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res-12-2024-credit card policy - draft.pdf

Other May 2, 2024 · 7 page(s)

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TOWN COUNCIL OF CENTREVILLE
RESOLUTION 12-2024
A RESOLUTION OF THE TOWN COUNCIL OF CENTREVILLE TO ADOPT A
CREDIT CARD POLICY FOR TOWN EMPLOYEES
WHEREAS, the Town Council of Centreville recognizes the need to set policy for the
purposes of credit card usage by Town employees;
WHEREAS, the Town Council of Centreville concurs with the recommendations of this
Resolution:
BE IT RESOLVED BY THE TOWN COUNCIL OF CENTREVILLE:
Section 1. The Town Council of Centreville approves the Credit Card Policy
attached hereto as “Exhibit A.”
Section 2. The date of passage of this Resolution is .
ATTEST: THE TOWN COUNCIL OF CENTREVILLE
R. Gaye Adams, Town Clerk Ashley Heffernan Kaiser, Esq., President
Eric B. Johnson, Jr., Vice President
Daniel B. Worth, Member
Jim A. Beauchamp, Member
Jeffrey D. Kiel, Member

Title: Credit Card Policy Resolution:
Approved: Revised:
Policy #: 300-201 Form(s): 300-201-A, 300-201-B
Credit Card Policy
1. Objective
To establish guidelines for all employees who are issued a Town credit card. This
policy specifies expectations and procedures for the issuance, application, use,
safeguarding, payment, and termination of the Town credit card issued to Town of
Centreville employees.
2. Eligibility and Approval
a. Eligibility – The Town maintains a Town credit card program for full-time and
part-time employees who will regularly incur business expenses. To be eligible,
the employee must travel frequently in the course of their duties, purchase
significant volumes on minor goods and services for use by the Town, or
frequently incur other business-related expenses of a kind appropriately paid by
credit card.
b. Approval – Eligible employees may apply for a Town credit card but must obtain
prior, written approval from their supervisor using the credit card application
(Form 300-201-A).
3. Procedures and Policy
a. Use and Financial Responsibilities – The employee agrees to comply with all the
applicable policies and procedures of the Town and this Credit Card Policy. The
Town credit card is to be used ONLY for official business expenditures, not
personal expenses.
b. The cardholder is responsible for ensuring that the credit card purchases are
within budget and properly approved. The Town will pay for the total balance
by the payment due date each month for each company-approved charge by the
cardholder.
c. Any rewards or points earned will be redeemable by the Town and not the
individual cardholder.
4. Credit Spending Limits
a. The credit limit will be set on a case-by-case basis and determined by the Finance
Officer on a basis of need and budget.

5. Credit Card Statements
a. Credit card statements and expenditures must be sent to the Finance Department
for review. If the credit card expenditures are not received within fifteen (15)
days of the due date, a reminder will be sent of their obligations under this
policy. Continued or repeated non-conformance to the Policy can result in
cancellation of the card and/or such other actions as appropriate.
6. Receipts and Expense Reports
a. Cardholders must maintain physical proof of each credit transaction with the
Town credit card and provide an itemized receipt when practicable. A failure to
provide receipts or credible explanation for any transactions could result in a
debit of the cardholder’s salary, forfeiture of right of reimbursement, and other
disciplinary action.
b. Credible transactions should contain the following information when
appropriate: date of purchase, vendor name and address, quantity, unit price,
grand total of expenditures.
c. Expenses must be submitted to the Finance Department within thirty (30) days
from the time the expense was incurred.
d. Lost Receipts – if an employee has lost or is not able to obtain a copy of a receipt,
the employee must complete the Missing Receipt Affidavit (form 300-201-B).
7. Credit Card Violations and Consequences
a. Credit card violations may include, but are not limited to, obtaining cash
advances or for other expenses than those incurred by the assigned employee
named on the card, charging personal transactions to the Town credit card,
allowing unauthorized users to use the Town credit card, exceeding the credit
limit, failing to promptly return the credit card when a cardholder is reassigned,
terminated, or any terms determined at the discretion of the Town.
b. Cardholder transactions will be examined to ensure compliance with the policy.
c. Violation of this policy, or to any Town policy that may apply to this credit card
policy, could result in cancellation of the card and withdrawal of Town credit
card privileges.
d. Violating this policy may result in disciplinary action against the employee up to
and including termination. In all cases of breach, the Town will consider the
facts and circumstances of each incident and will take appropriate action.

e. The Town reserves the right to recover any monetary considerations from the
cardholder.
f. Internal and external audits of cardholder purchases may be carried out from
time to time at the discretion of the Town.
8. Ownership and Cancellation of the Credit Card
a. The Town credit card may not be transferred, assigned to, or used by anyone
other than the designated cardholder.
b. The cardholder is accountable for all activity on the Town credit card.
c. The Town may suspend or cancel cardholder privileges at any time for any
reason.
d. The cardholder will forfeit the credit card upon request to the Town or any
authorized agent of the card issuer.
e. The credit card will be returned to the Card Administrator upon any notification
of resignation and the cardholder must reconcile all expenditures on the credit
card since the last credit card statement.
f. It is the responsibility of the departing cardholder to ensure that the account is
settled prior to departure.
9. Disputed Items
a. It is the cardholder’s responsibility to follow up on any erroneous charges,
returns, or adjustments to ensure proper credit is given on subsequent
statements.
b. Disputed transactions must be resolved with the card issuer and the bank
by the cardholder. The cardholder must notify the bank immediately for
resolution and the appropriate agent in the Town should be informed as
well.
9. Protecting the Credit Card
a. Lost or stolen credit cards must be reported immediately to the Card
Administrator. The Card Administrator must be notified within two (2)
business days of this activity.

10. Safekeeping
a. Newly issued cards should be signed immediately by the cardholder upon
receipt.
b. When using the credit card for approved internet transactions, care should be
taken that the site utilizes recognized encryption technology. Card numbers
should not be saved or stored in online accounts.
c. When the Town card has expired and/or cardholder has received a new
Town card, the cardholder should cut the card in half and discard it.

Town of Centreville
Application for a Town Credit Card
Employee Name: _______________________________________________________________
Position: _______________________________________________________________________
Justification of the need for a Town credit card:
________________________________________________________________________________
I understand and agree that:
• I bear ultimate responsibility for the security of the Town credit card.
• I will not use the Town credit card to withdraw cash.
• I will not use the Town credit card for personal expenses and will use it only for official
business on behalf of the Town of Centreville.
• If I misuse the card (i.e., use it otherwise than in accordance with the instructions given to
me in this agreement or related policies) or otherwise fail to reconcile my expenditures
within the prescribed procedures and timeframe, I authorize the Town of Centreville to
recover the funds through payroll deductions for any amounts incorrectly claimed or for
reconciliations that are one month in arrears of the statement date.
• If the Town credit card is lost or stolen, I will report it immediately to the Credit Card
Administrator.
• If I resign from the Town of Centreville, I will return the card with a final reconciliation of all
expenditures prior to departure.
Employee signature: _____________________________ Date: ____________________
Supervisor’s signature: ___________________________ Date: ____________________
Town Manager’s signature: ________________________ Date: _____________________
Finance Section:
Finance Officer Signature: ____________________________ Date: ______________________
Approved Credit Limit: ___________________________

Town of Centreville
Missing Receipt Affidavit
I hereby certify that receipt(s) for the below listed items have been lost, and I am unable to obtain a
copy of the receipt(s) from the issuing firm(s) (airplane, travel agent, hotel, restaurant, etc.)
I am therefore requesting that I be allowed to submit this Affidavit certifying that I have made every
reasonable effort to obtain a copy of the receipt(s) in question.
Print receipt detail(s) including issuing firm(s), total amount, and date of transaction:
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________
I further certify that I have not requested and/or will not receive reimbursement from any other
funding source for the missing receipt(s).
__________________________________ ________________________________
Signature of Cardholder Date
__________________________________ ________________________________
Signature of Supervisor/Dept. Head Date