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Home My WebLink About2018-OR-29 CREDIT CARD ORDINANCE ORDINANCE 2018-OR- / AN ORDINANCE REPEALING ORDINANCES 2015-OR-23,2013-OR-8,2011-OR-6,2010-OR-27 AND 2009-OR-029 AND AUTHORIZING THE CITY OFFICIALS TO USE CITY CREDIT 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 necessity of amending the City's policy regarding the use of City-issued credit cards; WHEREAS, the Common Council hereby repeals Ordinances 2018-OR-3, 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 Public Safety Emergency Credit Card shall be assessable 24 hours a day, 7 days a week for EMERGENCY SITUATIONS ONLY. The Public Safety Emergency Credit Card shall be kept at Police Headquarters and used by authorized emergency personnel. The Department shall maintain an accounting system and a 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. 3. 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. Only the Controller can increase the line of credit not any other employee of the Finance Department 4. 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. Purchase Orders must be used for credit card transactions. In-House Credit Accounts for supplies should first be used instead of the City Credit Card. 5. That all credit cards shall not be used for any meals within fifty (50) miles of the City of Jeffersonville, with the exception of the Mayor/City Council 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%) before sales tax, for the use of the credit card for the payment of the allowable meal and the credit 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". Credit cards are to be used for travel, meals and expenses not for purchases of equipment such as: vehicles, mobile phones, and equipment for mobile phones or watches that are compatible with mobile phones, Uber, Lyft. 6. 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. 7. That the Controller or Finance Department 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. 8.The credit cards shall not be used to bypass the accounting system. Purchase orders are issued to provide the Controller with the means to track appropriation to provide officials with timely and accurate accounting information and monitoring of the accounting system. 9. Because credit card purchases are subject to the same audit requirements as other disbursements, all detailed receipts must meet audit requirements. This means all receipts must be signed by the employee using the credit card, provide a detailed account of the items purchased, free of non-business related items, free of sales taxes, and free of items prohibited by Indiana Code. It is the responsibility of the employee authorizing the charge to obtain proper itemized receipts. Charge slips showing a total charge only is not acceptable without a store printout detailing items purchased as indicated above. Failure to do so could result in charge becoming the person obligation of the employee. 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. Credit card charges that do not meet audit requirements, including imposition of sales taxes for which the city is otherwise exempt, are the personal responsibilities of the employee authorizing the charge. The city will take all necessary steps to obtain reimbursement of the charges, which do not meet audit requirements from the employee authorizing the charge, including but not limited to garnishment of the charging employee's city wages. 2aig-oit.- a °► 10.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. 11.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($5,000). 12. That if after review the Council shall reasonably determine in its judgment that an authorization has been incurred or expense made in the name of the City, but is not properly chargeable as ordinary, necessary, reasonable or usual, and is not otherwise budgeted, then such charge or expense shall be charged to the employee or official incurring the same and may be deducted from any payment otherwise due said employee or official, at any time thereafter, by way of deduction prior to issuance of any check or other payment to be made to said employee or official. 13.City Council or Controller is authorized to revoke credit cards without cause and at the direction of the City Council;or at any time,the credit card(s) have been used in violation of City policy or City ordinances currently in effect or subsequently ratified. In the event that the Controller revokes the credit card(s) he/she must report the same to the City Council. 14. The Controller shall establish and implement a written procedure/policies,to include list of In- House Credit Accounts,to be distributed to all Department Heads for the payment of all credit card bills subject to the approval of the City Council,which shall cause the purchases to be paid in full on a monthly basis, prior to the end of the grace period so to avoid late fees or finances charges. 15. Approval of any exception outside of the Credit Card Ordinance shall contact the President of the Common Council. The President of the Common Council shall contact the majority of the Council for Approval. BE IT FURTHER RESOLVED,Thus Ordinance shall be in full force and effect from and after its passage by the Common Council and Approval by the Mayor. I /� �,•TED FOR: VOTED AGAINST: r .;;!iii! w- r+� AWFi$W aOh -otL-2 q Passed and adopted by the Common Council of the City of Jeffersonville, Clark County, Indiana, on this 2-1 day ofT3jvx.e , 2018. is�uncil President A ES : cote) Vicki Conlin,City Clerk Presented by me as City Clerk to the Mayor of said City of Jeffersonville this Jc' day of.),(j/Xi— ,2018. Vicki Conlin,City •rk This Resolution approved and signed by me this to day oft.u . I r t; Mike Moor: Mayor