Procurement Card Policy

1. This policy applies to all Procurement Cards (P-Cards) only.

2. P-Cards will be established in the name of the Shaker Heights Public Library with a credit limit for the organization not to exceed $250,000 to be allocated across assigned staff at varying rates as defined in the procedure. Each eligible staff member will have a card in their own name to use for eligible business purposes only.

3. The Fiscal Officer will work with the appropriate financial institutions that issue P-Cards to determine the best type of P-Card account for the library.

a. The Fiscal Officer is responsible for working with the issuing financial institution to determine the dates when P-Cards expire and the re-issuance of replacement cards.
b. The Fiscal Officer is responsible for determining, when necessary, the need to cancel a P-Card account and any adjustment to credit limits on the P-Cards.
c. The Fiscal Officer is responsible for notifying the issuing financial institution of a lost or stolen card.

4. P-Cards may be kept in the Business Office and signed out to authorized library staff as necessary. The P-Card should be promptly returned to the Business Office once the purchases for which it was checked out have been made. However, certain staff who do significant regular purchasing, such as the Technical Services Manager, may be permitted to keep their card with them.

5. P-Cards may be signed out only to the following library staff:

a. Director
b. Deputy Director
c. Fiscal Officer
d. Administrative Coordinator
e. Adult Services Manager
f. Branch Manager
g. Circulation Services Manager
h. Communications and Marketing Manager
i. Digital Services Manager
j. Human Resources Officer
k. Local History Librarian
l. Maintenance Services Manager
m. Maintenance Specialists
n. Safety and Security Services Manager
o. Technical Services Manager
p. Youth Services Manager

6. A P-Card may not be used by anyone other than the individual to whom it is signed out.

7. Prior to initial receipt of a P-Card, each individual must agree to and sign the Procurement Card Responsibility and Use Procedures.

8. The Board authorizes the use of library P-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 P-Card. P-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 P-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 P-Card for personal expenditures, for expenditures in excess of the applicable procurement limit, or otherwise in violation of this policy constitutes a misuse of the P-Card. Any library staff engaging in misuse of a P-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.

11. If a P-Card is lost or stolen, or if any library staff become aware of unauthorized or fraudulent use of any of the library’s P-Card accounts, the same must be reported immediately to the Fiscal Officer.

12. All monthly P-Card statements and other correspondence associated with the P-Card accounts will be sent to the Shaker Heights Public Library. Payment of the monthly statements 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 P-Card rewards received by the library.

Approved by the Shaker Heights Public Library Board of Trustees 4/15/2024