immediately if a credit card is lost or stolen. If a credit card is lost due to the negligence on the part of a city employee, the employee shall be responsible for any and all expenses incurred on the lost card.
(6) The Clerk Treasurer is authorized to revoke credit cards that have been used in violation of city policy.
(Ord. 6, 2013, passed 5-28-2013)