Oklahoma § 19-1506 - Sheriff or deputy sheriff authorized to make certain

§ 19-1506. Sheriff or deputy sheriff authorized to make certain

travel purchases by credit card.

A. Subject to the limitations and procedures provided by this

section, any sheriff or deputy sheriff may purchase materials,

supplies or services necessary for travel out of the county by use

of one or more credit cards issued to the county for use by the

Oklahoma Statutes - Title 19. Counties and County Officers

sheriff's department. Purchases made with such credit cards shall

be limited to actual expenses for travel out of the county by the

county sheriff or deputies to perform their official duties;

provided, such credit cards may be used for the purchase of fuel,

within the county, on weekends, nights or holidays when fuel cannot

be obtained from the vendor to whom a bid for such fuel purchase has

been awarded.

"Actual expenses for travel" shall mean expenses for travel by

public or private railroads, airplanes, buses, rental cars or other

public or private conveyances, fuel, oil, meals, lodging, parking

fees and telephone expenses.

B. The sheriff may request the board of county commissioners of

the county to apply for a credit card or cards for use by the

sheriff's department. The application shall be made in the name of

the county and any credit cards issued must be issued in the name of

the county only. The board of county commissioners shall then issue

the card or cards to the office of the sheriff.

C. For each card issued to the county by an issuer, the county

shall encumber sufficient funds each month to pay for the estimated

charges made with such cards including any annual or other fee owed

for use of the cards. The funds for payment of credit card charges

shall be made from the annual county appropriation to the sheriff's

department. Payment of the bill for charges incurred on any card

shall be made in a timely manner so that no interest charges or

penalties accrue and so that the total payment amount corresponds to

the balance of charges for purchases in addition to any applicable

annual fee or service charge.

D. All receipts for charges made by use of any card issued to a

county shall be returned to the county commissioners in order to

facilitate accurate records of total monthly expenditures for which

the county will be obligated.

E. On or before the 25th day of each month, the sheriff shall

notify the board of county commissioners of the anticipated credit

card expenditures for the following month. When credit purchases

are made, the sheriff or deputy sheriff shall immediately and

accurately document said expenditures on a form prepared by the

State Auditor and Inspector, attaching receipts and a written

explanation of each expenditure as to the date, case number or other

identification number, area or location, reason for expenditure and

amount expended. A copy of the form shall be submitted to the

sheriff for approval and the original form shall be attached to the

purchase order and shall be submitted to the board of county

commissioners for final approval and payment. A copy of the form

shall be retained for the sheriff's records.

F. A sheriff or deputy sheriff shall not receive any

reimbursement, pursuant to the provisions of Sections 161 through

166, 180.43 or 541 of this title, for any expenses for which a

Oklahoma Statutes - Title 19. Counties and County Officers

credit card issued pursuant to the provisions of this section has

been used.

G. Nothing in this section shall be construed to exempt any

county sheriff or deputy sheriff from the purchasing procedures

specified in Sections 1500 through 1505 of this title for all other

purchases made in the performance of their official duties.

Added by Laws 1986, c. 127, § 1, eff. Nov. 1, 1986. Amended by Laws

1990, c. 61, § 1, emerg. eff. April 16, 1990; Laws 1993, c. 318, §

9, emerg. eff. June 7, 1993.