(a) Purpose. Pursuant to Ohio Revised Code Section 717.31(A) and the City of Easton’s recognition of the value of an efficient method of payment and record keeping for certain expenses, the City adopts the following policy regarding the use of a credit card account.
(b) Officers or Positions Authorized to Use a Credit Card Account.
(1) The Director of Finance shall maintain control of City credit card accounts and presentation instruments related to the cards and checks.
(2) The City Manager and Director of Finance are authorized card users and cardholders with maximum limits of $38,500 in total.
(3) The respective division heads, or their designee(s), are authorized card users with maximum limits of $8,600 total card limit.
(c) Types of Expenses for Which a Credit Card May Be Used. City credit cards are to be used for legitimate City purposes. Examples of legitimate City purchases are as follows:
(1) Travel. Credit cards may be used by the above assigned individuals for official business-related expenditures for hotel, parking, ferry, taxi, meals, gas, airline tickets, emergency City vehicle repairs, and other travel related expenses as authorized and pre-approved by the City Manager, Director of Finance or Appointing Authority.
(2) Purchases. Credit cards may be used for ordering supplies, including online purchases, when approved or pre-approved by the City Manager, Director of Finance or his/her designee(s).
(3) Credit cards shall not be used, however, for cash advances or personal purposes or expenses, and shall only be used to transact City business.
(4) The cardholders and/or users identified in subsection (b) hereof are liable in person and upon an official bond the employee has given to the City to reimburse the City treasury the amount for which the employee does not provide itemized receipts, in accordance with the policy and procedure described in subsection (e) hereof.
(d) Procedure for Acquisition, Use and Management of a Credit Card Account and Presentation Instruments Related to the Account Including Cards and Checks.
(1) “City of Eaton” shall appear on each presentation instrument related to a credit card account, including cards and checks.
(2) At least quarterly, the Director of Finance shall advise City Council regarding:
A. The number of credit cards and accounts issued;
B. The number of active cards and accounts issued;
C. The cards’ and accounts’ expiration dates; and
D. The cards’ and accounts’ credit limits.
(e) Procedure for Submitting Itemized Receipts to the Director of Finance. Credit card users shall obtain itemized receipts for each transaction and provide the same to the Director of Finance, or his/her designee, daily or as soon as reasonably possible. The purpose of the transaction shall be clearly indicated on the receipt.
(f) Procedure for Credit Card Issuance, Credit Card Re-issuance, Credit Card Cancellation and the Process For Lost or Stolen Credit Cards. The Director of Finance is responsible for administration of City credit cards including, but not limited to, selection of card provider, payment of credit card bills, managing issuance of cards and ensuring proper use.
Whenever a City credit cardholder suspects the loss, theft, or possibility of unauthorized use of the card, the employee shall notify the Director of Finance and employee’s Appointing Authority in writing. The Director of Finance, in turn, shall immediately notify the cardholder services to place a hold on the relevant account.
(g) Actions or Omissions by an Officer or Employee that Qualify as Misuse of a Credit Card Account.
(1) Cardholders/users shall sign acknowledgment of this Credit Card Policy before receiving a City credit card.
(2) Cardholders shall return City credit cards to the City Manager, Director of Finance, or Appointing Authority upon ending City employment. Cards returned to the Appointing Authority shall be returned to the Director of Finance.
(3) The use of a City credit card account for expenses beyond those authorized by this Policy, or any failure to comply with these Credit Card Policies and Procedures, constitutes misuse of a credit card account. An employee who knowingly misuses a credit card account is subject to discipline, which could include demotion or termination, in addition to criminal charges. Use of a City credit card for any other use other than those permitted under this policy section is a violation of Section 2913.21 of the Ohio Revised Code.1
1 As used herein, a “credit card” or “credit card account/check” means any bank-issued credit card account, store-issued credit card account, financial institution-issued credit card account, financial depository-issued credit card account, affinity credit card account, or any other card account allowing the holder to purchase goods and services on credit or to transact with the account, and any debit or gift card account related to the receipt of grant moneys. “Credit card account” does not include a procurement card account, gasoline or telephone credit card account or any other card account where merchant category codes are in place as a system of control for use of the card account.
(Ord. 19-04. Passed 2-18-19.)