Chapter 2.65
CREDIT CARD POLICY
Sections:
2.65.020 Control of credit cards.
2.65.030 Use of town credit cards.
2.65.040 Payment of the town’s credit card balances.
2.65.010 Purpose.
This credit card policy shall govern the use and control of credit cards issued to the town of Whitestown, Indiana (“town”). [Res. 2009-27 (Exh. A)]
2.65.020 Control of credit cards.
A. The town clerk-treasurer (“clerk-treasurer”) shall control the issuance and use of the town’s credit cards for purposes in accordance with WMC 2.65.030(A). All credit cards shall have a maximum limit not to exceed $5,000.00.
B. The clerk-treasurer shall maintain an accounting system or log for each of the town credit cards issued, including the names of individuals to whom the town’s credit cards have been issued, their position, the date the card is issued and returned, and any other relevant information.
C. The clerk-treasurer shall maintain a credit card for use by the clerk-treasurer’s office and shall also issue a town credit card to each of the following town officials and employees for use in their respective departments for purposes consistent with WMC 2.65.030(A):
1. Chief of police – Whitestown police department;
2. Utility operations manager;
3. Fire chief;
4. Town manager;
5. Whitestown parks department director.
The clerk-treasurer may issue additional credit cards (including gas cards) to employees following the policies and procedures herein. Credit cards issued to K-9 officers in the Whitestown police department shall be for K-9 expenses only.
D. Prior to making any purchases (whether a combination or single purchase) greater than $500.00, the town official or employee issued the town credit card and desiring to make the purchase shall submit a request to the clerk-treasurer and receive the clerk-treasurer’s approval for such purchase.
E. Each town official and employee issued a town credit card, including the clerk-treasurer, shall maintain an accounting system or log for the use of the credit card in their respective departments, including the names of individuals requesting to use the town’s credit cards, their position, the estimated amounts to be charged, the fund and account numbers to be charged, the date the card is issued and returned, and any other relevant information. All purchases shall be recorded within 48 hours of the transaction.
F. On or before the tenth day of each month, each town official and employee to whom a town credit card is issued shall provide the clerk-treasurer with a summary of each month’s purchases along with a detailed original receipt for each and every purchase made with a town credit card during the same period. [Res. 2014-22 § 1; Res. 2009-27 (Exh. A § 1)]
2.65.030 Use of town credit cards.
A. All uses of credit cards must be for town business only. Under no circumstances may town credit cards be used for personal or any non-town purposes. The following constitutes appropriate purposes for which town credit cards may be used:
1. Purchase of equipment, supplies, and/or service agreements;
2. Travel and business meal expenses;
3. Subscriptions and fees;
4. Training expenses;
5. Postage and shipping expenses;
6. Veterinary expenses for K-9 officers.
B. When the purpose for which the credit card has been issued has been accomplished, the card should be returned to the custody of the town official issuing the card.
C. The town’s credit cards shall not be used to bypass the town’s purchasing system as adopted in Chapter 3.05 WMC, Purchasing Procedures. [Res. 2009-27 (Exh. A § 2)]
2.65.040 Payment of the town’s credit card balances.
A. The town’s credit cards shall be paid pursuant to the same procedures used for paying any other claim. Payment of the town’s credit card shall not be made on the basis of a credit card statement or credit card slip alone. Supporting documents such as original receipts must be available and attached to the bill for reconciliation and payment.
B. The clerk-treasurer shall pay the credit cards promptly so that no interest carrying charges or penalties will be incurred due to late payments. Any interest or penalty incurred due to the late filing or failing to furnish complete and accurate documentation by a town officer or town employee shall be the personal responsibility of that town officer or town employee issued or using the credit card. Improper or undocumented purchases shall also be the personal responsibility of the town officer or town employee issued or using the credit card, and shall further be subject to disciplinary action, up to and including termination of employment.
C. Any authorized cardholder that makes an unauthorized purchase of a personal nature must provide a detailed original receipt(s) and valid payment for that purchase(s) within 30 days of being notified a charge is not approved. Any such charge not approved must be repaid by the employee within the 30 days’ time or will be subject to disciplinary action.
D. If properly authorized, an annual fee for the town’s credit card may be paid.
E. Hereafter, this policy becomes a part of the Employee Manual adopted on October 13, 2009, and as may hereinafter be amended. [Res. 2009-27 (Exh. A § 3)]