The following policy shall govern the use of township credit cards.
(A) The Township Clerk is responsible for issuing, accounting for, monitoring, retrieving and generally overseeing compliance with the township’s credit card policy.
(B) Township credit cards may be used only by an officer of the township for the purchase of goods or services for the official business of the township.
(C) The use of credit cards is limited to the purchase of capital outlay and office supplies up to $500 without prior approval from the governing body. Purchases exceeding $500 shall have prior approval from the governing body.
(D) A township official who uses a township credit card shall, as soon as possible, submit a copy of the vendor’s credit card slip to the Township Clerk. If no credit card slip was obtained that described the transaction, a signed voucher that shows the name of the vendor or entity from which goods or services were purchased, the date and amount of the transaction, the official business that required the transaction and the chart or account number indicating the line item to which the transaction is to be charged. All credit card slips shall include this information as well. Vouchers shall also include a statement why a credit card slip was not obtained.
(E) An official who is issued a credit card is responsible for its protection and custody. If a credit card is lost or stolen, the Township Clerk shall be notified. The entity issuing the lost or stolen credit card shall be immediately notified to cancel the card.
(F) The official issued a credit card shall return the credit card to the Township Clerk upon termination of his or her service with the township.
(G) The Township Clerk shall maintain a list of all credit cards owned by the township, along with the name of the official who has been issued the credit card, the credit limit established, the date issued and the date returned. Each official issued a credit card shall initial the list beside his or her name to indicate agreement that the credit card has been issued, and that the official has received and read a copy of this policy.
(H) The Township Clerk shall review each credit card statement as soon as possible to ensure that transactions comply with this policy. Any transactions that appear on the statements that are not documented with a credit card slip or a signed voucher shall be immediately investigated. Transactions that do not appear to comply with this policy shall be reported to the Township Board.
(I) The Township Board shall not approve a payment to the entity issuing the credit card until all transactions have been verified, including the approval of all transaction invoices if issued.
(J) The balance, including interest due on an extension of credit, under the credit card arrangement, shall be paid for within not more than 60 days of the initial statement date.
(K) The official who uses a township credit card in a manner contrary to this policy shall be subject to the following disciplinary actions, as deemed appropriate by the Township Board:
(1) Verbal counseling;
(2) Written reprimand;
(3) Suspension;
(4) Termination; and
(5) Reimbursement to the township for unauthorized expenditures.
(Res. 2013-6, passed 9-9-2013)