(a) The head of each Village department shall authorize any necessary Village employee to use a Village credit and/or purchasing card. No Village employee shall use a Village credit and/or purchasing card without prior approval from his or her department head.
(b) Any department head that issues a Village credit and/or purchasing card to a Village employee must maintain all receipts and invoices related to the use of the cards. The department head is also responsible for verifying that proper procedures are followed for the use of the cards.
(c) Any Village employee authorized to use a Village credit and/or purchasing card by their department head must receive and sign a “Village of Boston Heights Credit & Purchase Card Policy” prior to use of the Village credit and/or purchasing card. The Village Employee must abide by the terms and conditions of this section and the “Village of Boston Heights Credit & Purchase Card Policy” at all times when using a Village credit and/or purchase card.
(d) Prior to making any purchase with the Village credit and/or purchasing card, the Village employee shall receive proper authorization from his or her department head. When possible, a Village employee shall obtain the department head’s written approval and/or an approved purchase order prior to the purchase.
(e) Prior to any purchase by a Village credit and/or purchasing card, a Village employee must advise the vendor, cashier, and/or vendor’s agent that the purchase is being made by the Village of Boston Heights and that the Village of Boston Heights is a tax-exempt entity. The Village employee shall also provide to the vendor, cashier, and/or vendor’s agent the tax exemption number of the Village of Boston Heights prior to any purchase.
(f) Village employees shall obtain a receipt at the time of purchase and shall provide all receipts for all purchases to his or her department head or other authorized person within the department. Village employees shall obtain a confirmation number from the vendor for any purchases made by telephone. Village employees must print the order/receipt page from his or her computer for any purchase made using the internet. The confirmation number and order/receipt page shall serve as receipts and shall be provided by the Village employee to his or her department head or authorized person within the department.
(g) Village employees are prohibited from using the Village credit and/or purchasing cards for personal uses or non-Village related business. Village employees are prohibited from receiving any personal benefit from the use of the Village credit and/or purchasing card, including benefits from any award or reward program associated with the card or the use of said card. Village employees are prohibited from using the card for cash advances, money orders, traveler’s checks, or the purchase of alcohol, entertainment, recreation, amusement, or any inappropriate goods or services.
(h) Village employees shall abide by the provisions of Section 147.11 relating to travel plans if the Village employee uses a Village credit and/or purchasing card for travel expenses. Furthermore, Village employees may only use a Village credit and/or purchasing card for travel expenses related to Village business.
(i) Village employees shall maintain possession of the Village credit and/or purchasing card at all times and are responsible for the security of the card to prevent unauthorized use of the card. In the event a Village employee loses a card or learns that the card was stolen, the Village employee must immediately report the loss or theft to his or her supervisor and/or the appropriate reporting authority to cancel that particular card.
(j) Village employees may purchase gasoline or fuel with Village credit and/or purchasing cards only upon authorization from their department head. Any gasoline or fuel purchase shall only be for use in Village owned or leased vehicles unless written approval has been given by the Village employee’s department head or supervisor. If gasoline or fuel is purchased for use in a private vehicle for use in Village-related out-of-town travel, the Village employee will not receive a reimbursement for mileage during the travel.
(k) Any misuse of the Village credit and/or purchasing card by a Village employee and any failure to abide by the terms and conditions of this section and/or the terms and conditions of the “Village of Boston Heights Credit & Purchase Card Policy” may be grounds for disciplinary action, including termination of employment and/or referral for criminal prosecution.
(Ord. 29-2006. Passed 12-14-05.)