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| | [[Category:Policies]] | | [[Category:Policies]] |
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| − | This policy applies to Portsmouth Public Library and its branches, hereafter referred to as the Library, as approved by the Portsmouth Public Library Board of Trustees, hereafter referred to as the Board. 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”. “Payment or presentation instruments” refer to any card, check, or account number which can be used to purchase goods or services, including online purchasing accounts. This policy does not apply to procurement cards (P-cards), or to gasoline cards or other payment cards that are capable of use only for the purchase of certain limited types of goods.
| + | [[Credit_Card_Use_Policy.pdf|Credit Card Use Policy]] |
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| − | For purposes of this policy, the Deputy Fiscal Officer may perform the functions of the Fiscal Officer in the absence of the Fiscal Officer.
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| − | The Library will not obtain or maintain any debit cards.
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| − | Credit cards will be established in the name of the Portsmouth Public Library with a maximum credit limit not to exceed $2,500 per card or $5,000 if in the name of the Fiscal Officer.
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| − | 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, and also to determine which store credit card accounts the Library will utilize.
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| − | The Fiscal Officer is responsible for:<br />
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| − | a. working with the issuing financial institution for the issuance of credit cards, to determine the dates when credit cards expire, for the re-issuance of replacement cards, and for the cancellation of cards.<br />
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| − | b. determining, when necessary, the need to cancel a credit card account and any adjustment to credit limits on the credit cards.<br />
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| − | c. notifying the issuing financial institution of a lost or stolen card immediately. Library personnel using a credit card must immediately notify the Fiscal Officer when they become aware that a card is lost or stolen.<br /><br />
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| − | Credit cards issued to the Library and in the name of an employee will be kept by the named employee unless otherwise stated in this policy. All other credit cards will be kept in the office of the Fiscal Officer and may be signed out to authorized Library personnel, as necessary. The credit card should be returned immediately to the office of the Fiscal Officer once the purchases for which it was checked out have been made unless the employee is on business travel, in which case he or she should return the card to the office of the Fiscal Officer immediately upon his/her return to the Library.<br /><br />
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| − | Credit cards may be signed out only to the following Library personnel: <br />
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| − | * Director
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| − | * Deputy Director
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| − | * Fiscal Officer
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| − | * Deputy Fiscal Officer
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| − | * Human Resources Coordinator
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| − | * IT Coordinator
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| − | ** Systems Admin/Webmaster
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| − | ** Technology Analyst
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| − | ** Technology Lab Associate/Assistant
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| − | * Maintenance Coordinator
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| − | * Custodian
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| − | * Technical Services Coordinator
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| − | ** Technical Services Associate/Assistant
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| − | * Local History Supervisor
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| − | ** Local History Associate/Assistant
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| − | * Marketing Manager
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| − | * Branch Supervisor
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| − | ** Branch Associate/Assistant
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| − | * Youth Services Coordinator
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| − | ** Youth Services Associate/Assistant
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| − | * Adult Services Coordinator
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| − | ** Adult Services Associate/Assistant
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| − | * Outreach Services Coordinator
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| − | ** Outreach Services Associate/Assistant/Driver
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| − | A credit card may not be used by anyone other than the individual to whom it is signed out. Prior to initial receipt of a credit card, each individual must agree to and sign the '''Credit Card Responsibility and Use Procedures'''.<br /><br />
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| − | 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 that serve a valid and proper public purpose shall be paid for by credit card. Credit cards will be used primarily for travel expenses to conferences and/or workshops, programming supplies, and pre-payment of materials when required by a vendor. In any event, credit cards may be used only for expenditures that have been pre-approved by the Library Director on the prescribed requisition form and for which a purchase order has been issued. Credit cards may be used only for expenditures that are within the applicable budget.
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| − | For each purchase made using a credit card, an itemized receipt indicating the date, amount paid, the vendor, the goods/services purchased must be submitted to the Fiscal Officer promptly following the purchase. The employee using the credit card is personally liable to reimburse the Library if he or she does not provide an itemized receipt in accordance with the Board policy.
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| − | Use of the 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 the misuse of the credit card will be responsible to reimburse the Library for any unauthorized expenditures and may be subject to disciplinary action up to and including termination of employment. Anyone knowingly misusing a credit card for expenses beyond those authorized in this Board policy is committing a crime of misuse of a credit card. An officer or employee of the Library who knowingly misuses a credit card account held by the Library violates the Ohio Revised Code section 2913.21, which is a misdemeanor of the first degree. The Library may garnish the employee’s paycheck to recover the unauthorized expenses.
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| − | If a credit card is lost or stolen, or if any 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.
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| − | All monthly credit card statements and other correspondence associated with the credit card accounts will be sent to the Fiscal Officer at the Portsmouth 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.<br />
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| − | The Director shall serve as Compliance Officer and therefore will review the following every 6 months:<br />
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| − | ° The number of credit cards issued to the Library<br />
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| − | ° Number of active credit cards<br />
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| − | ° Expiration dates of the cards<br />
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| − | ° Credit limits of the cards<br />
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| − | On an annual basis, the Fiscal Officer will submit a report to the Library Board of Trustees regarding any and all credit card rewards received by the Library.
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