WMCA CLERK’S MANUAL
Addendum B – Credit Card Policy
(City, Town, Village) OF NEW CLERKSVILLE
CREDIT CARD POLICY
1.0 Purpose. The purpose of this policy is to facilitate the use of (City, Town, Village)
credit cards while establishing reasonable controls on their use.
1.1 Policy
a. This policy will supplement the existing (City, Town, Village) purchasing policy.
b. The use of (City, Town, Village) credit cards to procure goods and services is a less
preferred alternative to other purchasing methods. Credit cards are to be used in
selected situations where circumstances make it difficult or impossible to use other
purchasing methods. Such circumstances would likely include travel situations and
purchases made on the Internet.
c. In no event should (City, Town, Village) credit cards be used for purchases of items
that are subject to competitive bidding under (City, Town, Village) purchasing policy.
d. Use of (City, Town, Village) credit cards to purchase goods or services intended for
personal use is strictly forbidden and will subject the employee to disciplinary action.
1.2 Issuance of Credit Cards
a. The (City, Town, Village) will obtain only one type of national credit card, with the
choice of card and financial institution to be determined on the basis of the most
advantageous terms to the (City, Town, Village). A credit care will be issued in the
name of Clerk/Treasurer, DPW Director and Police Chief.
b. Cards will be located in the (City, Town, Village) offices in folders prepared for the
purpose. Folders will include usage logs and (City, Town, Village) tax‐exempt forms.
c. Each Department Supervisor will determine which employees shall have access to
and be authorized to use the departmental credit card. It is expected that this access
shall be restricted as much as practical.
1.3 Procedures for Use of Cards
a. Credit cards may be used to make purchases normally made over the internet, by
telephone or in‐person with suppliers capable of processing our credit card orders.
b. Tax‐exempt forms will be used for all credit card purchases.
c. To the extent possible, all purchases to be made by credit card should be authorized
in advance by the Department Supervisor or a designee.
d. If it is not possible to authorize a credit card purchase in advance, the purchase
should be reported to the Department Supervisor as soon as practicable.
e. Once the order is placed with the supplier, the Cardholder should notify the supplier
that special notation “Credit purchase” and requisitioner’s name must be on the
receiving label or manifest. The Card user and supplier should agree on price,
quantity, exemption and sales tax and delivery instructions when the order is placed.
1.4 Usage Limits. Under no circumstances should the Card be used for the following
purchases:
a. Cash advances, money orders, traveler’s checks, savings bonds, wires, manual cash
disbursements and automatic cash disbursement
b. Entertainment
c. Personal purchases
d. Any purchase deemed not required in the (City, Town, Village) of New Clerksville’s
normal course of business
e. Purchases of certain services (1099 suppliers)
1.5 Records Keeping
a. All purchases in person are to be supported by an itemized sales receipt and the
Credit receipt.
1. Purchases made by telephone are to be supported by the itemized packing list
or delivery receipt.
2. If purchase is made via Internet, a copy of the receipt that is e-mailed upon
completion of the order will be provided to the (City, Town, Village) office.
b. If credit is used via the telephone, the supplier should be asked to forward a copy
of the credit a supporting documentation. Items returned to the supplier must be
credited to the Cardholder’s account.
1.6 Receiving
a. Items received and receiving papers should be forwarded directly to the Department
supervisor
b. Department supervisors are directly responsible for verifying that items received
match the items ordered and must resolve any receipt discrepancies directly with the
supplier.
1.7 Returns, Credits and Disputed Items
a. Disputes- If there are problems with purchased items or billing resulting from use of
the Card, Department supervisors should first try to reach resolution with the
supplier that provided the item. In most cases, disputes can be resolved directly
between the cardholder and the supplier.
b. Returns- Are handled just like any credit card purchase. Bring or ship the item back to
the supplier, along with the purchase receipt and request that ta credit be placed on
your card account.
c. Credits- The supplier should issue credit for any item that has been discussed and
agreed to for return. The credit will appear on a subsequent statement. Any item
purchased with the credit card that is returned must be returned for credit. Do not
accept a refund in cash or any other manner. Cash returns are prohibited.
d. Disputed items- If you have a disputed charge and cannot reach resolution with the
supplier, request a form from the Clerk, or write a letter within 60 days of the date
the charge first appeared on your monthly statement. Make sure to keep a copy for
your records.
1.8 Review and Approval of the Monthly Statement
Each department will receive a detailed monthly statement from the Clerk. Upon
receipt of the monthly statement, the department supervisor is required to audit the
statement and compare documentation to be sure all charges are correct and ensure
that all discrepancies are immediately investigated and resolved. The department
supervisor will than sign and date the monthly statement, acknowledging the
propriety of all charges. The approved statement and documentation should be
received within 5 working days of the statement date. It is the responsibility of the
Clerk to monitor the process and ensure compliance with this procedure.
ERROR ON CREDIT CARD MONTHLY STATEMENT
In the event the Cardholder identifies an error or disputes a charge on the monthly statement;
the Cardholder should first contact the supplier. Most exceptions can be resolved between the
Cardholder and the supplier. If these exceptions cannot be resolved, the Cardholder should
contact the Clerk for further guidance. The Cardholder is responsible for ensuring that all
charges appearing on the statement are accurate and complete.
SAFEGUARDING THE CARD
Cardholders are responsible for safeguarding Cards against loss, misuse or theft. When not in
use, Cards should be protected in a secure location. Cardholders should immediately report
lost or stolen Cards to the (City, Town, Village) Clerk or Credit Card Company by telephone. The
Cardholder must then confirm the telephone notification by mail or fax with a copy to the
(City, Town, Village) Clerk.
KEY CONTACTS
The following resources are available to provide assistance with answering questions or help
solving any problems that arise with the program:
(City, Town, Village) Clerk:
To report a lost/stolen card
To apply for a card
For questions about procedures and policies
To replace damaged cards
For assistance with suppliers
Card Company Representative: ( to be identified)
Improper billing
(City, Town, Village) President (City, Town, Village) Clerk/Treasurer
Dated this day of ______, after action at (City, Town, Village) Board
Meeting.