(A) The Village Board do hereby adopt a credit/debit card policy for use by all employees, elected and appointed officials of the village.
(B) Said policy now reads as follows.
(1) Cardholder/user responsibilities. Cardholder/user responsibilities are as follows:
(a) Ensure that the debit/credit card is used to make necessary purchases as long as the spending stays within the amount set forth by the Board during the budget process. All purchases must have a purchase order number;
(b) Only authorized employees of the village may use the municipal debit/credit card;
(c) A municipal debit/credit card may be used for the purchase of goods or services for only official business of the village;
(d) The employee using the debit/credit card must submit receipts, documentation detailing the goods or services purchased, cost, date of the purchase, and the official business explanation thereof;
(e) Above said receipts and documentation must be submitted in a timely manner to reconcile against the monthly debit/credit card statement;
(f) The employee who is issued the card is responsible for its protection and custody and shall immediately notify the Village Clerk or the Chairperson of the Village Board if the card is lost or stolen;
(g) The debit/credit card may not be used for cash advances, personal use, or any other type of purchase not a part of the village budget; and
(h) The debit/credit card will be cancelled immediately on termination of employment.
(2) Internal control procedures.
(a) The Village Clerk is the administrator of this policy and shall be responsible for the issuance and retrieval of assigned municipal debit/credit cards to personnel and generally for overseeing compliance with this policy.
(b) The Village Clerk shall be responsible for:
1. Assisting and maintaining record of issuance and retrieval of municipal debit/credit cards and overseeing compliance with this policy;
2. Compliance record retention requirements for safekeeping of statements and receipts;
3. Accounting and payment of expenses. All documentation must accompany invoices before payment is made;
4. Ensuring accuracy of the statement and that activity and account information is noted on the debit/credit card statement for each line of entry;
5. The balance, including interest due on an extension of credit under the credit card arrangement shall be paid for within 30 days of the initial statement date; and
6. Verify all charges and payments except those made by the Village Clerk.
(c) The Chairperson shall be responsible for verifying all charges and payments made by the Village Clerk.
(C) The total credit authorized credit limit on each card issued by the village shall not exceed $7,500.
(D) Any employee found guilty of illegal or unauthorized use of a municipal debit/credit card may be subject to penalties allowed by law and/or disciplinary action(s), including, but not limited to, termination.
(Ord. 2022-12, passed 5-24-2022) Penalty, see § 10.99