Village of Tully
CREDIT CARD POLICY
Date Adopted by the Board of Trustees: June 4, 2008
PURPOSE:
To establish a convenient, efficient and cost-effective method of purchasing goods and services when vendors will not accept purchase orders.
POLICY:
The Village of Tully will provide a credit card to the mayor and to the DPW to be used for purchases of goods and services when vendors will not accept Purchase Orders, or when attending conferences, workshops or courses if purchase orders are not accepted.
PROCEDURE:
The Village of Tully will obtain two credit cards from the financial banking institute in which it has established its account.
Mayor's Credit Card:
One credit card will be issued in the name of the mayor. A credit limit of $2,000.00 shall be established.
The mayor may use the card to subscribe to goods, software, and other materials that require prepayment through the Internet.
The mayor may use the card to pay for lodging, business meals, fuel, airline tickets, car rentals, and any other goods and services that cannot be obtained by purchase order.
Employees may request the use of the mayor's credit card through the mayor.
Employees and Board members may use the mayor's card when attending conferences, workshops or courses if purchase orders are not accepted.
DPW Credit Card:
A second card will be issued to the Department of Public Works with a credit limit of $5,000.00, and with a maximum spending limit of $5,000.00 per day. The card may be used for DPW purchases that cannot be done with vouchers. As per standard procedures, all except emergency purchases must be pre-approved.
General:
Employees and trustees will be required to sign out the card as per the format shown below.
Credit cards will be blocked for cash advances, casinos, and drinking establishments.
The cardholder is responsible for the security of his purchases. The cardholder shall return the card and provide itemized receipts for each purchase to the village clerk upon returning to his place of work. The receipts will indicate the reason and nature of purchase. All receipts and expenditures will be reconciled with the monthly statements and audited by the Village Board of Trustees.
If the cardholder cannot produce a receipt, he shall be responsible for reimbursement to the village
.
No personal purchases may be made with the card. All purchases not expressly authorized in the budget must be board approved.
No expenditures for entertainment or non-business purposes shall be made.
In the event of willful or negligent default of the obligations of the cardholder, the Mayor of Tully shall take such recovery action as deemed appropriate by law.
The mayor shall return his card upon request from the Board of Trustees or upon termination of his term of office.
The DPW card shall be returned upon request from the Board of Trustees.
When cards are not in use, they shall be in the custody of the Village Clerk's office.
Village of Tully
Credit Cardholder Agreement
Requirements for use of a Municipal Credit Card:
1. The credit card is to be used only to make purchases at the request of, and for the legitimate business benefit of the Village of Tully.
2. The credit card must be used in accordance with the provisions of the Credit Card Policy established by the Village of Tully, as attached hereto.
Violations of these requirements may result in revocation of use privileges. Employees found to have inappropriately used the credit card will be required to reimburse the Village of Tully for all costs associated with such improper use through direct payment or payroll deduction. Disciplinary action(s) may be taken per the Village's Personnel Policies, up to and including termination. The Village of Tully will investigate and commence, in appropriate cases, criminal prosecution against any employee found to have misused the credit card or who violates the provisions of the cardholder agreement.
Credit Card Account Number: _________________________________
Received by: _______________________________________________
Name (Please Print)
I acknowledge receipt of the attached Credit Card Policy and agree to abide by said Policy.
Signature: _________________________________________________
Date: ___________________
(Below, for village Clerk's Office Use Only)
Credit Card Returned
Authorized Signature: _______________________________________
Date: ___________________
________________________________________ ________________________________________
