Resolution number
03-03-24

Effective date

  1. In accordance with Ohio Revised Code (ORC) § 3375.392, the Board of Trustees (the Board) authorizes the use of Procurement Cards (P-Card) as a means to pay for low-cost expenses related to Worthington Libraries. The use of P-cards may reduce the number of paper checks that are printed and mailed to vendors and reduce the number of employee reimbursements.
  2. The debt incurred as a result of the use of the P-Card shall be paid from Worthington Libraries funds.
  3. This policy does not apply to credit cards, which include all payment cards, checks or other payment instruments associated with a credit account issued by a financial institution or a retailer pursuant to the board-approved Credit Card Policy.
  4. The Board authorizes the use of Library P-cards for use in connection with Board-approved or Library-related activities and for only those types of expenses that are for the benefit of the Library that serve a valid and proper public purpose. P-cards may be used only for expenditures that are within the applicable budget and departmental guidelines.
  5. P-cards will be established in the name of the Worthington Public Library.
  6. P-cards will not charge interest and are to be paid in full to the financial institution by the due date.
  7. The Fiscal Officer is responsible for the following:
    1. Work with the appropriate financial institutions that issue P-cards to determine the best type and number of cards for the Library.
    2. Establish transaction limits for each P-Card and make any adjustments as necessary.
    3. Work with the issuing financial institution to determine the dates when P-cards expire and the re-issuance of replacement cards.
    4. Determine, when necessary, the need to cancel a P-card account.
    5. Notify the issuing financial institution of a lost or stolen card, or if a card has been used for unauthorized purposes.
    6. Determine the types of goods/services allowable for purchase with a P-card.
    7. Set and enforce monthly reconciliation procedures for all P-cards.
  8. All monthly P-card statements and other correspondences associated with the P-card accounts will be sent to the Worthington Public Library. Payment of the monthly statements must be made in a timely fashion.
  9. A P-card may only be used by authorized Library Personnel that has agreed to and signed the Procurement Card Responsibility and Use Procedures.
  10. Use of a P-card for personal expenditures, for expenditures in excess of the applicable transaction limit, or otherwise in violation of this policy constitutes a misuse of the P-card. Any Library personnel 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.