Full policy available for download
Purpose & Authority
Established under Public Act 266 of 1995, requiring a written policy for Township credit card use.
Originally adopted in 2008, amended in 2011, 2022, and again in November 2023.
Ensures proper control, accountability, and official business use only.
Key Provisions
Treasurer’s Role:
Responsible for issuing, monitoring, and accounting for credit cards.
Cannot be issued a card themselves to prevent conflicts of interest.
Authorized Users:
Only the Supervisor, Clerk, Department Heads, or their designated employees.
Cards may only be used for official Township business (no cash advances).
One card per official/department head.
Spending Controls:
Treasurer sets and may adjust credit limits.
Purchasing policy applies — purchase orders required where normally needed.
Credit card use is last resort if other payment options (invoice, check, ACH, virtual card) are not feasible.
Documentation Required:
All transactions must be supported by receipts, online confirmations, or signed memos.
Must include vendor, date, amount, business purpose, and chart of account numbers.
Treasurer reviews all documentation before Township Board approval.
Card Security:
Cardholders are responsible for custody and protection.
Lost/stolen cards must be reported immediately.
Cards must be returned upon termination.
Oversight & Enforcement:
Treasurer maintains a list of all cards and reviews statements.
Improper transactions must be investigated and reported to the Board.
Violations may lead to revocation of privileges and require Board approval to restore.
Township pays balances in full monthly to avoid fees.
Penalties for Misuse
Violations may result in:
Repayment of unauthorized charges
Verbal or written reprimand
Suspension or termination (for non-elected staff)
Civil action or criminal prosecution