City of Mendota, IL Article II Use of Credit Cards

[Adopted by Ord. No. 03-18-19[1]]

[1] Editor’s Note: This ordinance also superseded former Art. II, Use of Credit Cards, adopted by Ord. No. 11-20-06.

§ 38-18 Authorization of use for City operations.

The Police Department is authorized to obtain and have issued no more than four credit cards on two accounts in the name of the City of Mendota for use by City personnel, employees and officials for the purpose of incurring expenses for ordinary, necessary, reasonable and usual expenses to properly maintain and continue City operations, including authorized travel and training expenses, and the purchase of supplies and equipment.

§ 38-19 Purchase and credit limit.

No obligation shall be incurred, nor shall such obligation be deemed a valid obligation of the City, unless such obligation is for matter or matters otherwise properly provided for in the budget of the City. Further, for each account no individual purchase shall exceed the sum of $12,000, thus precluding the charging or using of said card beyond said debt limit.

§ 38-20 Report of charges; responsibility for improper charges.

All charges shall be reported to the Police Department Administrator and/or his assignee and the Finance Committee Chairman for review and shall appear on the claims invoice for payment of the financial institution. If, after review, the Chairman shall reasonably determine, in his/her 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 and 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. Misuse may be used as grounds for termination.

§ 38-21 Accounting and control authority.

The Police Department shall have exclusive control and possession of all such credit cards as authorized by this chapter and shall control release, issuance and availability of such cards as reasonably necessary in order to prevent abuse or improper use; all cards shall be promptly returned to the Police Department immediately upon request. The Police Department may open accounts at appropriate financial institutions for purposes of such cards, and when deemed necessary in the Police Department's sole judgment, close out immediately any such account solely by written notice signed by the Police Chief.