LTDL Credit Card Policy

GUIDELINES FOR CREDIT CARD USE

A.            CARD USE

Credit cards will only be issued in the name of the Lyons Township District Library to be used by the Director and the Youth Librarian. Each credit card has an authorized maximum spending limit of $2,000.00. The total combined authorized credit limit shall not exceed 5% of the total budget for the current fiscal year.

B.            TRANSACTION PROCEDURE

All credit card transactions can be performed in person, over the phone, via internet, or through the mail. When you use the credit card please follow the procedures below.

1. Tell the merchant that you will be paying with the LTDL credit card. If it is a phone order, internet purchase, or mail order, give the merchant the credit card number and the expiration date. If you are making the purchase in person, present the credit card to the merchant.
2. Retain all receipts and credit card slips to be turned in to the bookkeeper for processing.
3. Follow LTDL purchasing procedures for approvals and payment of charges.

C.            TAX EXEMPTION

You must notify the vendor or merchant that your credit card transaction should be tax exempt for goods or services purchased in the State of Michigan.

D.            THE CREDIT CARD MAY ONLY BE USED FOR THE PURCHASE OF GOODS OR SERVICES FOR THE OFFICIAL BUSINESS OF THE LTDL INCLUDING:

1. Commodities related to travel.
2. Conference registration fees.
3. Operating or office supplies.

The credit card may not be used for the following:

1. Cash advances
2. Standard merchant category exclusions (e.g. liquor or tobacco products)
3. Personal use.

E.            CREDIT CARD SECURITY

The credit card should always be treated with a level of care that will secure the card and account number.

1. Keep the credit card in an accessible – but secure – location.
2. Guard the credit card number carefully. Do not post it or write it down.
3. If the credit card is lost or stolen you must immediately notify the LTDL President who will direct the bookkeeper or Treasurer to notify the credit card company.
4. The credit card will not impact the cardholder’s personal credit reference. The LTDL issued credit card is a corporate liability card, not a personal liability card. You do however, have a responsibililty to use the credit card in a manner approved by the LTDL.
5. The credit card must be surrendered to the LTDL President upon termination of employment.

F.            PROCEDURES FOR CREDIT CARD PAYMENT

Procedures for payment of the card shall follow the procedure for Purchasing. If a purchase is made that is not approved by the LTDL Board, the payment of a wrongful purchase will be the responsibility of the purchasing party.

The balance shall be paid in full each statement period within the due date to avoid interest charges.

G.            PENALTY FOR WRONGFUL USE

Any employee of the LTDL who violates the provisions of this policy shall be subject to dismissal and appropriate criminal and/or civil action.