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Town of Mulgrave
Credit Card Policy
Title:
1. This Policy is entitled the "Credit Card Policy".
Interpretation:
2. It shall be the policy of the Mulgrave Town Council to provide specified members of staff and
Council with a credit card to establish a convenient, efficient and cost-effective method of
purchasing goods and services when vendors will not accept purchase orders.
3. The Town of Mulgrave will provide a credit card to the Chief Administrative Officer, the Deputy
Chief Administrative Officer, the Superintendent of Public Works and the Mayor to be used for
purchases of goods and services when vendors will not accept purchase orders.
Procedure:
5. The Town of Mulgrave will obtain five credit cards from the financial institution with which it has
established its account.
6. A credit card will be issued in the name of the Chief Administrative Officer, the Deputy Chief
Administrative Officer, the Superintendent of Public Works, the Recreation and Physical Activity
Coordinator and the Mayor. A credit limit of $15,000.00 shall be established for all five cards
combined.
7. The designated card holders may use the card to purchase goods, software, and other materials
that require prepayment through the internet.
8. The designated card holders shall be required to sign out the card as per the format shown below.
9. The Credit cards will be blocked for cash advances.
10. No personal purchases shall be made with the card.
11. If the cardholder cannot produce a receipt and the transaction cannot be recognized as a budgeted
item then, at the discretion of the Chief Administrative Officer and/or the Mayor, the cardholder
shall be responsible for reimbursement to the Town of Mulgrave for the amount of such
unauthorized use of the credit card.
Town of Mulgrave Policy & Procedures Manual
Credit Card Policy
Adopted by Council: January 20, 2025
Page 2 of 2
12. In the event of willful or negligent default of the obligations of the cardholder, the Town of
Mulgrave shall take any recovery action deemed appropriate and that is permitted by law.
13. All cardholders shall return the card upon request of Council or upon termination of employment
or term of office with the Town of Mulgrave.
CREDIT CARD SIGN-OUT FORMAT
I, ______________________ , _____________________, of the Town of Mulgrave,
(Name) (Position) hereby acknowledge receipt of the
Purchasing Card (the card issued by the Canadian Imperial Bank of Commerce). I acknowledge that a
credit card, numbered _________________________, has been issued to me to make purchases in
accordance to the Town of Mulgrave's Credit Card Policy. I fully understand that purchases made
using this card are to be authorized by a signing officer. Any unauthorized purchase will be deducted
from my employment wages or council honorarium during the following pay period.
I acknowledge that I have read and agree with the procedure of the Town of Mulgrave Credit Card
Policy.
________________________________
_________________________________
Signature
Date
Certification for Town of Mulgrave Policy & Procedures Manual:
Date of notice to Council Members of Intent to Consider [7 Day minimum]: April 7, 2025
Date of Passage of Current Policy: April 22, 2025
I certify that this Credit Card Policy was adopted by Council as indicated above.
____________________________ January 20, 2025
Municipal Clerk Date