(a) In order to expedite the purchase of certain items from time to time the Village has secured a Village credit card.
(b) The credit card will be issued in the name of the Village of Grafton with individual credit cards issued to the Mayor, Clerk-Treasurer and the Village Administrator. The credit card will be used in accordance with the Village's purchasing policy.
(c) Employees of the Village may also use the Village credit card to make necessary purchases for which it is not feasible to issue a purchase order and follow standard Village purchasing policies.
(d) The Village credit card cannot be used for personal expenditures. Credit card statements will be reviewed monthly. The cardholder is responsible for the security and physical custody of the card and is accountable for all transactions made with the card. If the credit card is lost or stolen, the cardholder must notify the Clerk-Treasurer immediately.
(e) Receipts for all purchases made on the Village credit card shall be given to the Clerk-Treasurer immediately after the purchase is made. Payment for transactions without receipts will become the responsibility of the employee. Tax exempt forms must be used with purchases made with the Village credit card. Any sales tax that is charged will not be paid. If credit card transaction receipts are lost the credit card provider will be contacted for duplicate receipt information.
(f) The credit card may be used to purchase subscriptions, books, tapes, office supplies, computer supplies and software, building maintenance materials and supplies and authorized travel expenses.
(g) The credit card may not be used to pay for capital equipment, entertainment and alcoholic beverages. ATM, cash advances and other cash related transactions are strictly prohibited.
(h) The credit card may be used to purchase goods on the internet, telephone or fax. A confirmation receipt and/or itemized receipt of the purchase must be obtained and submitted to the Clerk-Treasurer. The purchaser must make sure the web-site on which the credit card information is being placed is secure.
(i) Purchases may be returned by following the merchants return procedures. The credit receipt should be given to the Clerk-Treasurer.
(j) The credit card holder cannot benefit from any type of awards program offered in connection with the credit card.
(k) The credit card is to be used only by the cardholder or an employee of the Village to pay for authorized work related expenditures. The card holder is not permitted to lend the card to non-employees. The card cannot be used for personal transactions. Improper use of the credit card may be considered misappropriation of Village funds. The misuse of the credit card and any violation of this policy may result in disciplinary action up to and including termination.
(l) This policy and procedures cannot cover every issue, exception or contingency that might arise in the use of the credit card. The cardholder should use common sense and good judgment in the use of Village resources.
(Ord. 09-026. Passed 2-3-10.)