Credit Card Policy

View Board-Approved Policy (PDF)

This webpage has been formatted for easier online reading. The PDF is the official policy document approved by the Board of Trustees.

• 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.”
• This policy does not apply to procurement cards or other payment cards that are capable of use only for the purchase of certain limited types of goods.
• The Hudson Library & Historical Society (Library) will not obtain or maintain any debit cards.
• 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.
  • The Fiscal Officer is responsible for working with the issuing financial institution to determine the dates when credit cards expire and the re-issuance of replacement cards.
  • The Fiscal Officer is responsible for determining, when necessary, the need to cancel a credit card account and any adjustment to credit limits on the credit cards.
  • The Fiscal Officer is responsible for notifying the issuing financial institution of a lost or stolen card.
• Credit cards will be established in the name of the Hudson Library & Historical Society and the specific name of an individual with a maximum credit limit for each set by the Library.
• Credit card limits will not exceed $10,000. In most cases, credit card limits will not exceed $5,000. A credit card may not be used by anyone other than the individual to whom it is issued.
• Credit cards may be issued to:
  • Executive Director with a credit limit up to $5,000
  • Assistant Director with a credit limit up to $2,500
  • Fiscal Officer with a credit limit up to $10,000
  • Deputy Fiscal Officer with a credit limit up to $5,000
  • Head of Technology with a credit limit up to $5,000
  • Head of Adult or Youth Services with a credit limit up to $2,500
  • Acquisitions Librarian with a credit limit up to $5,000
  • Librarian with a credit limit up to $250
  • IT Technician with a credit limit up to $250
• The Executive Director and Fiscal Officer, with input from Managers, will determine which employees will be issued a credit card from the positions listed.
• The Fiscal Officer can increase a credit limit for an employee only in specific and necessary instances. The limit will be changed back to the amount outlined in this policy during the next billing cycle.
• Prior to initial receipt of a credit card, each individual must agree to and sign the Credit Card Responsibility and Use Procedures.
• The Board authorizes the use of Library credit cards in connection with Board- approved or Libraryrelated activities and for only those types of expenses that are for the benefit of the Library that serve a valid and proper public purpose. Credit cards may be used only for expenditures that are within the applicable budget and departmental guidelines.
• For each purchase made using a credit card, an itemized receipt indicating the amount paid, the vendor, and the goods/services purchased must be submitted to the Fiscal Office.
• Use of a 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 misuse of a 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.
• The Library Board of Trustees will appoint a Compliance Officer to review all credit card accounts every six months, including: the number of accounts and issued/active cards, account expiration dates and credit limits. The Fiscal Officer (or Deputy Fiscal Officer) may not serve as the Compliance Officer.
• The Compliance Officer may use a credit card only with the prior authorization of the Fiscal Officer, except that the Library Executive Director serving in the role as Compliance Officer may use a credit card as otherwise authorized in this policy.
• The Compliance Officer may not authorize Library personnel to use a credit card, except that the Executive Director serving in the role as Compliance Officer may authorize such use in accordance with this policy.
• If a credit card is lost or stolen, or if Library personnel become aware of unauthorized or fraudulent use of any of the Library’s credit card accounts, the same must be reported to the Fiscal Officer and Compliance Officer.
• All monthly credit card statements and other correspondence associated with the credit card accounts will be sent to Library. Payment of the monthly statements must be made in a timely fashion so that finance charges and late payment fees are not incurred.
• On an annual basis, the Fiscal Officer (or the Fiscal Officer’s designee) will submit a report to the Library Board of Trustees regarding all credit card rewards received by the Library.

This policy was written to be in compliance with Ohio Revised Code Section 3375.392 Policies for use of credit card accounts.

Adopted: 1/2019