(A) The use of credit cards by the Clerk-Treasurer for town purchases not to exceed $5,000 is hereby authorized subject to the relevant criteria of the Indiana State Board of Accounts, this section, and all other applicable policies and procedures adopted by the Town Council. The Clerk-Treasurer can sign on behalf of the Town Council and is authorized to have a card limit up to $5,000.
(B) The use of credit cards by the Police Chief and Superintendent of Streets and Utilities is hereby authorized, for town purchases not to exceed $5,000, subject to the relevant criteria of the Indiana State Board of Account, this section, and all other applicable policies and procedures adopted by the Town Council.
(C) Credit cards may be used only for purchases of necessary supplies, materials, and equipment that are not subject to any statutory bidding process or formal prepurchase approval. Credit cards may also be used to make online purchases, including enrollment fees and accommodation and other costs related to seminars and instructional classes for town officials and employees.
(D) The issuance and use of town credit cards is to be administered by the Clerk-Treasurer, and credit cards are to be in the custody of the Clerk-Treasurer unless properly "checked out."
(E) When the purpose for which a credit card has been "checked out" has been accomplished, the card shall be returned to the custody of the Clerk-Treasurer along with a receipt for the item(s) purchased.
(F) The Clerk-Treasurer shall maintain an accounting system or log that includes the names of individuals requesting usage of the cards, their position, estimated amounts to be charged, fund and account numbers to be charged, and the dates cards are "checked out" and returned by those individuals.
(G) Credit cards shall not be used to bypass the accounting system. Payment should not be made on the basis of a statement or a credit card slip only. Procedures for payments should be no different than for any other claim. Supporting documents such as paid bills and receipts must be available.
(H) Annual fees for credit card use may be paid.
(Res. 2019-002, passed 8-15-2019)