The following Credit Card Use Policy has been adopted by the Village Council.
(a) The Village Fiscal Officer shall be responsible for the maintenance, reissuance, and use by authorized Village employees of issued credit cards. Such cards shall be used for Village approved expenses, only. Examples of Village approved expenses, by means of illustration and not limitation, include Village approved travel expenses, (fuel, meals and tips and overnight stays), purchases of goods and services needed for the efficient operation of the Village, (tools, parts and equipment), registration fees for seminars or conferences and service contracts that require credit card payment, fuel for operation of the Village vehicles.
(b) Only the following persons shall be permitted to use a Village issued credit card:
(1) Village Fiscal Officer - $3000.00 Limit
(2) Chief of Police - $5000.00 Limit
(3) Street Crew Leader- $5000.00 Limit
(4) Police officers- card is with each vehicle, each office has pin number
(5) Other employees with the consent of one of the above
(c) All authorized users of a Village issued credit card shall complete a Credit Card User Agreement before issuance and use of a Village issued credit card or pin number. Upon satisfactory evidence that the requested use had been properly authored, the Fiscal Office shall provide to the authorized user a Village issued credit card or pin number. The Fiscal Office shall maintain all signed Credit Card User Agreements. All users of a Village issued credit card shall notify all vendors or merchants of the Village's sales tax exemption and shall have available the necessary sales tax exemption form to present to the vendor or merchant. The user shall submit to the Fiscal Officer/Administrative Clerk itemized receipts for all credit card purchases along with a requisition form.
The Fiscal Officer/Administrative Clerk shall attach receipts to the monthly bill and shall confirm the expenses are consistent with the authorization given and these policies. Monthly the Fiscal Officer/Administrative Clerk shall reconcile the itemized receipts with the monthly credit card statement and repent such reconciliation to the Village Council at a regularly scheduled meeting.
Annually, the Fiscal Officer shall report to the Village Council a report detailing all rewards received based on the use of the Village issued credit card.
(d) Purchase of alcoholic beverages, tobacco products, e-cigarette products, adult-oriented product or services, financial service (ATM), and personal-use (not village-related) purchases are prohibited.
(e) The Village Fiscal Office shall be responsible to ensure that all Village issued credit cards are current, that all monthly billing statements are paid timely, and that all authorized users comply with the policies herein. The Village Fiscal Officer shall cancel any and all credit cards, by reason of fraud or misuse, or as the result of a lost or stolen credit card.
(f) Any person that learns of a lost or stolen Village issued credit card shall report the lost or stolen credit card to the Village Fiscal Officer, or if the Fiscal Officer is not immediately available, to the Mayor, within one hour of learning of such lost or stolen credit card. Any person learning of the misuse of the Village issued credit card by an authorized user or any other person shall report the misuse to the Fiscal Officer immediately upon learning of such misuse. Upon learning of lost, stolen or misused Village issued credit card, the Village Fiscal Officer shall immediately take all action necessary to limit losses to the Village, including, but not limited to, cancellation of the card and reporting fraud to the credit card issuer.
(g) Failure to submit itemized receipts of purchase, use of a Village issued credit card beyond the scope of given authority, failure to present a tax exemption certification at the time of purchase, or any other use or omission not authorized by or inconsistent with policies, shall result in the loss of Village issued credit card. Upon learning of the misuse of a Village issued credit card, said user shall be prohibited from further use of the Village issued credit cards, and shall be subject to discipline as determined by his or her immediate supervisor, or the Mayor, as the case may be, including repayment of all losses to the Village, (including, but limited to, sales tax reimbursement) termination of employment, and criminal
prosecution. Upon separation from employment all employees subject to discipline for misuse of Village issued credit card shall not receive his or her final pay or accrued benefits until reimbursement is made, or if reimbursement is not made within fourteen days of separation employment, the employee's final pay and accrued benefits shall be used to offset losses to the Village resulting from the employee's misuse of the Village issued credit card. The remedies available herein are not limited.
(h) "Credit Card" and "Credit Card Account" shall have the same meaning as Ohio R.C. 717.31 (H). (Ord. 05-19. Passed 1-16-19.)