(A) That the Council hereby authorizes the town to develop a purchasing card program ("program") and requires the town to adopt a purchasing card policy and procedure manual ("manual").
(B) The program may include the use of purchasing cards, town-owned credit cards, and fuel fleet cards.
(C) The town shall prepare a form and require all program card holders to receive and acknowledge in writing the terms of the manual. The town shall require all program card holders to execute a new form when and if any substantive revisions are made to the manual.
(D) The Chief Financial Officer of the town ("CFO") shall serve as the program coordinator. The CFO shall provide oversight of the program. The CFO may withdraw authorization for any town employee to use a program card and require the return of a town program card at any time for any reason.
(E) The CFO shall maintain an accounting system which includes the names of the individuals authorized to use a program card, their positions, fund and account numbers to be charged and the date was issued and returned.
(F) The use of program cards shall not bypass the town's accounting system. All such charges shall be itemized and presented to the Town Council for approval as part of the monthly approval of claims.
(G) The CFO is authorized by the Town Council to pay an annual fee, if applicable, for program cards.
(Ord. 2020-07, passed 8-17-2020)