(A) The city shall apply for and obtain a credit card account for the use of city officials and employees authorized to use such credit card account pursuant to the terms and conditions of this section. The application for such credit card account shall be prepared by the Clerk-Treasurer and shall be executed by the Mayor and the Clerk-Treasurer.
(B) Upon the approval of the credit card account and the receipt of the credit cards for use with such account, the further issuance and use of such credit cards, shall be subject to the terms and conditions of this section. The compliance with the terms and conditions of this section by the users of such credit card account shall be monitored by the Office of the Clerk-Treasurer of the city, who shall report periodically to the Common Council of the city.
(C) A separate credit card for such credit card account shall be kept in the custody and control of each of the following city officials and department heads, to wit:
(1) Mayor's Office;
(2) Clerk-Treasurer's Office;
(3) Street Department;
(4) Police Department;
(5) The Records Coordinator and each police officer of the Police Department;
(6) Greenwood Cemetery;
(7) Fire Department;
(8) Recreation Department;
(9) Water Department;
(10) Sewage Department;
(11) Building Inspector; and
(12) Zoning Inspector.
(D) The public official occupying each of the aforesaid positions, or the department head of each of the aforesaid departments, as the case may be, shall be responsible for the use of the credit card issued to such official office or department, in accordance with the terms and conditions of this section.
(E) The credit cards which are the subject of this section may be used only by officials and employees of the city for the purchases of items for use in said official offices or departments, or for traveling expenses of city employees.
(F) The use of such credit cards shall be strictly in accordance with the following procedures:
(1) An accounting log shall be kept in each public office or department in which a credit card is kept. The public official in the office or the department head, as the case may be, shall be responsible for the physical custody of the credit card, except when it is being used by another member of that office or a city employee working from that office.
(2) The log shall include the following information:
(a) The name and position of the individual using the card; the date of the usage of the card; the purpose for which the card is being used on each date of its usage; an estimate of the amount of the proposed charge to be made to the credit card; the fund or account which will be charged with the expense incurred with the credit card; and
(b) A record of the date, purpose, amount, and vendor, for each charge actually made to the card.
(G) The person making charges on the credit card shall provide the department head or public official, as the case may be, with a copy of the credit card receipt for each purchase made, when applicable.
(H) Each public official or department head in charge of a credit card shall provide the Clerk-Treasurer on a monthly basis with a copy of the accounting log and all supporting receipts and documents for the previous month.
(I) The usage of credit cards by public officials or employees of the city shall not be used to bypass or compromise the existing accounting system used for the city. In accordance therewith, claim forms shall continue to be used for all purchases made with the credit card, in the same manner that such claim forms are presently used for other purchases made on behalf of the city.
(J) Payment of the credit card charges shall not be made solely on the basis of a statement or credit card charge receipt, and payment shall only be made when the proper procedures for payments following the city's existing accounting procedure of properly itemized claim forms and attached documentation. Supporting documentation of credit card charges shall include paid bills and receipts.
(K) It shall be the responsibility of the public official or department head, as the case may be, in charge of each credit card issued in the name of the city to provide proper documentation to the Clerk-Treasurer of all charges made on the credit card, in order that the Clerk-Treasurer, through normal city procedures, can pay the credit card charge in a timely fashion to avoid paying interest or penalty charges on the credit card.
(L) The Clerk-Treasurer is authorized to pay any normal and customary fees charged by the issuer of the credit card, from the general fund of the city.
(Ord. 928, passed 2-7-2005; Am. Ord. 962, passed 10-2-2006; Am. Ord. 1049, passed 6-4-2012)