(a) The Policy of the Village is that credit cards may be provided to selected employees to facilitate the efficient work or necessary work-related purchases of its employees. As used in this Policy, “credit card account” 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 or services on credit or to transact with the account, and any debit or gift card account related to the receipt of grant moneys; however, “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.
(b) No debit card accounts will be established in the name of the Village, except for law enforcement purposes.
(c) Village credit cards to be utilized in accordance with the following rules:
(1) Credit cards shall be issued in name of the Village of New London only.
(2) The maximum credit limit on any Village of New London credit card shall be: $25,000.00.
(3) Credit cards may only be issued to persons in one of the following positions:
Fiscal Officer
Village Administrator
Water/Wastewater Superintendent
Utilities Foreman
Parks Supervisor
Tax Clerk
Police Chief
Other individuals/positions designated in writing by the Mayor and Village Administrator, with notice to Council
(4) Credit cards will be issued, or reissued, only through the office of the Fiscal Officer, who will assign the same to a specific individual. The person receiving the same will sign a receipt and will be held personally responsible for the appropriate use and return of the credit card. Per State law, this includes that the specific individual signing for the card will be personally responsible to reimburse the Village for any expenses charged for which an itemized receipt is not submitted.
(5) Credit cards are acquired to facilitate Village business only, and are never to be used to make personal purchases, except for Village business-related travel expenses which are in accordance with Village policies. It is expected that purchases will be limited to products that are immediately necessary in connection with performance of Village business and which are not already available through normal Village purchasing procedures. The use of a Village credit card for a personal purchase, other than approved travel expenses, or in a manner contrary to this Policy, may be considered a criminal offense and shall also constitute grounds for disciplinary action, up to and including dismissal. No tips or sales taxes are to be charged to a Village credit card.
(6) Unless a purchase has been pre-approved by the Village Manager or Finance Director-Treasurer, or is part of a Village business-related travel activity that has been approved under the Village’s current travel policy, no more than $100.00 in retail charges may be placed on a Village credit card in any monthly billing cycle by any employee.
(7) The itemized customer receipt for each charge shall be submitted to the Fiscal Officer within three (3) business days of the employee’s return to work from making the purchase.
(8) In the event that, for any reason, an employee should receive notice of an award, discount, credit, or voucher that arises from the use of a Village credit card, this shall be immediately forwarded to the Fiscal Officer. The Fiscal Officer shall annually file a report with the Council detailing all rewards received based on the use of the Village’s credit card accounts.
(9) An employee who has possession of a Village credit card is expected to maintain it either on his person or in a secure environment where it is not readily at risk for theft. An employee who has possession of a Village credit card is prohibited from loaning it to a non-employee or an unauthorized employee. If it should be lost or stolen, the same is to be immediately reported to the Fiscal Officer, who will immediately take appropriate action to report and/or cancel the same.
(10) On request of the Fiscal Officer or Manager, and upon termination of employment, a person in possession of a Village credit card shall immediately surrender it to the Fiscal Officer or Manager.
(11) The Fiscal Officer, shall, at least quarterly, report to the Council the number of cards and accounts issued, the number of active cards and accounts issued, the cards’ and accounts’ expiration dates, and the cards’ and accounts’ credit limits. (Ord. 2018-37. Passed 1-14-19.)