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Credit Card Policy 

Purpose

The Union County Public Library maintains credit cards for library-related purposes only.

The purpose of the credit cards 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 strict accountability for the library. The credit cards will not be used to pay for services received by the Library.

Responsibility

The Library Director will be responsible for the issuance of cards, account monitoring, retrieval of cards, and compliance of credit card policy. Authorized users of the credit cards are the Library Director, and Program Directors.  Authorized users shall be responsible for the credit card’s use, and shall not allow the card to be used by anyone else or for any unauthorized purchases.

It shall be the responsibility of the Director to retain all credit cards in a locked file until they are needed by an authorized user for 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 bookkeeper shall review the credit card bill each month and accompanying paperwork.

Any discrepancies shall be reported to the Library Director and the Board of Trustees.

No tax or taxes shall be paid on any purchase. It is the responsibility of the credit card user to pay any state tax incurred on a purchase.

If a card is lost or stolen, the card issuer must be notified immediately. This loss must also be reported to the library’s board of trustees.

Usage

The credit cards may be used to purchase goods for the Library such as:

  1. Story hour supplies
  2. Decorating supplies
  3. Program supplies
  4. Operating supplies
  5. Workshop supplies

Documentation and original receipts detailing the goods and services purchased must be submitted to the business office by the authorized user.

Updated 10/2014

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