The Town 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 hardware, office supplies and other supplies, and for travel purposes approved by the town. A list, by position, of those people authorized to use the credit cards is attached to Res. 060218A as Exhibit A.
(D) 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 of the town, or the persons listed in Exhibit A of Res. 060218A, all designated officials or employees should maintain an accounting system or log, which would include the names of the individuals requesting usage of the cards, their position, estimated amounts to be charged, fund and account numbers to be charged, date the card is issued and returned, etc.
(E) 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 of the town with sufficient means to encumber and track appropriations to provide the town and any other officials with timely and accurate accounting information and monitoring of the accounting system.
(F) The town has the following credit card users: Clerk-Treasurer, Maintenance Supervisor, and Town Marshal. They are authorized to use the cards with the following limits:
(1) Clerk-Treasurer $6,000;
(2) Maintenance Supervisor $1,500; and
(3) Town Marshall $4,500.
(G) The town's intent is to not use the credit card as a basis to take loans for purposes of paying invoices but shall only be used for emergency items or for travel to a conference as those approved by the Town Council.
(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.
(Res. 060218A, passed 7-7-18)