Section 45-51-232.30 Purchasing Procedures Using Credit Card.
AI-assisted research summary: The sheriff may create credit-card purchasing procedures for the Montgomery County Sheriff’s Office, and any policy must include spending limits, access controls, recordkeeping, bill review, timely payment, and provider selection criteria.
(a) For the purposes of this section, the term “credit card” means a line of credit issued by a domestic lender or credit card bank. (b) To provide for convenience in making purchases of tangible personal property or services approved by the sheriff, the Sheriff of Montgomery County may establish procedures to make certain purchases through use of a credit card issued to the Montgomery County Sheriff’s Office. The sheriff may adopt written policy and procedures governing the utilization of credit cards which, at a minimum, shall include each of the following: (1) A monetary limit on the amount of any individual purchase which may be made with a credit card. (2) A monetary limit on the total monthly amount that may be purchased with a credit card taking into consideration the monetary limit of the discretionary fund used. (3) Procedures to ensure that only the sheriff or his or her designee has sole access to any credit card, credit card numbers, access codes, or security codes. (4) Procedures to keep accurate records of all purchases made with a credit card which shall be periodically reviewed during required audits. (5) Procedures to ensure that all credit card bills are carefully reviewed by the sheriff each month to make sure that no unauthorized charges appear on the bill. (6) Procedures to ensure that all credit card bills are paid in full on a timely basis each month to avoid service charges, late fees, or interest payments. (7) The sheriff shall select the credit card provider or providers taking into consideration each of the following: a. Whether the credit card issuer requires an annual fee for utilizing the card. b. Whether the credit card issuer offers rewards or rebates based upon purchases made utilizing the account. c. What interest rates, service charges, finance charges, or late fees will be assessed in the event a bill from the credit card issuer is paid late or the balance is not paid in full. d. Whether penalties or fees will be assessed against the sheriff in the event he or she decides to terminate the credit card. e. Any other consideration deemed relevant by the sheriff. (c) In the event the credit card provides rewards or rebates based upon the use of the card, any rewards or rebates earned from the card shall be deposited in the Sheriff’s Fund of Montgomery County.