Chapter 3.10
CREDIT CARD POLICY
Sections:
3.10.010 Purpose.
To authorize the town’s policy on use of town credit cards to transact official town business. (Res. 12-08 (Att. A), 2012)
3.10.020 Applicability.
A. Employees affected:
1. Town clerk/administrator;
2. Court clerk;
3. Accounting clerk.
B. Elected officials affected: mayor. (Res. 12-08 (Att. A), 2012)
3.10.030 Policy.
A. The town council pursuant to the resolution codified in this chapter has authorized the town clerk/administrator to implement procedures for the use of town credit cards for the following uses:
1. Travel. Credit cards may be used by the above assigned individuals for official business-related expenditures for hotel, parking, taxi, meals, gas, airline tickets, emergency town vehicle repairs, and other travel related expenses as authorized by the mayor or town clerk/administrator. In addition the assigned individual may use the town credit card for conference and class registrations. Out-of-state travel and out-of-state registrations require the mayor’s preapproval.
2. Purchases. The assigned credit cards may be used for ordering supplies, including online purchases, under $1, 000 for town purposes; purchases above that amount must be preapproved by the town clerk/administrator or mayor.
B. The credit limit for each assigned town credit card shall be $5, 000.
C. Town credit cards shall not be used for cash advances or personal purchases. (Res. 12-08 (Att. A), 2012)
3.10.040 Procedures.
A. Authorization. All credit card expenditures are contingent upon the town clerk/administrator’s approval of the monthly statement of transactions. If an expenditure is deemed inappropriate, the assigned credit card holder will be responsible for reimbursing the town.
The grantor is the town of Huachuca City, the town clerk/administrator signs the application on behalf of the town.
B. Receipts/Verification. Receipts must be obtained for each credit card transaction. The purpose of the charge and the name of the individual involved must be clearly written on the receipt. Receipts are to be saved and retained by the assigned individual, or designee. Each assigned individual will be provided with a monthly transaction summary (original or copy) by the finance department, and within five days, will:
1. Verify all credit card expenditures against the monthly transaction summary;
2. Sign the transaction summary;
3. Attach corresponding town credit card receipts and corresponding detail receipts which show exactly what was being purchased; and
4. Forward to the town administrator for approval. (Res. 12-08 (Att. A), 2012)
3.10.050 Control.
A. The assigned individual is responsible for contacting the vendor when supplies purchased with the credit card are not acceptable (incorrect order, damaged, etc.) and for arranging a return for credit or exchange.
B. The town clerk/administrator is responsible for administration of the cards to include, but not be limited to: selection of card provider, payment of credit card bills, managing the issuance of cards, and ensuring proper use.
C. The town clerk/administrator will disallow use of the assigned town credit card for violation or misuse of the credit card in accordance with this policy.
D. Any exceptions to this policy must be approved in advance by the town clerk/administrator.
E. Assigned individuals will sign a credit card user agreement (Attachment B of the resolution codified in this chapter) before they are eligible to use it. The credit card user agreement will be kept in the finance files and a copy placed in the employee personnel file.
F. Credit cards are to be returned to the town immediately upon ending employment with the town. (Res. 12-08 (Att. A), 2012)