(A) Purpose. This section is established in order to document the policies and procedures required for the holders of the village’s credit cards. It is further established to:
(1) Ensure that procurement with village credit cards is accomplished in accordance with the village’s ordinance and administrative procedures;
(2) Ensure appropriate internal controls are established within each department using the cards so that they are only used for authorized purposes;
(3) Ensure that the village bears no legal liability from inappropriate use of credit cards;
(4) Provide a convenient and yet adequate source of funding for employees who must procure for the village in venues wherein established accounts with the vendor may not be readily available; and
(5) This section is intended to comply with the mandates of Sub HB 312 enacted by the 132nd General Assembly, being codified in part as R.C. § 717.31.
(B) Obtaining a credit card.
(1) The village’s credit card policy is through U.S. Bank.
(2) Visa is the platform.
(3) Credit limits of $30,000 have been established for each card.
(4) Two credit cards are available for use by the Village Administrator, Fiscal Officer, Fire Chief, Police Chief and Service Director.
(5) Any of the above employees who utilize a credit card must request such card from the Fiscal Officer or Village Administrator or his or her appointed designee, and must sign a statement acknowledging that he or she has read the credit card policy, understands it and agrees to abide by it.
(6) All credit cards must be signed out on a log maintained by the Fiscal Officer before authorization is given to utilize the card.
(7) Credit cards should be possessed by the above mentioned employees for no more than one day for internet purchases, purchases from retail outlets and for emergency items or for no more days than required for the length of travel.
(C) Credit card usage guidelines.
(1) The village’s credit card usage should primarily consist of the following types of activities:
(a) Internet purchases of items that are not readily available through a normal vendor;
(b) Purchases from retail outlets where the village does not maintain a regular account;
(c) Travel related expenses for employees attending conferences, meetings and seminars; and
(d) Emergency items ordered by phone, mail or internet, generally from vendors with whom the village does not have an established account or that require advanced payment.
(2) The credit card shall not be used for personal purchases, cash advances, cash withdrawals, alcoholic beverages, tips or cash refunds.
(3) The village’s regular purchase order policy and procedures must be followed for all credit card purchases.
(4) Total dollar amount each authorized card user may incur as part of any one individual transaction is $2,000, unless prior approval is obtained from the Fiscal Officer.
(5) No purchases, except for restaurant charges should include sales tax. Tax exempt forms are available at the village’s administration office.
(6) When overnight stays are required, a tax exempt form should be acquired prior to leaving. This form should be presented to the hotel upon arrival when registering.
(D) Receipt documentation.
(1) Those authorized to use a credit card are required to maintain itemized receipts for credit transactions. The collection of receipts is necessary to substantiate the items purchased.
(2) Receipts must show individual items purchased, not just the total charged. This also ensures that no sales tax is included in the total.
(3) Charges without proper receipts are unsubstantiated and cannot be audited. Therefore, all charges must have documentation showing item(s) purchased, cost and account to be charged.
(4) Undocumented purchases or purchases that are not documented by an itemized receipt will become the personal liability of the person making the charge.
(5) An original receipt for each purchase made with a credit card must be forwarded to the Fiscal Officer or his or her designee once the purchase is complete or once the individual has returned from travel.
(6) For online purchases, the receipt may be in the form of a printed order confirmation.
(Ord. 19-40, passed 12-10-2019)