Section 3375.392 — Policies for use of credit card accounts.
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(A)Not later than three months after the effective date of this amendment, a board of library trustees appointed pursuant to section 3375.06 , 3375.10 , 3375.12 , 3375.15 , 3375.22 , or 3375.30 of the Revised Code of a free public library or library district that holds a credit card account on the effective date of this amendment shall adopt a written policy for the use of credit card accounts. Otherwise, a board shall adopt a written policy before first holding a credit card account.
The policy shall include provisions addressing all of the following:
(1)The officers, positions, or appointees authorized to use credit card accounts;
(2)The types of expenses for which a credit card account may be used;
(3)The procedure for acquisition, use, and management of a credit card account and presentation instruments related to the account including cards and checks;
(4)The procedure for submitting itemized receipts to the fiscal officer or the fiscal officer's designee;
(5)The procedure for credit card issuance, credit card reissuance, credit card cancellation, and the process for reporting lost or stolen credit cards;
(6)The library's or district's credit card account's maximum credit limit or limits;
(7)The actions or omissions by an officer, employee, or appointee that qualify as misuse of a credit card account.
(B)The name of the free public library or library district shall appear on each presentation instrument related to the account including cards and checks.
(C)If the fiscal officer of a free public library or library district does not retain general possession and control of the credit card account and presentation instruments related to the account including cards and checks, the board shall appoint a compliance officer to perform the duties enumerated under division
(D)of this section. The compliance officer may use a credit card account only upon authority from the fiscal officer of the free public library or library district, except the director of a free public library or library district serving in the role of compliance officer may use a credit card if so authorized under the policy. If the compliance officer has authority to use a credit card account, the fiscal officer or the fiscal officer's designee, who shall not be the compliance officer, monthly shall review the credit card account transaction detail and shall sign an attestation stating the fiscal officer or designee reviewed the credit card account transaction detail. The compliance officer may not authorize an officer, employee, or appointee to use a credit card account, except a director serving in the role of compliance officer may authorize an officer, employee, or appointee to use a credit card account. The fiscal officer of the free public library or library district is not eligible for appointment as compliance officer. The director is eligible for appointment as compliance officer.
(D)The compliance officer, if applicable, at least once every six months shall review the number of cards and accounts issued, the number of active cards and accounts issued, the cards' and accounts' expiration dates, and the cards' and accounts' credit limits.
(E)If the fiscal officer retains general possession and control of the credit card account and presentation instruments related to the account including cards and checks, and the board or director authorizes an officer, employee, or appointee to use a credit card, the fiscal officer may use a system to sign out credit cards to the authorized users. The officer, employee, or appointee is liable in person and upon any official bond the officer, employee, or appointee has given to the library or district to reimburse the library or district treasury the amount for which the officer, employee, or appointee does not provide itemized receipts in accordance with the policy described in division
(A)of this section.
(F)The use of a credit card account for expenses beyond those authorized by the board constitutes misuse of a credit card account. An officer, employee, or appointee of the library or district or a public servant as defined under section 2921.01 of the Revised Code who knowingly misuses a credit card account held by the board violates section 2913.21 of the Revised Code.
(G)The fiscal officer or the fiscal officer's designee annually shall file a report with the board detailing all rewards received based on the use of the free public library's or library district's credit card account.
(H)As used in this section, "credit card account" means any bank-issued credit card account, store-issued credit card account, financial institution-issued credit card account, financial depository-issued credit card account, affinity credit card account, or any other card account allowing the holder to purchase goods or services on credit or to transact with the account, and any debit or gift card account related to the receipt of grant moneys. "Credit card account" does not include a procurement card account, gasoline or telephone credit card account, or any other card account where merchant category codes are in place as a system of control for use of the card account.