Purpose

This policy is established to provide guidelines for the use of credit cards issued for the business of the Library to ensure proper use, documentation, and accountability of the Library’s funds.

 

Scope

This policy applies to all employees of the Peotone Public Library District who have been authorized to be corporate credit card holders and any staff who utilize the corporate credit card(s) or other credit accounts (e.g. Berkot’s card) on behalf of the Library. Adherence to that policy, inclusive of grant-related purchasing restrictions, is to be followed.

 

Issuance of Credit Cards

• Credit cards may be issued upon approval to the Director and to other staff only with the director’s approval.

• Each cardholder must sign an acknowledgment of this policy and agree to adhere to its terms and conditions, including the library director.

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Authorized Use

• Credit cards are to be used solely for business-related expenses that support the mission and operations of the Library.

  • Corporate credit cards shall not be used for cash advances.

  • Examples of authorized expenses include:

    • Travel expenses and accommodation for official business trips.

    • Payment for expenditures, where a credit card is the only option, such as web services, job boards for HR, and state regulatory and compliance fees.

    • Event-related expenses incurred onsite, and unable to be paid via invoice, such as hosting a dinner for board members.

• Any unauthorized use of the credit card will result in disciplinary action up to and including termination of employment per the Director’s determination.  In extenuating circumstances only, unauthorized expenses may be reimbursed by the employee per the Director’s discretion.

• Personal use of a corporate credit card is strictly prohibited.

• Alcoholic beverages may not be purchased, other than beer and wine consumed during a meal function for an official business trip. For federal grant-related purchases, no alcoholic beverages may be purchased, including beer and wine.

• An employee of the library who is not the cardholder may only use the corporate credit card with permission from the library director and the employee must also comply with this policy, sign their understanding of it, and return the card to the cardholder as quickly as possible.  

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Documentation and Receipts

• Cardholders must obtain and submit itemized receipts for all credit card transactions, along with a charge line, detailed description of the business purpose, and listing of names of participants for meal functions.

• Receipts must be submitted to the Business Manager within 7 business days of receiving the notification of credit card statement availability, along with a documentation indicating the budgeted expense line to take the expense from.

 

Spending Limits

Credit card spending limits will be established based on the cardholder’s role and responsibilities within the Library. The credit card holder is responsible for staying within the monthly spending limit.

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Oversight & Audit

1. The Business Manager, library director, and library accountant will review and reconcile credit card statements monthly.

2. The director will include itemized reports of the credit card activity monthly with monthly financial reports to the board.

3. The Library Director and Business Manager ensure that adequate procedures are in place to guarantee prompt payment of all credit card invoices, including but not limited to checking the credit card account online, and payment of the monthly balance will be made in such a fashion that no finance charges are incurred. 

 

Security and Safeguarding

• Cardholders are responsible for the security of their credit card and must take appropriate measures to prevent loss, theft, or misuse.

• Lost or stolen credit cards must be reported immediately to the Director and also the credit card issuer.

 

Misuse and Disciplinary Actions

• Any misuse or violation of this policy may result in disciplinary action, including termination of employment.

• Cardholders may be personally liable for unauthorized or fraudulent charges if they do not report these promptly to the credit card disputes department.

• Credit cards are the property of the Library and must be returned to the Library Director upon termination of employment with the Library. The Library Director will immediately close such credit card accounts.  In the event of the Library Director’s departure, the Director will leave their library credit card with the Assistant Director, who will close the credit card account once all transactions, bill payments, and necessary business expenses have been transitioned to a new card or other payment method.  

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Review and Amendments

The Library board will review this policy at least bi-annually to ensure compliance with current laws and the Library’s needs.

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Adopted April 16th, 2026