The Village credit card is not a personal credit card and remains the property of the Village of Romeoville. All outstanding charges on the card are the liability of the Village of Romeoville. The following responsibilities listed below are the responsibility of the authorized cardholding employee:
A. Ensure that the credit card is used in compliance with the Village's Purchasing Policies.
B. The Employee issued the credit card shall be responsible for the protection and custody of card issued and shall immediately notify the Village Finance Director if the card is lost or stolen.
C. Village credit card can be used only for the purchase of goods or services for the Village.
D. Village credit card users should notify vendors or merchants that the credit card transaction is tax exempt from Illinois Sales and Use taxes if the credit card is used for a purchase of goods or services in the State of Illinois.
E. The credit card shall not be used for cash advances or any other type of personal purchase.
F. All purchases made with a Village credit card must be reported with approved receipts and associated documentation detailing the goods or services purchased, cost, date of the purchase and the official business explanation, therefore, reference the budgeted expense account.
G. All such documentation set shall be tendered to the Village Finance Department in a timely manner to reconcile against each monthly credit card statement.
H. Any credit card in the possession of an employee must be immediately surrendered to the Village Treasurer upon termination of appointment or employment.
I. Employees authorized to use a Village Credit Card must complete and sign the "Village of Romeoville Credit Card Acknowledgment Form."
(Ord. 23-1853, passed 5-3-23)