The purpose of the credit card policy of the Otsego County Library is to streamline some library purchases while maintain accountability. The policy also provides a system of internal controls to ensure that the library will comply with all applicable laws.
- The Director will be responsible for the issuance, accounting, monitoring, and retrieval and generally for overseeing compliance with the credit card policy.
- The credit card may be used by the Director of library employee designated by the Director only for goods or services for the official business of the Otsego County Library. Documentation detailing the goods or services purchased must be submitted the Director before payment can be approved.
- The Director is responsible for the protection of the credit card and shall immediately notify the financial institution issuing the card if the card is lost or stolen.
- The Director must immediately surrender the credit card to the successor in that position or the Library board president upon leaving the employ of the Otsego County Library, or upon termination.
- The Otsego County Library will use disciplinary measures consistent with current law for unauthorized use.
- The balance due shall be paid within 60 days of the statement date and the total authorized credit limit of the credit card issued to the library shall not exceed $2500.
Procedure for ordering goods or services with a credit card
- A library employee will generate an order for supplies, materials to be added to the collection such as books, cassettes, videos or other formats, registration for continuing education workshops or conferences, or lodging. If there is no pre-printed form, the employee will type out the order, complete with vendor information, item descriptions and quantities.
- The employee will complete a charge request form, attach the ordering information and give both to the Director for the OK to charge. Charges will be approved only when payment cannot be vouchered and a check issued, either because of time constraints, vendor policies (for example, when prepayment is required by the supplier, to confirm a registration for lodging or continuing education event when space is limited, or to take advantage of special discounts.
- After the charge has been approved, the Director or Library employee designated by the Director will place the order using telephone, fax, mail, or electronic means.
- The order will then be filed in the Credit Card/On Order file. The ordering information is attached to the charge card bill when it is received. The credit card invoice is filed under the bank name.
- The Credit card will be kept in the library’s safe. The Director or Library employee designated by the Director may be authorized by the library board to take the card when traveling on library business to use for meals and lodging costs consistent with the library’s travel expense policy. Upon return, all charge slops must be turned in to the director and attached to the credit card bill when it is received. If while in the possession of the designated library employee the card is lost or stolen while traveling, the Director must be immediately notified so the financial institution issuing the card can be contacted.
- The credit card bill, with a detailed list of expenditures, is included on the monthly list of bills for approval by the Otsego County Library Board of Trustees at their regular meetings.
OTSEGO COUNTY LIBRARY CREDIT CARD EXPENSE VOUCHER
Card User’s Name:__________________________________________________________
Date:_______________________________ Branch:______________________________
Nature of Official Business for Expenses Listed on the Voucher:
__________________________________________________________________________
Date of Item Budget Line Item
Purchase Purchased Cost (See Note Below)
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
_____________________________________________________________________________
Total Cost:___________________
Card User Signature:_____________________________________________Date:___________
Director’s Authorization:__________________________________________Date:___________
Note: Budget line item data is to be filled in by Director.