CREDIT CARD POLICY
Credit Card Acquisition
1. This policy applies to all (i) payment cards, checks or other payment instruments associated with a credit account issued by a financial institution or a retailer, and (ii) payment cards related to the receipt of grant funds. All such cards and instruments are referred to herein as “credit cards.”
2. This policy does not apply to merchant cards or to gas cards or other payment cards that are capable of use only for the purchase of certain limited types of goods with specific vendors.
3. The Library will not obtain or maintain any debit cards.
4. The Fiscal Officer will work with the appropriate financial institutions that issue credit cards to determine the best type of credit card accounts for the Library.
a. The Fiscal Officer is responsible for working with the issuing financial institution to determine the dates when credit cards expire and the re-issuance of replacement cards.
b. The Fiscal Officer is responsible for notifying and recommending, when necessary, the need to cancel a credit card account and any adjustment to credit limits on the credit cards.
c. The Fiscal Officer is responsible for notifying the issuing financial institution of a lost or stolen card. If the Fiscal Officer is not available, the Director will report a lost or stolen card taking steps to suspend that card until the Fiscal Officer’s return.
Credit Card Assignment
5. Credit cards will be established in the name of the Wauseon Public Library and bear the specific name of an individual with a maximum credit limit for each set by the Library.
6. Credit cards may be issued to the Director and Fiscal Officer with the approval of the Board to be given upon hire and renewed at the Annual Organization Meeting. All credit cards are the property of the Library.
a. Director with a credit limit up to $3,000.
b. Fiscal Officer with a credit limit up to $3,000.
7. Prior to assignment of any credit cards, staff assigned to that card will acknowledge and sign their agreement to this policy.
Credit Card Use
8. The Board authorizes the use of Library credit cards for use in connection with Board approved or Library-related activities and only those types of expenses that are for the benefit of the Library, which serve a valid and proper public purpose, shall be paid for by credit card. Credit cards will be used for travel expenses to conferences and/or workshops, pre-payment of materials when required by a vendor and for use for point-of-sale purchases. In any event, credit cards may be used only for expenditures that are within the applicable budget and departmental guidelines.
9. For each purchase made using a credit card, an itemized receipt indicating the amount paid, the vendor, and the goods/services purchased must be submitted to the Fiscal Officer promptly following the purchase.
10. Use of a credit card for personal expenditures, for expenditures in excess of the applicable credit limit, or otherwise in violation of this policy constitutes a misuse of the credit card. Any Library personnel engaging in misuse of a credit card shall reimburse the Library for any unauthorized expenses via payroll deduction and shall be subject to disciplinary action up to and including termination of employment.
Should an employee not have their employment terminated as a result of misuse of a Library credit card, their Library Credit Card privileges will be revoked indefinitely.
A credit card may be used by another staff person, with prior written authorization from the Director. The Fiscal Officer can provide written authorization for staff credit card use in the absence of the Director. The Director and Fiscal Officer are ultimately responsible for his or her own card and allowing staff use of their card. Staff members (other than the Director and Fiscal Officer) utilizing a Library credit card must sign the card in and out on the log kept by the card holder. Staff members must return the card and itemized receipt immediately upon return to the Library, with the total spent being within the spending limit set forth by the Director.
11. All monthly credit card statements and other correspondence associated with the credit card accounts will be sent to the Wauseon Public Library. Payment of the monthly statements must be made in a timely fashion so that finance charges and late payment fees are not incurred.
Credit Card Compliance
12. If a credit card is lost or stolen, or if Library personnel become aware of unauthorized or fraudulent use of any of the Library’s credit card accounts, the same must be reported immediately to the Fiscal Officer. Failure to report misuse of a Library credit card will result in disciplinary action, up to and including termination of employment.
13. The Library Board of Trustees will appoint the Finance Committee to review all credit card accounts every six months, including: the number of accounts and issued/active cards, account expiration dates and credit limits. The Fiscal Officer will provide all related records to the committee along with any additional information requested during the course of the review.
WAUSEON PUBLIC LIBRARY CREDIT CARD USAGE AGREEMENT
All staff who are issued a Wauseon Public Library credit card must read and agree to the following statement:
I have read the Wauseon Public Library Credit Card Policy and accept my personal responsibilities and liabilities in regard to the credit card issued to me. I further acknowledge that any misuse of the credit card may result in disciplinary action up to and including termination of my employment.
Cardholder Signature: __________________________ Date: ____________________
Witness: _____________________________________ Date: ____________________
WPL 9/2023, 11/2023,1/8/2024, Revised 7/9/2024
MONETARY AND/OR VERBAL COMMITMENT POLICY
The Director and/or Fiscal Officer must get the Board of Trustees approval for all monetary and/or verbal commitments for any amount over $500.00 of the Wauseon Public Library Funds.
WPL Original 7/10/12, Reinstated 5/14/24
