1. In accordance with ORC 3375.392, this policy applies to all

a. Payment cards, checks or other payment instruments associated with a credit account issued by a financial institution or a retailer (including online purchasing accounts, such as an Amazon Business account), and

b. Payment cards related to the receipt of grant funds. All such cards and instruments are referred to herein as “credit cards.”

2. This policy does not apply to procurement cards (P-cards), or to gas cards or other payment cards that are capable of use only for the purchase of certain limited types of goods.
3. The library will not obtain or maintain any debit cards.
4. Credit cards will be established in the name of the Shaker Heights Public Library with a maximum credit limit not to exceed $100,000 for the account.

5. 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.
6. 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.
7. Library managers and the Administrative Coordinator may have access to credit card accounts as the Fiscal Officer determines is necessary for the position.
8. The Board authorizes the use of library credit cards for use in connection with Board-approved or library-related activities. Only those types of expenses that are for the benefit of the library and that serve a valid and proper public purpose shall be paid for by credit card. Credit cards may be used only for expenditures that are within the applicable budget and departmental guidelines and have an approved purchase order open.
9. 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 Business Office via the accounting software promptly following the purchase.
10. 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 staff engaging in misuse of a credit card shall reimburse the library for any unauthorized expenditures and may be subject to disciplinary action up to and including termination of employment.
11. If any library staff become aware of unauthorized or fraudulent use of any of the library’s credit card accounts, the same must be reported immediately to the Fiscal Officer.
12. All credit card statements and other correspondence associated with the credit card accounts will be sent to the Shaker Heights Public Library. Payment of the invoices must be made in a timely fashion so that finance charges and late payment fees are not incurred.
13. On an annual basis, the Fiscal Officer will submit a report to the Library Board of Trustees regarding all credit card rewards received by the library.

Approved by the Shaker Heights Public Library Board of Trustees 1/28/2019, 5/17/2021, 10/17/2022, 12/19/2022, 5/15/2023, 4/20/2026