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HomeMy WebLinkAbout2013-OR-8ORDINANCE NO. 2013 -OR - AN ORDINANCE REPEALING ORDINANCES 2011 -OR -6, 2010 -OR -27 AND 2009 -OR -029 AND AUTHORIZING THE CITY OFFICIALS TO USE CITY CCREDIT CARDS FOR OFFICIAL GOVERNMENT PURCHASES AND ESTABLISHING A CREDIT CARD USAGE POLICY WHEREAS, the Common Council for the City of Jeffersonville, Clark County Indiana (hereinafter the "Council"), is City's statutory Fiscal and Legislative Bodies pursuant to Indiana Code; WHEREAS, the Common Council has discussed in conjunction with the City's Legal Department the necessity of amending the City's policy regarding the use of City -issued credit cards; WHEREAS, the Common Council hereby repeals Ordinances 2011 -OR -6, 2010 -OR -27 and 2009 -OR -029, and hereby authorizes city officials to use city credit cards for official city business pursuant to the following policy: NOW, THEREFORE, BE IT ORDAINED by the Common Council: 1. That the City shall issue the following number of credit cards: Department Number of Credit Cards Public Safety (for use by Police & Fire) 4 Controller (for use by various city departments) 3 Mayor 1 Sanitation/Vehicle Maintenance 1 Council and City Clerk 2 Parks 2 2. That all credit cards shall be kept under the care and control of the Controller and the Controller shall be responsible for reviewing that all documentation has been correctly submitted and that all State Board of Accounts rules and procedures have been followed before payment is made on the credit card account. 3. That all credit card purchases shall be processed through the Controller's Office via the use of a purchase order. The authorized department head shall contact the Controller's Office to obtain a purchase order and the appropriate credit card number to make a purchase. 4. That all credit cards shall not be used for any meals within fifty (50) miles of the City of Jeffersonville, unless the meal is for the benefit of a person visiting the City for official city business. There shall be a fifty ($50) dollar per person and per day limit, including the tip (which said tip shall not exceed 20%) for the use of the credit card for the payment of the allowable meal and the credit 1 card shall not be used for the purchase of alcoholic beverages. Any accumulated "bonus points" for the use of any credit card shall stay with and shall be used by the particular departmental credit card that accumulated the said "bonus points". 5. That the appropriate department head or other city official may receive temporary possession of a credit card for official city business from the Controller's Office by completing and signing the appropriate forms and other documentation verifying the release of the credit card. The said credit card shall be returned to the Controller's Office within seventy-two (72) hours of the use of the said credit card or within seventy-two (72) hours of the return of any individual to the City after an out-of-town travel, along with all required supporting documentation of any purchases made to the said credit card. Upon demand by the Mayor or the City Council President, all credit cards shall be promptly returned to the Controller immediately. 6. That the designated responsible official or employee shall maintain an accounting system or log which shall include 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 date the card is issued and returned. 7. That credit cards shall not be used to bypass the accounting system. Purchase orders are issued to provide the Controller with the means to encumber and track appropriations to provide officials with timely and accurate accounting information and monitoring of the accounting system. 8. That payment shall 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, receipts and an itemized statement must be available and provided to the Controller before payment is made. Additionally, any interest or penalty incurred due to late filing or furnishing of documentation by an officer or employee shall be the responsibility of that officer or employee. 9. That in the event that a City officer, employee, or other City personnel uses his/her personal credit card for an official government purchase or official government use and then seeks reimbursement from the City, all rules, regulations, terms and provisions as set forth in this Ordinance shall apply concerning the consideration and approval of said reimbursement. 10. That no obligation shall be incurred, nor shall such obligation be deemed a valid obligation of the City, unless such obligation is for matters properly provided for in the budget of the City. Further, no individual purchase shall exceed the sum of One Thousand Dollars ($1,000) and no credit card shall have a credit limit in excess of Five Thousand Dollars ($5,000). 7 11. That if after review the Council shall reasonably determine in its judgment that an authorization has been incurred or expense made in the name of the City, but is not properly chargeable as ordinary, necessary, reasonable or usual, and is not otherwise budgeted, then such charge or expense shall be charged to the employee or official incurring the same and may be deducted from any payment otherwise due said employee or official, at any time thereafter, by way of deduction prior to issuance of any check or other payment to be made to said employee or official. 12. That this Ordinance shall be effective upon final passage and approval. Voted or Voted Against: APPROVED AND ORDAINED by the Common Council of the City of Jeffersonville, Clark County, Indiana, upon this 1.5 day of J , 2013. ATTEST: doixfzo Vicki Conlin, Clerk City of Jeffersonville 3 0,44, Connie Sellers, President Jeffersonville Common Council 9613 -OR -e PRESENTED by me to the Mayor of the City of Jeffersonville Clark County, Indiana upon this ( day of 1 , 2013. Vicki Conlin, Clerk City of Jeffersonville SIGNED and APPROVED by me upon this1 Cr day o 2013. 4 Mike •ore, Mayor