This policy applies to all (i) payment cards, checks or other payment instruments associated with a credit account issued by a financial institution or a retailer, and (ii) payment cards related to the receipt of grant funds. All such cards and instruments are referred to herein as “credit cards”.

 

This policy does not apply to procurement cards (P-cards), or to gas cards or other payment cards that are capable of use only for the purchase of certain limited types of goods.

 

The Library will not obtain or maintain any debit cards.

 

The Fiscal Officer will work with the appropriate financial institutions that issue credit cards to determine the best type of credit card accounts for the Library, and also to determine which store credit card accounts the Library will utilize.

 

The Fiscal Officer is responsible for working with the issuing financial institution to determine the dates when credit cards expire and the re-issuance of replacement cards.

​

The Fiscal Officer is responsible for determining, when necessary, the need to cancel a credit card account and any adjustment to credit limits on the credit cards.

​

The Fiscal Officer is responsible for notifying the issuing financial institution of a lost or stolen card.

 

Credit cards will be established in the name of the Harris Elmore Public Library and the specific name of an individual with a maximum credit limit for each set by the Library.

 

Credit cards may be issued to:

 

• Director with a credit limit up to $2,000.

• Branch Manager with a credit limit up to $2,000.

 

 

A credit card may not be used by anyone other than the individual to whom it is issued.

 

Prior to initial receipt of a credit card, each individual must agree to and sign the Credit Card Responsibility and Use Procedures.

 

The Board authorizes the use of Library credit cards for use in connection with Board- approved or Library-related activities and for only those types of expenses that are for the benefit of the Library that serve a valid and proper public purpose shall be paid for by credit card. Credit cards will be used primarily for travel expenses to conferences and/or workshops and pre-payment of materials when required by a vendor. In any event, credit cards may be used only for expenditures that are within the applicable budget and departmental guidelines.

 

For each purchase made using a credit card, an itemized receipt indicating the amount paid, the vendor, and the goods/services purchased must be submitted to the Fiscal Officer promptly following the purchase.  The employee who does not provide an itemized receipt for their purchase must reimburse the library for the amount of the purchase.  The Fiscal Officer will not pay the credit card bill without itemized receipts for each purchase. 

​

Proper documentation is to include:
 

• Itemized paid receipt indicating the amount paid, the vendor, and an itemized description of the purchase.

• In the case of books, subscriptions or similar types of orders, a copy of the order form or document, and the packing slip or other receiving document

• A hardcopy print-out for any items ordered online.

 

Examples of documentation not allowed:

 

• Non-itemized cash register receipts.

• Handwritten requests for reimbursement without receipts or other verification.

 

Use of a credit card for personal expenditures, for expenditures in excess of the applicable credit limit, or otherwise in violation of this policy constitutes a misuse of the credit card. Any Library personnel engaging in misuse of a credit card will be responsible to reimburse the Library for any unauthorized expenditures and may be subject to disciplinary action up to and including termination of employment.

 

The Library Board of Trustees will appoint the Coordinator of Circulation and Technical Services at the beginning of each year to be the Compliance Officer to review all credit card accounts every six months, including:

 

• The number of cards/accounts issued.

• The number of cards/accounts that are active.

• Card/Account expiration dates.

• Credit limits for each card/account.

 

The Fiscal Officer may not serve as the Compliance Officer.

 

The Compliance Officer may use a credit card only with the prior authorization of the Fiscal Officer, except that the Library Director serving in the role as Compliance Officer may use a credit card as otherwise authorized in this policy.

 

The Compliance Officer may not authorize Library personnel to use a credit card, except that the Library Director serving in the role as Compliance Officer may authorize such use in accordance with this policy.

 

If a credit card is lost or stolen, or if Library personnel become aware of unauthorized or fraudulent use of any of the Library’s credit card accounts, it must be reported immediately to the Fiscal Officer and Compliance Officer.  The Fiscal Officer will immediately call the credit card issuer to close the account if it is lost or stolen, or put the account on hold if there is fraudulent use by a Library employee.

 

All monthly credit card statements and other correspondence associated with the credit card accounts will be sent to the Harris Elmore Public Library. Payment of the monthly statements must be made in a timely fashion by the Fiscal Officer so that finance charges and late payment fees are not incurred.

 

If the Compliance Officer is authorized to use a credit card, on a monthly basis, the Fiscal Officer (or the Fiscal Officer’s designee, who may not be the Compliance Officer) will review the credit card statements and will sign an attestation to such review.

 

On an annual basis, the Fiscal Officer will submit a report to the Library Board of Trustees regarding all credit card rewards received by the Library.  All rewards earned on the credit card account are the sole property of the Library and may not be used by an employee for personal use.

 

 

Credit Card Responsibility and Use Procedures

 

A credit card account has been established to meet the needs of your department for incidental purchases. Upon receipt of proper documentation and itemized receipt, credit card expenditures will be paid through the Fiscal Officer’s office.

 

***A credit card does not replace requisitions and purchase orders.

 

Conditions of Use. Expenses may be incurred with the credit card only if all of the following conditions are met:

 

• Expenditures must be within the guidelines of the particular activity of your department and budget. The expenditure may only be made after the approval of any required requisition and purchase order. The credit card is not to be used for any personal expenses.

 

• Expenditures to be paid must be less than your credit limit of $2,000. There are no exceptions.

 

• Proper documentation to support the expenditure must be sent to the Fiscal Officer prior to receipt of the monthly statement.

 

Proper documentation is to include:

​

• Itemized paid receipt indicating the amount paid, the vendor, and an itemized description of the purchase

• In the case of books, subscriptions or similar types of orders, a copy of the order form or document, and the packing slip or other receiving document

• A hardcopy print-out for any items ordered online.

• Examples of documentation not allowed:

• Non-itemized cash register receipts.

• Handwritten requests for reimbursement without receipts or other verification.

• The Library is exempt from sales tax, and all reasonable efforts should be made to ensure that sales tax is not charged by vendors in connection with purchases made via credit card. A tax exemption certificate is available in the Fiscal Officer’s office.  In some cases, if you merely mention to the vendor that the purchase is tax exempt, no sales tax will be charged.

 

Safekeeping.

You are responsible for the safekeeping of the credit card. You shall not permit anyone else to use the credit card or disclose to anyone (other than the vendor/merchant in connection with a purchase) the card account number, CVV, or other pertinent account information.

 

Unauthorized Use

 If you become aware of any unauthorized or fraudulent use of the credit card, or if the credit card is lost or stolen, you must immediately report same to the Fiscal Officer and Compliance Officer.

 

No Right to Credit Card

The credit card is issued to you on a temporary basis, and remains the sole property of the financial institution from which it was issued. The right to use the credit card may be revoked at any time without notice by the issuing financial institution or by the

Library’s Fiscal Officer or Director. You must immediately return the credit card to the Library upon termination of your employment with the Library or in the event of a change in your position/title.

 

Personal Responsibility

You are personally responsible for any unauthorized credit card expenditures and expenditures made in violation of applicable Library policy.

 

Policy

In addition to the terms set out herein, use of the credit card is subject to the Library’s Credit Card Policy.

 

I have read and fully understand and accept my personal responsibilities and liabilities in regard to the credit card issued to me, including the terms set out in the Library’s Credit Card Policy. I further acknowledge that any misuse of the credit card may result in disciplinary action up to and including termination of employment.