Credit Card Policy — Staff

The purpose of the credit card of Center Moriches Free Public Library is to facilitate purchases for the library with vendors that do not invoice or where it is not possible or practical to establish a store account. The credit cards will provide a convenience to authorized users by minimizing the need to place authorized purchases on personal credit cards, while maintaining a stric accountability for the library. Credit cards will not be used to pay for services received by the library.

Line of Credit

The total line of credit extended to the library on any one credit card shall not exceed $17,000.

Credit Cards

The Library currently has two credit cards:

Visa

Home Depot

Responsibility

The Library Director will be the designated custodian of the credit card, is responsible for the use and issuance of credit cards to authorized staff and the compliance of the credit card policy.

It is the responsibility of the Director to retain all credit cards in a locked file until they are needed by an authorized user for a purchase. Cards should be returned to the locked file after the purchase has been completed, or as soon as the authorized user returns to the library. The Director must maintain a log which will include the names authorized users, the date the credit card was borrowed and what the card was used to purchase. Documentation and detailing the items purchased must be submitted to the Director/Accountant by the authorized user.

Authorized Purchases

The credit card may be used to purchase goods for the library such as but not limited to:

a) Program supplies

b) Refreshments for programs

c) Decorating supplies

d) Office supplies

Unauthorized Credit Card Use

a) The credit card shall not be used for the following:

i) Personal purchases or identification

ii) Cash advances through bank tellers or automated teller machines

iii) Personal purchases or expenses with the intention of reimbursing the CMFPL.

b) A cardholder who makes unauthorized purchases will be liable for the total dollar amount of such unauthorized purchases, plus any administrative fees charged by the bank or card company in connection with the misuse. The employee cardholder may also be subject to disciplinary action, which may include termination and/or legal action.

Sales Tax

The library is generally exempt from sales tax on purchases. The card user must notify the vendor or merchant that the credit card transaction should be tax exempt. The card user should provide the library’s Sales Tax Exemption Certificate at the time of purchase to avoid paying sales tax. It is the responsibility of the credit card user to pay any state sales tax on a purchase when the proper documentation is not provided to the vendor.

Benefits

Any benefits derived from the use of the credit card are the property of the CMFPL.

Lost/Stolen

If the card is lost or stolen, the Director will notify the card issuer immediately.

 

Approved by the Board of Trustees on December 19, 2016