(a) The Village Fiscal Officer shall retain general possession and control of all credit card accounts and all credit cards and shall develop a system to sign out credit cards to authorized users. Each employee authorized to use a Village credit card will sign a copy of this policy acknowledging that such employee has read the credit card policy and will abide by it. By adoption of this credit card policy, Village Council authorizes the Mayor, Village Fiscal Officer and each department head to sign out and use Village credit cards.
(b) Credit cards my only be issued in the name of the Village and may only be issued or reissued by the Village Fiscal Officer. Employees shall report all lost or stolen credit cards immediately to the Village Fiscal Officer, and the Village Fiscal Officer shall immediately arrange for cancelation of the credit card. The maximum credit limit for any credit card shall be seven thousand five hundred dollars ($7,500.00).
(c) The Village Fiscal Officer will ensure that all cards are used in accordance with this policy. Any misuse will be reported to the Mayor or the Chair of the Finance Committee of Village Council. Credit cards shall only be used to purchase materials or supplies on behalf of this Village or for travel expenses incurred by employees on Village business including training and conferences.
(1) Credit cards may not be used for cash advances.
(2) Credit cards may not be used for personal purchases.
(3) Village credit cards may not be used to purchase services (i.e., consultant fees, window washing, temporary help, equipment repair, etc.).
(4) Credit cards may not be used to pay other invoices or statements.
(5) Credit cards may not be used to pay "non-reimbursable travel expenses" as defined in the Village Travel Reimbursement Policy.
(d) Employees authorized to use Village credit cards are responsible for providing all necessary documentation required by the Village Fiscal Officer to process payment on a timely basis.
(1) Employees will submit itemized credit card receipts no later than five (5) business days after the purchase date, or within two (2) business days of return from travel status.
(2) Employees will submit delivery receipts no later than two (2) business days after the date merchandise is received.
(3) Employees will document Internet purchases, by printing out the purchase confirmation page from the vendor's website.
(4) Employees will document phone purchases, by signing a copy of the page the item was ordered from (i.e., catalog page, brochure, flyer etc.).
(5) If interest or late fees are incurred as a result of an employee's failure to submit necessary documentation in a timely manner, the employee will be held responsible for payment of those fees, and payment may be withheld from the employee's pay.
(6) No employee shall be authorized to use a Village credit card for single purchases of more than one thousand dollars ($1,000.00) or charges of more than three thousand dollars ($3,000.00) in any single month without the prior written authorization of the Village Fiscal Officer
(e) Upon receipt of the monthly statement from the bank showing expenditures on the credit cards, the Village Fiscal Officer shall review each expenditure as to amount and purpose to determine if it is in compliance with this section and all guidelines for expenditures enacted by Council or provided by law.
(f) The Village Fiscal Officer will disallow use of Village credit cards by any employee for violation or misuse of the credit card in accordance with this policy, and a record of the misuse and disallowance will be placed in the employee's personnel file. Repeated misuse of credit cards in accordance with this policy will be or failure to reimburse the Village for such misuse will be deemed theft or attempted theft of property as outlined in Section IV, Discipline and Termination, of the Village Personal Policies and Procedures Handbook. An officer or employee of the political subdivision who knowingly misuses a credit card account held by the Village violates section 2913.21 of the Revised Code.
(g) The Village Fiscal Officer will hold individuals guilty of misuse personally responsible for payment of all charges, and costs of any such fees incurred as a result of misuse which are hereby authorized to be withheld from the employee's paycheck to the extent permitted by law. The Village Solicitor will take any necessary legal action to collect from individuals misusing Village credit cards all charges, costs and fees incurred, including, to the extent authorized by law, any costs and attorney fees incurred by the Village in collecting such amounts.
(h) The Village Fiscal Officer will report at least quarterly to Village Council shall the number of cards and accounts issued, the number of active cards and accounts issued, the expiration dates of each card and account, and the credit limit for each card and account.
(Res. 2018-23. Passed 11-12-18.)