To establish criteria for the use of credit and purchase cards issued on behalf of the City of Southport in the course of performing City business.
(Ord. passed 2-20-2012)
The City of Southport recognizes that the Clerk-Treasurer, Council members and certain appointed officials are required to make expenditures of funds in the course of performing their functions in municipal government. The use of credit cards is beneficial to the taxpayer, and enables the City of Southport to be more effective, more efficient, and more accountable to the public than some of the older, more traditional financial methods. It provides detailed purchase histories and other important record keeping and time saving information. Federal and state governments are wisely using credit cards to reduce paperwork, personnel and other costs related to financial management. Local governments and virtually all private enterprises are implementing similar uses, and the City of Southport should reap the benefits of this technology.
(Ord. passed 2-20-2012)
(A) 
Business credit cards. Bank business credit cards will be available for check out not more than two business days prior to their anticipated use from the Clerk-Treasurer for the use of all Council members, Clerk-Treasurer, and City officials. The individual to whom the card is issued is responsible for the card and its proper use. The Clerk-Treasurer will have final approval authority on credit card issuance. The Clerk-Treasurer will be responsible for verifying reconciliation of all credit card usage and charges pursuant to this policy.
The credit card is to be used for approved, official business only. The City of Southport recognizes that occasionally it will be good business for a City Official to buy meals when working with existing or potential contracted agencies or other individuals, such as potential business investors, agencies that might purchase City services, or while attending conferences and seminars. Such use of the credit card is recognized to be a legitimate expense of the City, whether used locally or while traveling.
The credit card will not be used in lieu of the normal purchasing procedures of the City.
Personal use of credit cards is strictly prohibited.
(B) 
Reconciliation. Credit card activity must be reconciled as established below:
The cardholder will submit receipts and/or documentation describing and appropriately coding each transaction.
Receipts/documentation should be completed and the card returned to the City of Southport not later than 10 days after use. In the event of a lost or missing receipt, the City official must complete a statement explaining the absence of the documentation and confirming that the expenses were legitimately incurred in the conduct of municipal business. At any time there is not a receipt given to the Clerk-Treasurer she is authorized to charge that employee with that purchase. If that employee does not pay for the purchase when the credit card statement is due then the employee is liable for the finance charge and/or late fee. If at a later date the employee can produce the receipt the City will then reimburse them the purchase price only.
(C) 
Purchasing cards. In some circumstances, a City official who would not otherwise need a credit card may need a card which is limited to the purchase of specific materials necessary in the performance of the official’s duties. The Clerk-Treasurer is authorized to allow purchasing cards to be obtained and issued to officials as are necessary. Purchasing cards shall be treated in all respects as other credit cards for purposes of accounting and reconciliation. The Clerk-Treasurer will monitor the use of the cards and advise the City Council immediately of any irregularities or deviations from this policy.
(D) 
Gasoline credit cards. In some circumstances, the issuance of a gasoline credit card to an official is appropriate to provide for the more prompt and efficient completion of the official’s duties. The Clerk-Treasurer is authorized to allow gasoline credit cards to be obtained and issued to officials as are necessary in his/her opinion. Gasoline credit cards shall be treated in all respects as other credit cards for purposes of accounting and reconciliation. The Clerk-Treasurer will monitor the use of the cards and advise the City Council immediately of any irregularities or deviations from this policy.
(E) 
Cancellation of cards. The Clerk-Treasurer may immediately cancel or order the surrender of any card which appears to be misused or abused, and will bring the matter to the attention of the City Council. The City Council will take the appropriate disciplinary action for misuse of credit cards as appropriate by Indiana law.
(F) 
Alcoholic beverages. No alcoholic beverages may be charged to any City credit card.
(Ord. passed 2-20-2012)
This policy shall apply to all Council members, the Clerk-Treasurer, and all City officials.
(Ord. passed 2-20-2012)