Purpose
This policy establishes guidelines for the appropriate use, issuance, and management of credit cards by the Ogdensburg Public Library to ensure fiscal responsibility, accountability, and compliance with state and local regulations.
Article 1 – Authorization and Issuance
1.1 The Library Board of Trustees authorizes the use of a credit card for library-related expenses.
1.2 The credit card will be issued in the name of the Library and assigned to the Library Director and Youth Services Librarian.
1.3 The maximum credit limit will be $2,500, based on budgetary needs and fiscal prudence.
Article 2 – Acceptable Use
Library credit cards may only be used for:
2.1 Purchasing library materials, supplies, and equipment.
2.2 Paying for library programs, conferences, and professional development expenses.
2.3 Subscriptions, memberships, and other professional services related to library operations.
2.4 Emergency purchases when prior approval from the Board or Finance Committee is not feasible.
Article 3 – Prohibited Use
Credit cards must not be used for:
3.1 Personal purchases.
3.2 Cash advances, personal travel, or non-library-related expenses.
3.3 Splitting purchases to avoid procurement approval thresholds.
3.4 Any expenditure that violates the library’s financial policies or New York State law.
Article 4 – Cardholder Responsibilities
4.1 The Library Director (or designee) is responsible for ensuring that all charges are within approved budget lines and for maintaining receipts and documentation for all transactions.
4.2 A detailed receipt or invoice must be submitted for each purchase.
4.3 Unauthorized use of the credit card may result in disciplinary action, including termination and legal consequences.
Article 5 – Approval and Reconciliation
5.1 All credit card transactions will be reviewed according to Purchasing and Procurement Policy.
5.2 The Treasurer or Finance Committee Member will verify that all transactions align with the approved budget and policies.
5.3 Any discrepancies or unapproved transactions must be reported immediately to the Board of Trustees for investigation.
Article 6 – Payment and Oversight
6.1 The Library will pay the credit card balance in full each month to avoid interest charges.
6.2 A designated Finance Committee member will review statements before payment to ensure accuracy.
6.3 The Board of Trustees retains the right to revoke credit card privileges at any time if misuse is suspected.
Article 7 – Lost or Stolen Cards
7.1 If a credit card is lost or stolen, the Library Director must report it immediately to the issuing bank and notify the Board President.
Article 8 – Policy Review
This policy will be reviewed annually by the Board of Trustees to ensure compliance with financial best practices and legal requirements. Amendments must be approved by a majority vote of the Board.
Adopted by the Board of Trustees on July 2, 2025