CREDIT CARD PURCHASING
The purpose of the credit card policy of the TDL is to streamline some library purchases while maintaining accountability. The policy also provides a system of internal controls to ensure that TDL complies with all applicable laws.
- The Director shall be responsible for overseeing compliance with the credit card policy.
- The credit card may only be used by the Director or designee for goods, services and official business of the TDL. Documentation detailing the goods or services purchased must be available to review by a finance committee member.
- The Director is responsible for the protection of the credit card and shall immediately notify the financial institution issuing the card if it is lost or stolen.
- The Director must immediately surrender the credit card upon resignation or termination.
The TDL shall use disciplinary measures consistent with current law for unauthorized use.
PURCHASING OBJECTIVES
- Strive to obtain the maximum value for each dollar of expenditure
- Ask for the competitive quotes for goods and services when the quantity cost is great enough to offset the time and cost of obtaining these quotations
- Maintain high ethical standards in purchasing goods and services from reputable vendors
BIDS
Cost at or below $5,000- The TDL Director with guidance from appropriate sub-committee shall make purchases for all budget approved items where the cost per item is at or below $5,000.
Cost over $5,000 - For purchases and services where the cost is over $5,000, the TDL Director shall obtain two competitive bids and submit a recommendation to the Board for approval.
Award of Bids: Contracts and purchases shall be authorized by the TDL Board.
EMERGENCY BIDS
When there exists a threat to public health, safety, or welfare, TDL may make emergency procurement, following established procedures as much as is practicable under the circumstances. A justification report of the nature of the emergency and the selection of the particular vendor(s) shall be submitted to the Board.