EDITOR’S NOTE: Ordinance 2014-06, passed February 24, 2014 adopted a personnel policy and procedure manual. See the Clerk-Treasurer for the latest employment provisions.
147.01 Expense reimbursement.
147.02 Workplace health and safety policy.
147.03 Telephone, cellular phone and pager service and usage policy.
147.04 Internet access and e-mail acceptable use policy.
147.05 Credit card policy.
147.06 Drug free workplace.
CROSS REFERENCES
Welfare - see Ohio Const., Art. II, Sec. 34
Workers’ compensation - see Ohio Const., Art. II, Sec. 35; Ohio R.C. Ch. 4123
Wages and hours on public works - see Ohio Const., Art. II, Sec. 37; Ohio R.C. Ch. 4115
Public Employees Retirement System - see Ohio R.C. Ch. 145
Expenses for attendance at conference or convention - see Ohio R.C. 733.79
Strikes by public employees - see Ohio R.C. Ch. 4117
Vacation credit - see Ohio R.C. 9.44
Ethics - see Ohio R.C. Ch. 102
All incurred expenses, such as school fees, mileage, lodging, meals, parking fees, etc., shall be reimbursed in the following manner:
(a) School Fees. Will be reimbursed in entirety upon completion when authorized in advance by the Department Head and Council.
(b) Mileage. Will be reimbursed at an amount per mile, as determined by the Internal Revenue Service when authorized in advance by the Department Head and Council. Village owned vehicles shall be used when available rather than privately owned vehicles which necessitates the payment of mileage.
(c) Lodging. Will be reimbursed when authorized in advance by Council. Unless a conference is designated at a specific hotel or motel, lodging shall be reserved at a facility with “moderate” rates. No special fees for room extras such as waterbeds, oversized rooms, suites, etc., shall be deemed eligible for reimbursement.
(d) Parking Fees. Will be reimbursed at level of cost incurred. The employee should use discretion in utilizing the most economic parking facilities that are located a reasonable distance from meeting point.
(e) Other Transportation Fees. Such as airline rates, bus fares, etc., shall be reimbursed when authorized in advance by the Department Head and Council. The employee should use discretion in securing the most economic transportation means possible. (Res. 1991-28. Passed 12-9-91.)
(f) Meals. Will be reimbursed during authorized travel at a per diem rate per individual not to exceed fifty dollars ($50.00), including tips. Tips, being recognized as a common expense associated with restaurant dining shall be authorized at a rate not to exceed eighteen percent (18%) of the bill subtotal, excluding sales tax. Alcoholic beverages are not a reimbursable expense and therefore, not permitted as part of the dining bill. The per diem rate is a maximum limit on meal reimbursement and does not need to be met or entitle the employee to be reimbursed for any amount not actually incurred.
(Ord. 2013-20. Passed 7-22-13.)
(g) All reimbursable expenses must be authorized in advance and all receipts must be provided to the Village for the employee to receive reimbursement.
(Ord. 2008-59. Passed 10-13-08.)
(a) Compliance Official. The Village Mayor is responsible for compliance with OSHA, whose duties shall include that of monitoring compliance and that of safety officer.
(b) Mayor’s Duties. The responsibilities of the Mayor as to monitoring compliance include the following:
(1) Remaining current on Ohio Bureau of Workers’ Compensation Public Employment Risk Reduction Program (PERRP) regulations and company responsibilities;
(2) Making sure all Ohio Bureau of Workers’ Compensation Public Employment Risk Reduction Program (PERRP) records are properly maintained;
(3) Assisting and evaluating employees for safety committee;
(4) Monitoring activity of the safety committee;
(5) Reporting to the Department Heads regulation changes, needed policy changes, safety problems that need attention, and activities of the safety committee; and
(6) Fulfilling an overall duty to keep the Department Heads current about OSHA matters.
(c) Purpose. The purpose of the safety committee is to prevent employee accidents by:
(1) Making safety inspections to discover unsafe physical conditions or employee practices; and
(2) Reviewing results of inspections and investigations at safety committee meetings for the purpose of making specific recommendations.
(d) Members. Safety committee members are:
(1) Selected by the Mayor, Village Council and Department Heads;
(2) Required to serve as committee members for one calendar year; and
(3) Selected to represent specified areas.
(e) Safety Committee Duties. Safety committee members’ responsibilities include the following:
(1) Becoming familiar with Ohio Bureau of Workers’ Compensation Public Employment Risk Reduction Program (PERRP) laws and regulations;
(2) Constantly monitoring assigned areas for Ohio Bureau of Workers’ Compensation Public Employment Risk Reduction Program (PERRP) hazards;
(3) Correcting hazards found, noting them in Ohio Bureau of Workers’ Compensation Public Employment Risk Reduction Program (PERRP) files and reporting them at the next safety meeting;
(4) Reporting to the Mayor any hazards they cannot handle, making notations in their manuals, and reporting them at the next safety meeting;
(5) Making inspections as required; and
(6) Keeping Ohio Bureau of Workers’ Compensation Public Employment Risk Reduction Program (PERRP) manuals current.
(f) Safety Committee Meetings.
(1) Will be scheduled by the Mayor;
(2) Will include a representative from each work area and may include some invited guests; and
(3) Will be used to consider reports of status of old business, to evaluate reports made by the company nurse, to determine if accidents could have been prevented, and to consider reports on new areas needing attention.
(g) OSHA Records and Reports.
(1) Reports will be completed and maintained by the Village of Carrollton, Ohio, as required by Ohio Bureau of Workers’ Compensation Public Employment Risk Reduction Program (PERRP), on forms 101 and 200.
(2) Every time there is an Ohio Bureau of Workers’ Compensation Public Employment Risk Reduction Program (PERRP) accident report completed, the Mayor will send a report-of-accident investigation form to the supervisor of the employee who had the accident and will ask the supervisor to review the situation and to prevent future accidents.
(3) Ohio Bureau of Workers’ Compensation Public Employment Risk Reduction Program (PERRP) posters are located in all work areas, which are periodically inspected to ensure their display.
(h) Safety Committee Inspections.
(1) Regularly each June, an overall inspection is conducted of the entire premises;
(2) Periodically, the Mayor will request special inspections, more limited, for a special need;
(3) Safety members are continually alert for safety hazards.
(i) Reporting and Alleviating Hazards.
(1) All safety hazards reports are made to the Mayor and Safety Committee;
(2) Corrective action is expected within fifteen days;
(3) Any problems that cannot be corrected will be referred to the personnel manager.
(j) Manuals.
(1) Every safety committee member will have access to any manual that includes Ohio Bureau of Workers’ Compensation Public Employment Risk Reduction Program (PERRP) policies and procedures and committee meeting minutes;
(2) Manuals should be kept current. At the end of the member’s term on the committee, all materials these will be transferred to the member’s replacement.
(k) Log of Safety Hazards.
(1) The Mayor will maintain a log of safety hazards. There will be brief descriptions of each hazard, to whom it was referred for action, the date action was completed and any comments.
(2) Whenever an Ohio Bureau of Workers’ Compensation Public Employment Risk Reduction Program (PERRP compliance officer arrives, the officer should be referred to the Mayor’s office. The Mayor will be contacted.
(l) Safety Work Rules. Safety rules are communicated to workers through supervisors, bulletin boards, employee handbooks, and other publications. They also may be stressed in regular safety meetings and during orientation programs for new employees.
(Res. 1996-10. Passed 6-10-96; Ord. 2008-22. Passed 5-12-08.)
(a) Purpose. This policy states the official guidelines for acquisition and usage of the Village’s communications equipment and services and provides the framework for proper usage of Village issued telephones, cellular phones and pagers. The frameworks flexibility enables officials and employees to provide the best service to the public while limiting public expense. While occasional personal use is permitted, employees should make every effort to avoid using cellular phones, pagers and desk/wall, cordless phones for personal calls.
(b) Policy Statement. Village telephones, cellular phones and pagers are provided to Village officials, appointees and employees who by nature of their job have a routine and continuing business need for use on official Village business. The Village expects appropriate and responsible use of Village communication equipment. Elected officials, appointees and department superintendents are expected to ensure that:
(1) The need for each item of Village-owned communication equipment and services including but not limited to telephones, cellular phones, and pagers are clearly justified for Village business purposes;
(2) Alternative solutions for work production and communications have been considered;
(3) Employees provided with Village communication equipment and services understand the purpose and limitation of usage;
(4) Equipment usage account billings outlining details of usage are received and reviewed for conformance with this policy;
(5) Employees reimburse the Village for non-business use if required by this policy;
(6) Use of a Village equipment usage account is terminated when no longer justified by business requirements or when the employee has by actions demonstrated a disregard for the limitation of this policy.
Employees, who by the nature of their job do not have a routine and continuing business need for cellular equipment but on occasion need to use their personal cellular phone for critical Village business, may be approved for reimbursement. Reimbursement will be made not more than one (1) time per month for business use of a personal equipment usage account. The amount of reimbursement will be limited to the lesser of the actual amount of business phone calls or the amount of the monthly Village rate for an additional cellular phone added to the existing contract. A copy of the personal invoice with the business calls highlighted must be submitted with a requisition for reimbursement.
(c) Definitions.
(1) Telephone: Any Village issued desk, wall or cordless phone connected to the Village telephone equipment system and charged to the Village.
(2) Cellular equipment: Any Village provided cellular telephone also known as wireless telephones which transmit communications via tower antennas, cellular data transmissions/receipt equipment and radio-cellular telephones and any accessories for such owned by the Village.
(3) Pagers/Beepers: A small radio receiver device that when activated and dialed transmits a signal that alerts the person carrying the device.
(4) Base monthly charge: The minimum charge including local usage fees, taxes, franchise fees and other similar costs for one month of service through an equipment usage account.
(5) Equipment usage account: A contract or service agreement by a vendor to provide cellular telecommunication service to a specific item of cellular equipment.
(d) Coverage. All users of the Village of Carrollton’s telecommunication system.
(e) Procedures.
(1) Cellular phones are provided based on authorization of the Mayor and Council to the following Village employees for use for public business in the interest of the citizens of the Village of Carrollton:
Mayor, Police Chief, Water/Sewer Department Superintendent, Street Department Superintendent and two police cruisers.
Pagers will be provided based on authorization of the Mayor and Council and shall be reviewed from year to year.
(2) The Mayor shall establish a system to regularly review users so that designated employees demonstrate a need for cellular phones and pagers to increase efficiency and effectiveness in serving the public.
(3) The Mayor shall establish a system where the Village Administrator and/or the Chief Fiscal Officer reviews as appropriate the cellular phone bills to ensure their use in accordance with this section.
(4) Since the contract with the service provider has a limited amount of share time, employees and officials are cautioned to exercise efficiency and caution with cellular phone usage to prevent costly overages in the time parameters allotted. Each cellular phone has 200 allocated free minutes per month. However, should an individual cellular phone included in the contract not use its allocated share it may be used by another cellular phone as long as the phone using over their allocated minutes does not incur additional charges to the Village.
(5) Employees assigned cellular phones shall reimburse the Village for any personal calls where those calls cause the Village’s bill for that phone to be increased as a consequence of exceeding allocated free minutes on the plan, roaming charges, long distance charges, and any other charges above and beyond the regular monthly service charge for such phone, Personal use of a cell phone is not prohibited but use exceeding de minimus use or that causes additional costs above and beyond the regular monthly service charge shall be reimbursed to the Village by the employee.
(6) Employees must safeguard any cellular and pager equipment in their possession. Employees shall not allow an unauthorized user access to any Village owned communication equipment except in an emergency situation. The loss of any cellular or pager equipment must be reported to the Village Administrator or Chief Fiscal Officer immediately. If theft is suspected, the police should also be notified immediately.
(7) Employees shall exercise extreme caution when driving and only use a cell phone when the vehicle is parked, unless utilizing a “hands-free” speakerphone. If your cell phone rings while driving, allow your voicemail to take the message and retrieve the message when the vehicle is safely parked.
(8) Employees shall limit all cellular calls to no more than ten (10) minutes. Calls over the ten (10) minute limit shall be documented and justification will be required.
Knowingly or intentionally violating any provision contained herein shall be grounds for disciplinary action which may include termination of employment.
(f) Acknowledgment. As an employee of the Village of Carrollton, I have read and understand the Village of Carrollton’s Policy on telephones, cellular phone and pagers acceptable use. Further, that I am aware that any violation of this policy may subject me to disciplinary action, up to and including discharge from employment.
Name Supervisor/Superintendent Signature of Employee Date |
(Ord. 2005-07. Passed 7-11-05.)
(a) Purpose. To define the proper use of electronic mail (e-mail) and Internet services at the Village of Carrollton.
(b) Policy. The Village of Carrollton is committed to providing an environment that encourages the use of computers and electronic information as essential tools to support the Village of Carrollton’s business and improving our service to the public. It is the responsibility of each employee to ensure that this technology is used for proper business purposes, in a manner that does not compromise the confidentiality of proprietary or other sensitive information, and to use the e-mail and access to the Internet in a productive manner.
(c) Coverage. All users of the Village of Carrollton’s computer systems.
(d) Passwords. Computer passwords if selected by the employee/authorized user must be provided to the department supervisor if a password has not been assigned by the department supervisor.
(e) E-mail Procedures.
(1) All e-mail correspondence is the property of the Village of Carrollton and is primarily for business-related purposes only. E-mail communications are considered public records subject to disclosure to the public pursuant to the Ohio Public Record’s Act.
(2) Employee e-mail communications are not considered private or confidential despite any such designation either by the sender or the recipient.
(3) Messages sent to recipients outside the Village of Carrollton, if sent over the Internet and not encrypted, are not secure. Encryption requires prior company approval.
(4) The Village of Carrollton reserves the right to inspect the e-mail system, including an employee’s mailbox at its discretion in the ordinary course of business in order to assure compliance with this policy. Please note that in certain situations, the Village of Carrollton may access and disclose messages sent over its e-mail system.
(5) The existence of passwords and “message delete” functions do not restrict or eliminate the Village of Carrollton’s ability or right to access electronic communications. The delete function does not eliminate the message from the system.
(6) Employees shall not share an e-mail password, provide e-mail access to an unauthorized user or access another user’s e-mail box without authorization of the Mayor and/or appointing authority.
(7) Employees shall not post, display or make easily available any access.
(8) Offensive, demeaning or disruptive messages are prohibited. This includes, but is not limited to, messages that are inconsistent with Employer’s policies concerning “Equal Employment Opportunity” and “Sexual Harassment and Other Unlawful Harassment”.
(9) This policy supersedes all prior company policies.
Any employee who violates this policy shall be subject to discipline, up to and including discharge.
(f) Internet Procedures.
(1) The Village of Carrollton’s network including its connection to the Internet, is to be used primarily for business-related purpose. Any unauthorized use of the Internet is strictly prohibited. Unauthorized use includes, but is not limited to: connecting, posting or downloading pornographic material; engaging in computer “hacking” and other related activities; attempting to disable or compromise the security of information contained on the Village of Carrollton’s computers.
(2) The Village of Carrollton reserves the right to inspect any and all files stored on computers or other electronic devices which are the property of the Village of Carrollton in order to assure compliance with this policy. Employees have no personal privacy right in any matter created, received, stored in or sent from any Village computer system which are the property of the Village of Carrollton.
(3) Because postings placed on the Internet may display the Village of Carrollton’s address, make certain before posting information on the Internet that the information reflects the standards and policies of the Village of Carrollton. Under no circumstances shall information of a confidential, sensitive or otherwise proprietary nature be placed on the Internet.
(4) Subscriptions to news groups and mailing lists are permitted when the subscription is for a work-related purpose. Any other subscriptions are prohibited.
(5) Information posted or viewed on the Internet may constitute published material. Therefore, reproduction of information posted or otherwise available over the Internet may be done only by express permission from the author or copyright holder.
(6) Unless the prior approval of management has been obtained, users may not establish Internet or other external network connections that could allow unauthorized persons to gain access to the Village of Carrollton’s systems and information. These connections include the establishment of hosts with public modem dial-ins, World Wide Web home pages and File Transfer Protocol (FTP).
(7) All files downloaded from the Internet must be checked for possible computer viruses and have approval from the employee’s direct supervisor. Virus-checking software must be current prior to downloading anything from the internet.
(8) Offensive, demeaning or disruptive messages are prohibited. This includes, but is not limited to messages that are inconsistent with the Village of Carrollton’s policies concerning “Equal Employment Opportunity” and “Sexual Harassment and Other Unlawful Harassment.”
(9) No employee may use the Internet for operating a business for personal gain, sending chain letters, soliciting money for religious or political causes, or any other purpose that interferes with normal Village business activities.
(10) Each employee using Village electronic communications facilities shall identify himself or herself honestly, accurately and completely at all times.
(11) No employee shall grant anyone who is not an employee of the Village access to Village electronic communications facilities.
(12) The provisions of this section shall not apply to the Village Solicitor or members of the Police Department when engaged in legitimate law enforcement activities which, due to their nature, may require Internet and e-mail communications which would otherwise violation the provisions of this policy.
Any employee who violates this policy shall be subject to discipline, up to and including discharge.
(g) Acknowledgment. As an employee of the Village of Carrollton, I understand that the confidentiality and protection of the Village of Carrollton’s information is of the utmost importance. I have read and understand the Village of Carrollton’s Policy on acceptable use of e-mail and Internet access.
If I receive or select a password of my choice authorized by the department supervisor for access to e-mail, the Internet or any other system of electronically stored computer information, I will use it only for authorized purposes. I agree not to use a code, access a file or retrieve any stored communications other than where explicitly authorized unless there has been prior clearance by an authorized representative of the Village of Carrollton. I will notify my supervisor immediately if I believe that another person may have unauthorized access to my password.
I understand that all information stored in, transmitted or received through the Village of Carrollton’s systems of printed or computer information is the property of the Village of Carrollton and is to be used only for job-related purposes. I further understand that authorized representatives of the Village of Carrollton will monitor the use of the Village of Carrollton’s systems of printed or computer information from time to time to ensure that such use is consistent with the Village of Carrollton’s policies and interests. Further, I am aware that use of a Village of Carrollton provided password or code does not in any way restrict the Village of Carrollton’s right or ability to access electronic communications.
I am aware that any violation of the Village of Carrollton’s e-mail or Internet Access Policy may subject me to disciplinary action, up to and including discharge from employment.
Name Mayor Signature of Employee Supervisor/Superintendent Date |
(Ord. 2005-08. Passed 7-11-05.)
(a) Purpose.
(1) This policy establishes an orderly process for the authorization, handling and use of the Village of Carrollton credit card (purchasing card). This policy is applicable to all Village elected and appointed offices and departments. It applies to all purchases and purchase-related documents prepared or processed by the Village departments regardless of the source of funds. The responsibilities, authorities and contracts set forth in this policy and related policies and procedures must be adhered to by all Village of Carrollton elected and appointed officials as well as all departments. The primary purpose of the credit card (purchasing card) system is for those vendors that desire immediate payment without issuing a business charge account or for seldom used vendors.
(2) These procedures apply to the Village of Carrollton credit cards only. The Mayor and/or Clerk-Treasurer may grant exemptions and/or exceptions.
(b) Policy Statement. To promote operational efficiency and to simplify our internal ordering process for purchase of goods and services, the Village of Carrollton has opted to use a credit card (purchasing card). The credit card has been established to provide a convenient, efficient means to purchase commodities and services from vendors. The credit card is intended only for Village business transactions. This program is designed to delegate authority and responsibility to purchase items directly for the departments; however a requisition and purchase order to the Banking Company issuing the credit card is still required. Each department is responsible for managing its cardholder accounts in a manner that conforms to this policy and guidelines established by the Village of Carrollton. A number of unique controls have been developed for the credit card purchasing program that does not exist in a traditional credit card environment. These controls ensure that the cards can be used only for specific monthly dollar limits. In addition, each cardholder is required to certify all purchases before the bill is submitted for payment.
(c) Definitions.
(1) Approving Official - Elected/appointed official or department superintendent responsible for certifying credit card charges for official Village business.
(2) Cardholder - Elected/appointed officials or employees of the Village of Carrollton who is issued a card and who has authority to use it for Village business.
(3) Eligible Goods - All commodities and capital items that cost less than $2000.00 and sufficient funds have been appropriated except:
Worker compensation purchases
(4) Credit Card (Purchasing Card) - a credit card issued for official Village business.
(5) Workers Compensation Purchase - Any medical service, treatment or equipment related to an on-the-job injury.
(d) Procedures.
(1) The Card.
A. The purchasing card is a credit card, similar to a personal credit card, which authorizes a cardholder to buy eligible goods and services. The card is specifically designed showing the name of the Village of Carrollton Business Card on it to avoid being mistaken for a personal credit card. The card is subject to existing Village purchasing policies.
B. The purchasing card (credit card) may be used for making Village purchases of $2,000 or less. The master credit card will have a higher limit and will be issued in the name of the Clerk-Treasurer. Higher purchases may only be made upon authorization of the Clerk-Treasurer and/or the Mayor after determining there are sufficient funds appropriated to cover said higher purchases. The objectives in using the purchase card are to expedite procurement and reduce purchasing and related payment paperwork by reducing the number of purchase order transactions for eligible purchases and in use for traveling purposes. Under no circumstances is the purchasing card to be used for personal purchases.
(2) How to obtain the card. The master credit card will be issued to the Clerk- Treasurer with a limit to be established by the issuing banking institution. Additional cards will be issued having a credit limit of $2,000.00 to the Village Administrator and those employees designated by their superintendents, which will be at least one employee or superintendent per department. All credit card account numbers will be on file in the office of the Clerk-Treasurer, who will have the authority to close the account upon termination of the cardholder.
(3) Cardholder. The cardholder is the individual to whom the card is issued. The purchase card bears the cardholder’s name and may only be used by the cardholder. No other person is authorized to use the card. Cardholders may purchase eligible goods and services within their authority, as required by the Village, subject to funds availability. The cardholder is responsible for all purchases made with the card. All purchases that will be paid using the card must comply with the Village of Carrollton’s purchasing resolutions, policies and department policies.
(4) How to use the purchase card. The same basic procedures are followed for mail and phone order purchases; although the supplier may request additional information such as the cardholder’s shipping address.
A. Over-the-Counter Purchases. Although the process may vary slightly, the following steps give a general overview of how the purchase card works. A cardholder using the purchase card should:
1. Identify the purchase needed and determine funds availability.
2. Determine if the purchase is within their pre-approved purchase limit. If yes, proceed to the next step. If no, check, with their supervisor or the chief financial officer on how to proceed.
3. Purchase goods/services. Provide merchant with the purchase card. Inform the merchant that the purchase is for “official Village business” and is not subject to state or local sales tax. Provide a sales tax certificate of exemption is required by merchant.
4. Submit a completed requisition dated the same day as the purchase and submit to accounting office for purchase order as soon as possible. Emergency purchases should be indicated on the requisition as a “Then and Now” purchase.
5. Forward receipt of the accounting office.
B. Telephone orders. An employee using the purchase card to order by telephone should:
1. Identify the purchase needed and determine funds availability.
2. Determine if the purchase amount is within the pre-approved purchase limit. If yes, proceed to the next step. If no, check with their supervisor or the chief financial officer for details on how to proceed.
3. Contact the merchant and place the order.
4. Purchase goods/services. Inform the merchant that the purchase if for “official Village business” and is not subject to state or local sales tax. Provide merchant with the card number and expiration date.
5. Relay all pertinent information to supplier, (e.g. Cardholder’s name, shipping address, etc.)
6. Submit a completed requisition to accounting office on the same date or as soon as possible with the amount of purchases.
7. Inspect and verify order accuracy, quality, and price when merchandise arrives.
8. Retain shipping documents and receipts received with the merchandise.
9. Submit billing documents to the accounting office.
C. Internet Orders.
1. Identify the purchase needed and determine funds availability.
2. Determine if the purchase amount is within the pre-approved purchase limit. If yes, proceed to the next step. If no, check with their supervisor or the chief financial officer for details on how to proceed.
3. Locate the merchant’s web site and place the order.
4. Purchase goods/services. Enter card number and expiration date. Some web sites will recognize that the purchase is tax exempt. If not, indicate that the purchase is tax exempt. Note that the cardholder should check to see if the web site they are accessing is secure before entering their purchase card account number. Check the Internet browser software and any information posted on the web site being accessed for more information regarding the level of security provided.
5. Relay all pertinent information to supplier (e.g. Cardholder name, shipping date, etc.) Note: If downloading a purchased product from the Internet, print out the electronic confirmation and include it with the transaction documentation.
6. Submit a completed requisition to the accounting office on the same date or as soon as possible with the amount of purchase and identify fund being charged.
7. Inspect and verify order accuracy, quality and price when merchandise arrives.
8. Retain shipping documents received with merchandise.
9. Submit billing documents to the accounting office.
(5) Tax Exemption. Charges for most purchased items or services that are billed directly to the Village of Carrollton are exempt from sales tax. For large purchases where the merchant refuses to waive the tax, the cardholder can present a state tax exemption form. Contact the accounts payable office for a copy of the tax exemption.
(6) Cardholder Responsibilities.
A. Purchasing resolutions, policies and procedures place upon the cardholder direct responsibility for the proper and lawful execution of purchasing actions. No employee of the Village of Carrollton has authority to issue instruction or approve a procedure that is in direct violation with the law or Village’s resolutions, policies or procedures. Any act exceeding that individual’s authority is no longer an act of the Village but becomes a personal responsibility. This may include personal financial responsibility for the purchase and consideration of disciplinary action up to and including removal from position and possible criminal prosecution.
B. All employees must maintain the highest standard of conduct. Any conflict of interest or appearance thereof between Village responsibilities and personal lives must be avoided.
C. Cardholder responsibilities are to:
1. Make eligible purchases within authorized spending limits and funds availability. Use the card only for purchasing items in accordance with Village policies.
2. The cardholder must first inform the merchant that the purchase is for “official Village business” and is not subject to state or local sales tax. For large purchases where the merchant refused to waive the tax, the cardholder can present a state tax exemption form. Cardholders can get a copy of the form from the accounting office.
3. Maintain purchase cards in a secure fashion and prevent unauthorized charges to the account.
4. Maintain adequate documentation of all purchases. This responsibility includes documentation of funds availability, receipts, packing lists, invoices, etc.
5. Give purchase documentation to the accounting office in a timely manner to ensure prompt payment.
6. Notify the Department Superintendent or the Clerk- Treasurer immediately if the card is lost or stolen.
(7) Card security. The cardholder is responsible for safeguarding the purchase card at all times. The cardholder should never allow anyone else to use the card or account number and should never use the card to procure personal items.
(8) Lots/stolen cards. When a purchase card is lost or stolen, the cardholder should contact the Department Superintendent or the Clerk-Treasurer to report the lost/stolen card. Contact should be immediate so that the highest level of detail regarding account activity leading up to the lost/stolen date can be provided.
(9) Separation of cardholder. Prior to separation from the cardholder’s department or assignment to another function that does not require cardholder authority, the cardholder will surrender the card to the Clerk- Treasurer who will destroy it and notify the banking company forthwith. The cardholder will review with the Department Superintendent the status of any unreconciled, questionable, partially approved, unresolved, and disputed transactions, and identify any supplies and/or services which have been ordered but not yet received, so appropriate action can be taken to complete these activities.
(10) Purchase card changes. There may be occasions when the information about the cardholder in the bank’s master file must be changed (e.g., address change, etc.) the Clerk-Treasurer or his/her staff will make the appropriate change.
(11) Card misuse/fraud. Misuse of the purchase card will require the purchase card to be withdrawn from the cardholder. Disciplinary actions may be taken against the cardholder. The cardholder may be liable for payment of the purchase.
(12) Competition. Purchases within the dollar threshold can be awarded without soliciting competitive price quotations if the price is reasonable. Such purchases must be distributed equitably among qualified suppliers. When practicable, a quotation should be solicited from other then the previous supplier prior to placing a repeat order. The administrative cost of verifying the reasonableness of the price of purchases not in excess of $2,000 may more than offset potential savings in detecting instances of over pricing. Therefore, actions to verify the reasonableness of the price need to be taken only when:
A. Information indicates that the price may not be reasonable (e.g. comparison to previous price paid, personal knowledge of the item involved, comparison to similar items).
B. Purchasing a supply or service for which no comparable pricing information is readily available (e.g., an item that is not the same or similar to other items recently purchased).
(e) Acknowledgment. As an employee of the Village of Carrollton, I have read and understand the Village of Carrollton’s Policy on credit cards (purchasing cards). Further, that I am aware that any violation of this policy may subject me to disciplinary action, up to and including discharge from employment and possible criminal prosecution.
Name Supervisor/Superintendent Signature of Employee Date |
(Ord. 2005-9. Passed 7-11-05; Ord. 2008-22. Passed 5-12-08.)
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