Purpose
The Traverse Area District Library recognizes that it is in the best interest of the library to maintain a credit account for use by designated employees to assist in performing their assigned responsibilities and to streamline and enhance the purchase of Library materials and services. Therefore, the purpose of this policy is to authorize and regulate the use of credit cards by Library employees in compliance with Public Act 266 of 1995 which requires that local units of government adopt a credit card policy.
Authority
The Library Director and/or the Finance Manager shall be responsible for the issuance, monitoring, and retrieval of the Library credit cards and for overseeing compliance with this Credit Card Use Policy.
- Credit cards shall be used only by an employee holding a managerial position or position requiring a purchasing function at the Traverse Area District Library and shall be used only for the purchase of goods or services for the official business of the Traverse Area District Library.
- The total combined authorized credit limit of all Library credit cards shall not exceed 5% of the total budget for the current fiscal year.
- Limits will be placed on each card based on budget and role of each authorized user. Pre-approval of credit card usage may be required per limits established in internal guidelines.
- Reconciliation of all credit card bills shall be done monthly and reviewed/approved by the Finance Manager and /or the Library Director. The balance due shall be paid on or prior to the due date by automatic deduction from the Library checking account.
- An employee using a Library credit card is responsible for the protection and custody of the card and shall immediately notify the Library Director, Finance Manager and/or the issuing bank if the card is lost or stolen.
- An employee using a Library credit card must submit to the Finance Assistant a form showing an itemized list of goods or services purchased with the card, the cost of purchase, date of purchase and official business for which purchased. The original sales receipt must be signed by the employee cardholder and should be attached to the form. Forms will be submitted in a timely manner in order to reconcile credit card statements.
- Unauthorized use of a Library credit card by any employee shall be cause for disciplinary action up to and including dismissal. The employee will be held responsible for the payment of unauthorized purchases.
- Employees must surrender the Library credit card immediately upon termination.
Revised December 15, 2022